Design hybrid events and worship services E-Book

Detlev Reich

• Herausgeber: Reich Verlag
• Kategorie: Religion und Spiritualität
• Sprache: Englisch
• Veröffentlichungsjahr: 2023

Seitenzahl: 221

Beschreibung

Welcome to the fascinating world of hybrid events and church services. This is your ultimate guide to successfully creating both online and on-site experiences. Whether you have experience in this field or are just starting out, this book will inspire you to see the possibilities and overcome the challenges. Learn how to engage audiences and create immersive experiences both online and on site. With practical advice and inspiring insights, this book is an indispensable tool for anyone involved in designing church services or who wants to understand how to create meaningful experiences in an increasingly digital world. Because today's church must reach people where they are.

Leseprobe

Designing hybrid events and church services

How to successfully create online and on-site experiences.

Detlev Reich

Design hybrid events and church services

How to successfully deliver online and on-site experiences.

Author: Detlev Reich

Copyright © 2023 Reich Verlag, Switzerland.

All rights reserved. Reproduction, including excerpts, only with written permission.

Softcover ISBN 978-3-907316-30-6

eBook ISBN 978-3-907316-31-3

This book is also available in German:

Hybride Events und Gottesdienste gestalten

Wie du Online- und Vor-Ort-Erlebnisse erfolgreich realisierst.

Softcover ISBN 978-3-907316-28-3

eBook ISBN 978-3-907316-29-0

Table of Contents

Foreword

Definition of the events

Classic event

Digital event

Hybrid event

Satellite event

Next

General mode of operation

Producer role

Tasks of the producer in the planning process

Tasks of the producer on site

Timing on site

Briefing

Conduct rehearsals

Feedback culture

Next

Dramaturgy for hybrid events

Introduction dramaturgy for hybrid events

General tips for good dramaturgy

Bringing together on-site and online

Next

Planning hybrid events

Basic structure of the planning

Arrangements and meetings for hybrid events

Communication

Next

Planning hybrid church services

Sequence of a hybrid church service

Define program elements

Define standard transitions

Agreements

Next

Rehearsals for hybrid events

Next

Performance

Performance on stage

Appearance in front of the camera

Next

Audience Management Online

Chat support

Comment support

Interactions

Integration

Next

Audience management on site

Communication

Supporting program

The guests must feel comfortable.

Building

The supporting program as part of the event

Balance

Integration

Next

Preparation and resonance of the community

Warm-up phase of an event

Practical implementation

Reverberation of an event

Next

Practical & Concrete

Best practice

Questions we always ask ourselves

Interactions with the hybrid audience

Studio How to

Decision support for the selection

Development steps for a hybrid event

Development steps for

Technology

Next

Conclusion

Appendix

Briefing - Checklist

Illustrations - Checklist

Chat and comment policy

Intercom Guideline (from ICF Zurich)

Online Production Event Checklist

Glossary

Foreword

Depending on your situation, the topic of hybrid events and church services can trigger joy in you, and you see all sorts of possibilities, or it can trigger a feeling of being overwhelmed. For more than 20 years I have been actively involved in shaping church services in one form or another. Mostly as a producer, that is, as the person overall responsible for setting up and conducting church services. Each way of creating an event or church service has its challenges. The beauty of it is that you can always grow through the process of creating. As I am sure most people have noticed, creating hybrid church services and events is much more complex than isolated events. For one thing, you want to reach an audience you cannot see, so their reactions to the content are not always easy to gauge. Engaging online audiences is also infinitely more difficult. Simultaneously interacting with a live audience and an online audience is also not easy. After all, you do not want to forget or compromise on one or the other.

However, good hybrid events hold a great treasure. Because, like we have never before been able, we can reach people in different locations at the same time - and with one church service. Be it locally or elsewhere in the world. If we succeed in not only reaching all people with one program, but actively involving them, this will be a great enrichment for the church.

Unfortunately, very often the online audience are considered second-class. Since they are not on site, they are easily assumed to be disinterested in community and participation. But this assessment is often wrong. Of course, some individuals may have such a motivation. But we live in an age where it is normal to plug in and interact with each other from anywhere. Sometimes for professional reasons or because of your location. Or simply because this means you do not always have to travel to a specific location to experience a good event. If we can value this online audience as much as the people on site, the church can experience a new, unprecedented boost. The online experience can become a kind of door-opener for the church and being able to have an encounter with God. On the one hand, hybrid services and events combine the familiar on-site with possibilities that are almost limitless.

