Note: This guest post is from Nora Ellertsen of The Funding Seed. Thanks, Nora!

Before the pandemic, my company hosted monthly in-person fundraising workshops here in New Orleans. Over eight years, I developed content, activities, and presentation strategies for those trainings.

Like many of us, I switched to Zoom during COVID, facilitating at least 60 virtual workshops. Now that the world is reopening, a lot of folks are eager to be together again.

Hybrid: a bit of both

At the same time, plenty of people still prefer virtual learning. Because of geography, health safety, accessibility, or just the ease of participating from one’s home or office, virtual learning helps more people access information and build community.

With all that considered, this fall was time to try out a hybrid workshop: some people in the room, others on Zoom.

Here’s what I learned during my first hybrid training. I encourage you to consider these tips if you’re planning your first hybrid event.

Get a co-pilot

My Marketing and Administrative Coordinator runs the Zoom back-end of our workshops: keeping an eye on the chat, posting attachments at the right time, notifying me of problems, etc.

Having a second person to manage these tasks is helpful for any workshop. When you’re hybrid, that person becomes essential.

Rehearse!

A week before the event, we scheduled a run-through. With me in the training room and my co-pilot on Zoom, we walked through each step of the event.  

I asked tons of questions. From her perspective online, where was the best place for me to stand? What about the lighting? Writing on the whiteboard, what kind marker was visible on video? If I stood in the back of the room, speaking at normal volume, could she hear me? 

I strongly recommend a rehearsal with one person in the training room and the other online. Everything planned for the live event should be tested for both audiences, with enough lead time to make adjustments.

Manage expectations

In both the pre-workshop confirmation email and the housekeeping announcements, I let everyone know that this was a new format. I thanked folks for their patience when (not if!) there were hiccups.

To be fair, this follows my natural tone as a facilitator. I keep things light; making a direct, semi-jokey statement that I’m an imperfect person trying something new was pretty on-brand for me. 

However, this also served a deeper purpose. Hearing that this was a safe space for us all to do our best and learn from our mistakes, I could feel people relax.

Defer to the virtual participants

As facilitators, it’s our job to make sure everyone feels involved. It’s easy to let the most outgoing participants hold court. It takes thoughtful work to create space for everybody to share, ask questions, and join activities.

That dynamic amplifies in a hybrid space. People in the room can interrupt with questions or chat among themselves; their physical presence makes them very visible to the facilitator. Those online, on the other hand, might turn off their cameras or hold questions until they’re invited.  

During a hybrid event, focus at least 60% of your energy on the virtual participants. Overcompensate in their direction.

Make frequent eye contact with the camera. During Q&A, give them the chance to speak first. Be prepared to shut down sidebar conversations in the room, which exclude virtual attendees.

Find ways for everyone to interact

In planning a hybrid workshop, my biggest challenge was designing shared experiences. I wanted moments when everyone – in-person and remote – could feel like we were together.  

If time allows, make space for everyone to introduce themselves. Create a shared worksheet using Google Forms. Do a “raise your hand” activity, turning the camera to face the room and asking yes or no questions related to class material.

Regarding camera logistics: I set Zoom to screenshare mode with the slides and used a projector in the room. People in the room could see both the slides and the faces of virtual participants on the screen. The Zoom participants could see me – the camera was pointed my way – and the presentation slides.

With activities involving both groups (introductions, raise-your-hand, Q&A) I turned the laptop so the camera was pointing at the in-person participants. When these activities ended, I turned it back to face me.

Give yourself grace

Things will go wrong. Allow yourself to learn from your mistakes and missed opportunities.  

Hybrid events aren’t going anywhere – you’ll have many opportunities to improve. When something unexpected happens, don’t stress. Make a note for next time.

By modeling both bravery – trying something new – and imperfection, we encourage the same behaviors in those we train and support. That might be the greatest gift.