When you as a church start to become (more) visible online, you should be aware that everything that is online is also church. The online area is not an independent online church but belongs to the people on site. This is quite crucial in terms of thinking and attitude. Otherwise, different groups can quickly emerge in which individual teams or areas do not feel responsible. Then the responsibility lies with a few people. But if the whole church is aware that it wants to shape a hybrid church as a whole, then completely new possibilities arise. For example, individual courses can be held both online and on site, or a church service can be experienced together. This is a way to engage in a community from anywhere. When we look at hybrid church services and events, the main thing is to take the different audiences seriously and want the best for them. That is what this book is for. It provides a step-by-step overview of the different aspects of such an endeavor and shares tried and tested tips and experiences. Everything you read in this book is not a theoretical idea for an event, but practical experiences that have been made. Now they are meant to serve you and your church so that you can come up with a good result. Namely, a hybrid event where people, wherever they are, have encounters, experience God, and feel valued.

What is the best way to use this book?

First, you have the opportunity to read the book from cover to cover and integrate the many practical tips and suggestions into your everyday church life. After an introduction to the different types of events, the book deals with the structures and the role of a producer that are needed to conduct a church service or event. At the same time, the book serves as a reference book that you can refer to again and again to get new impulses for your work.

If you are new to the field of hybrid events and church services, I recommend starting by taking a look at the “Best practice” section and the “Planning hybrid church services” chapter. Here you will find quick implementable and effective approaches to improve and advance your ministry.

You see, there are many different ways to work with this book. The focus is on designing hybrid events in the church, which can be quite complex. For a “normal” church service, the effort is often not so great. But if you understand the overall concept of a hybrid event, it can greatly simplify the process of doing it on a weekly basis.

I am aware that everyone reading this book is at very different points in the design of their church services and in their technical possibilities. I think it is always useful to acquire basic knowledge and understand processes, even if you cannot implement them immediately in your own congregation. Because behind all structures and ideas there are principles that you can adapt for yourself. I sincerely wish you much joy and God’s blessing while reading. And above all, wisdom, and fun in the implementation. You are making things happen!

Detlev

Definition of the events

We all know about many diverse events, seminars, conferences, and church services. Each type of event has its own characteristics and benefits. Thus, the different possibilities of an event can help to convey content and better achieve the goal. To better understand what a hybrid service or event really needs, let us take a closer look at the different types.

Classic event

The classic event is an on-site event with a live audience. Almost all church services belong to this type. On the basis of an invitation, the audience comes to a place and takes part in it. It can be a plenary event, but it can of course also be a conference or seminar. In a live on-site or presence event, many possibilities for interaction with the audience are possible. And independent or guided interaction within the audience is also easy to implement. Just having a coffee together after an event or exchanging ideas among the audience can make for good networking.

Audience

• The audience must travel. The event takes place in one location.

• Due to the investment of the journey, there is a high expectation on the event.

• The event is characterized not only by the program on stage, but the overall experience at the event (communication, journey, welcome, atmosphere, everything offered apart from the program on stage, etc.).

• The audience has the opportunity to exchange information with each other (connecting/networking).

Dramaturgy of a classic event

The dramaturgy or structure of a classic event is crucial to the overall impression and impact on the participants. It plays a central role in shaping the participant’s experience and can make the difference between an average and a memorable event.

In a classic event, the dramaturgy is often built up slowly, with the intensity and engagement of the participants increasing over time. Compared to online events, classic events usually have a longer duration, which provides more room for this build-up process.

Another central element of the dramaturgy of classic events is the alternation of tension and relaxation. By creating phases of high energy and activity followed by moments of calm and reflection, a dynamic and appealing atmosphere can be created.

It is important not to anticipate the highlight of the event. Instead, it should be saved and presented at the right time for maximum impact.

Advantages and disadvantages of classic events

As with any form of event, there are pros and cons to classic events.

Advantages

• Exclusivity: Because classic events often have a limited number of participants, they offer a high degree of exclusivity, which can be attractive to the participants.

• Expectation: The need to travel to a specific location and reserve time for the event can lead to a higher level of expectation and engagement among participants.

• Sharing and community: Classic events provide opportunities for participants to meet and share in person, which often leads to stronger bonds and greater community.

• Atmosphere: Being physically present at an event allows participants to fully experience the atmosphere and energy of the event.

• Less distraction: Because participants typically focus all of their attention on the event, they can be less distracted and more engaged.

Disadvantages

• Travel requirements: For some participants, the need to travel to the venue may be a barrier.

• No opportunity for follow-up: Unlike online events that can be recorded and viewed later, participants of traditional events often do not have the opportunity to relive the event.

• Limited size: At classic events, the number of participants is often limited by the size of the available space.

When planning a classic event, these factors should be carefully considered to ensure the best participant experience.

Opportunities

• Building on the strengths of the Classic Event

· promote community

· emphasize exclusivity

· meet expectations

· experience emotions

· offer supporting program

• Bring visitors back to the church

· build on strengths

· allowing to help shape the event / volunteer

Digital event

This event is a purely digital event that can be followed via a PC, TV, cell phone, or similar. Video meetings, which have become common in recent years, are also included. One can focus solely on the online version of this event and its audience. There are different needs (and also obstacles) at an online event than at an on-site event. Likewise, the opportunities are also enormous due to the worldwide retrievability. Digital events are usually made available on platforms that have additional user value. (Chat, comments, networking, surveys, hangouts, digital documents, and much more).

Audience

• participate from anywhere

· no travel time

· no preparation

• there one moment / gone the next

· expectations are high, although they have no/barely any investment

• high distraction

• no good community with rest of audience

• event can simply be rewatched

• anonymity can be guaranteed

Dramaturgy of a digital event

The dramaturgy of digital events, especially those with a strong focus on interactivity and engagement, differs significantly from classic events. Digital events often require a quick start and an equally quick finish to capture and hold the attention of online participants in an increasingly distracted digital world.

Another characteristic of digital events is their high energy. They are often shorter and offer a high level of variety to engage the participants and maintain their energy and attention throughout the event.

At the beginning of a digital event, it can be very effective to hint at a highlight of the event. This can help to arouse the interest and curiosity of the participants and motivate them to stay until the end of the event.

Cliffhangers can be critical to keeping participants interested between different parts of the event or even between consecutive events.

Advantages and disadvantages of digital events

Digital events offer a number of advantages and disadvantages compared to classic events.

Advantages

• Accessibility: With digital events, participants can take part from anywhere in the world, which increases accessibility.

• Comprehensibility: With digital events, participants have the option to view the event at a later time if they missed parts or want to watch certain sections again.

• Anonymity: At digital events, participants can remain anonymous if they wish, which can lower the inhibition threshold for participation.

• Insights: Digital events can give participants a glimpse of new topics, ideas, or practices without having to be there in person.

Disadvantages

• Distraction: There is a high risk of distraction in digital events, as participants can be more easily distracted by other activities or notifications in a digital environment.

• Networking: Although some digital platforms offer networking possibilities, digital events generally offer fewer possibilities for face-to-face interaction and networking than classic events.

When planning a digital event, these factors should be carefully considered to ensure the best participant experience.

Opportunities

• focus on strengths

· be allowed to remain anonymous

· participate from anywhere

· gain insight

• fast / faster than classic event

• interactions / use connection

· chat

· surveys

- help shape event

- topics/questions

• often implementable with fewer personnel

• live or recording possible

Hybrid event

When you organize a classic and a digital event at the same time, you talk about a hybrid event. The opportunities are enormous, as a much larger audience can be reached. However, great attention must be paid to collaboration and the dramaturgy of the event. This is because both audiences have different needs and expectations. Hybrid events are often familiar from sports. For example, at a sporting event there is a live audience on site, but also spectators who watch the competitions on television. The sequence of events must be well adapted to the different audiences so that the respective audience experience an optimal event.

Audience

• are divided into two groups

• have different needs

• audiences are similar, but have different approaches / distractions

• opportunities and difficulties arise depending on the audience

• each audience experiences an event which is similar in content

Dramaturgy of hybrid events

Hybrid events, which are a combination of live and online elements, offer unique challenges and opportunities for the event dramaturgy. A key task is to balance or match the speed and dynamics of the online portion with the live portion of the event. This requires precise timing and careful coordination of the different parts of the program.

In addition, different “visitor journeys” need to be developed for different target groups. Depending on whether participants are on site or online, they may have different experiences and expectations, and the event design should take this into consideration.

Another important element of the dramaturgy of hybrid events is the creation of connecting program content. This content should be designed to appeal to both live and online participants and create a coherent and integrated event experience.

Advantages and disadvantages of hybrid events

Hybrid events offer a number of advantages and disadvantages.

Advantages

• Increased reachability: Hybrid events can reach both local and global audiences, increasing the total number of people who can be reached.

• Diversity and inclusion: Hybrid events can attract a greater variety of participants because they are accessible to both local and international participants. In addition, they can be more accessible to people with mobility impairments or other barriers that make it difficult to participate in on-site-only events.

• Audience choice: Participants can choose to experience the event on site or online, increasing flexibility and accessibility.

• Extending the event duration: In hybrid events, content can often be made available before and after the actual event. This allows participants to engage with the material at their own pace and extend the event experience.

• Environmental friendliness: Hybrid events can have a smaller environmental footprint because less physical travel is required. This is especially attractive to environmentally conscious participants and organizations.

Disadvantages

• Higher effort: Planning and executing a hybrid event can require more effort than planning a purely live or online event. This concerns both technical aspects and the coordination of live and online content.

• Adjusting the dramaturgy: Since live and online events have different dynamics and needs, the dramaturgy of the event must be adjusted accordingly.

• Planning for audience needs: Addressing the needs and expectations of two different types of audiences (live and online) can require good, careful planning.

When planning a hybrid event, these factors should be carefully considered to ensure the best participant experience.

Opportunities

• Live audience can check online content later, if necessary.

• The event becomes bigger by being available online.

· no more limitation by location, journey, etc.

• Strengths of both types of the event can be used.

Satellite event

In this form, an event is also broadcast to other satellite locations. There, the event can be followed together with a larger audience. In addition to the classic event with the live audience on site, there is another larger group of people who can follow the event and also network and exchange information with each other. Another opportunity of this satellite event is the additional layer: The event is not only transmitted to other broadcast locations, but also to the PCs of attendees in their homes. All three audiences need to be considered and served with the event. The satellite audience at the broadcast location needs a similar sequence to the audience on site. It is helpful to offer a complement of live elements at the satellite location itself in addition to the broadcast.

Audience

• The audience has to travel to the event. The satellite event takes place at different locations, partly decentralized.

• Due to the investment of the journey, there is a high expectation for the event.

• The event is characterized in the broadcasting venue, as well as in the live venue not only by the program on stage, but the overall experience of the event (communication, journey, welcome, atmosphere, etc.).

• The audience has the opportunity to exchange information with each other (connecting/networking).

Dramaturgy of satellite events

The dramaturgy of satellite events requires special considerations. For a satellite audience, the sequence should be similar to that of a live, on-site audience to create a similar atmosphere and experience.

However, for individual audience members, the dramaturgy must be adapted. Interaction and engagement may be different, and event planners must find ways to engage this audience and provide them with a valuable and enjoyable experience.

Advantages and disadvantages of satellite events

Advantages

• Live event character: Despite being broadcast, a satellite event can have the character of a live event, resulting in a dynamic and engaging experience for viewers.

• Less effort at the broadcast site: Compared to a full live event, the effort at the broadcast site of a satellite event is often less. Nevertheless, the experience can be similarly satisfying and exciting for the audience.

• Active audience participation and interaction: Satellite events thrive on the audience actively participating and interacting with the content, which enriches the experience.

Disadvantages

• Complexity for individual people from the audience**: Including individual participants on a “third level” can add complexity to the event. More planning and flexibility are required to meet all needs and create an engaging experience.

• Technical challenges: At satellite events, technical issues such as transmission delays or Internet connection failures can impact the quality of the experience. These risks require additional precautions and contingency plans.

• Less face-to-face interaction: Although satellite events offer opportunities for interaction, they cannot fully replace the face-to-face exchanges that are possible at live events. This can affect the quality of networking and social interaction.

Opportunities

• decentralized event and easier travel for the public

• enable opportunities for on-site interaction

• enhance event with live elements

• contents available for later review

Next

At the end of each major chapter, I would like to give some suggestions for next steps. These are divided into small, medium, and large communities. Keeping in mind that each community has a distinct number of resources and workers, this is meant to be a support. Action steps can be derived from the principles. Where you place yourselves is entirely up to you. For larger congregations, I assume you already have a lot of experience with implementing a livestream/online broadcast of church services.

Next step for small and medium-sized communities

• Involve all decision makers in your planning.

• Sit down together for a moment: What experiences have you had with advantages, disadvantages and requirements in events that have already taken place?

• What kind of event would you like to do one day? What would be the consequences?

Next step for larger churches

• Reflect on the types of events you have held so far. How can you address the respective advantages/disadvantages and requirements in the future?

• Define your events according to this division so everyone knows what to expect.

• Define a clear goal for your event to find the best possible form for it.

General mode of operation

After introducing the different types of events, I would first like to talk about the general functioning and structures. Hybrid events are very complex.

Producer role

The name producer certainly sounds far-fetched to some in the context of a church service. One could say service leader, program director, or something similar.

Nevertheless, the name is correct: A producer initiates, coordinates, supervises, and directs. The person should have creative and coordinating skills in the context of creating a church service or event. The producer leads the entire process and “directs”. This means that he or she coordinates the entire process in advance. This person “represents” the worship service, so to speak. With regard to the church service, the producer should be interested in everything, and he should be informed about everything, because he has to keep the overall picture of the church service in mind. During the church service, the producer is the director. This means that from the rehearsals, the briefing, the opening of the doors to the performance of the individual program points, he directs everything, gives instructions, and bears the responsibility. Of course, depending on the size of the church and the individual teams, this can look very different. Leading the entire process is a key function. Working closely with the pastor or preacher, this person should communicate the idea or vision to all involved. It is important that this person is not on stage themselves on the day of the event/church service so that they can focus entirely on the big picture and the process. This task can be performed by a team or an individual.

Depending on the size of the church or event, an event manager may also be required. It has proven useful to distinguish the following tasks and roles.

Event Manager

• has overall responsibility for the (on-site/online) event

• has responsibility for all tasks related to the event (marketing, security, catering, communication, facility management, etc.)

• has responsibility for the (on-site/online) visitors

• has responsibility for the workers

• should be informed about program contents

• can stop program content if it has a negative impact on the overall event (e.g., for timing, cleaning, etc.)

Producer

• has overall responsibility for the program of the on-site/online) event

• is the first point of contact for all workers regarding the implementation of the program

For smaller events, most of the tasks of an event manager can be taken over by the producer. However, it is important to focus on a core area as soon as possible.

A producer is a manager of needs.

For every church service or event there is a need for workers, who in turn have different tasks, e.g., in a worship team, for sound or light and of course the pastor or the person who moderates the service. Depending on the facilities, many other areas are added. Each person needs different elements and prerequisites to be able to do a good job in the church service. It is not only important to know these, but also to be interested in them as a producer. For it is through interest in each other’s tasks that a true understanding of each other develops. For example, the presenter needs something different from the sound engineer. As a producer, you should be aware of the needs of each area and make sure you handle them well. What do the teams need in order to do their work well and with motivation?

Plan well

This usually begins with good planning. The earlier and better you know the individual areas and elements of the service, the better you can coordinate and arrange them. It is helpful to make simple lists for these items. For example, what does a particular element mean to each team? What does it mean for sound, lighting, multimedia, for the band, etc.? What do they need to know in advance to prepare well? More about this in the following chapters.

Communicate well

When you are done planning, communicate well in advance. Let the teams know what to expect. Also on site: Make sure you communicate well with everyone and bring everyone along as they need to do their jobs. If there is a spontaneous adjustment in the sequence, it is your responsibility as a producer to communicate this sufficiently and proactively to all teams that need to know about it. That way you can meet their need for information and preparation.

Consider time and resources