It seems certain that regardless of the easing of Covid-19 restrictions, the popularity of incorporating hybrid elements into weddings and events is set to continue as hosts discover these can be cost-effective without reducing the quality or calibre of the occasion, and those guests that can’t attend in person can still enjoy the celebrations.
Zoe Turner – Head of Events, Trinity House (Tower Hill) has compiled some tips and recommendations for couples to consider when thinking about a hybrid wedding:
- Hybrid weddings require additional creative planning to ensure everything goes smoothly - and do remember to factor in the cost of tech rehearsals in the budget. Holograms and virtual reality headsets are interesting new ways to engage with absent friends and family – the latter providing a unique souvenir of the day, especially for the couple.
- A simple way to stream events in real-time is to arrange for the bridal couple to have their own webcam attached to an in-house plasma screen. This enables virtual guests to see the events as they take place with the screen displaying guests attending virtually, creating a more inclusive experience. Virtual guests can then be encouraged to dress up for the occasion, and even potentially make speeches and participate in other ways.
- Can a goody bag be delivered virtually to enhance or extend guests’ experience? This could include a favour that all guests might be given, some ingredients so that virtual guests could create the same or a similar meal to enjoy at the same time, with the same wine selection. Perhaps an embroidered, personalised napkin to add to the occasion.
- Early engagement with family and friends will help build up anticipation so it is often helpful to introduce the venue’s history and credentials with the invitation. This might relate to the history of the building, its unique construction, decoration details or location…. ensure the venue manager provides as much background information as possible. Is there a venue historian who can give an informal yet informative talk on the venue on the day for a nominal charge?
- Do ensure that the venue has the capability to manage hybrid support technology in the form of high-speed broadband, and if they don’t have all the necessary hardware in-house, check they have packages with suitable suppliers set up to make the organisation of your hybrid wedding easier and more efficient.
- In addition, explore what can be included in the charges, such as tables and chairs.
- These days another serious consideration in venue selection is sustainability - in a time of climate change and recycling, ask the venue management what their policy and practices are in this regard. Waste management (of unconsumed food and beverages) should be undertaken responsibly i.e. food waste delivered to industrial agencies who employ ‘anaerobic digestion process’ which convert waste into biofuel or fertilisers.
- Continuing in this theme, explore the possibility of sharing suppliers of other events scheduled to take place at the venue days before or after – is it viable for the caterer, florist, musicians or technical support to provide and deliver for both events? If the same floral arrangements can stay in place for more than one event, with the shared costs helping all participants, solutions like this helps the bottom line as well at the eco-footprint of every event – an ideal ‘win/win’ scenario.
It is also good to continue to ask the venue for reassurances of what Covid protection and safety measures are in place and ongoing:
Ask what new systems are in place and which independent Covid-safety accreditations have been awarded – some of these include the MIA (Meetings Industry Association) ‘Secure Accreditation’ Certificate and Visit Britain’s ‘Good To Go’ Certificate of Assurance by Visit England. Let your guests know what measures you and the venue have incorporated for added reassurance – it may make a difference to their acceptance.
Ask what measures are continuing to be taken within the venue with regards to reducing the spread of Covid-19 within the venue.
**Trinity House, home of the General Light House Authority and a treasure trove of maritime artefacts, invites you to explore its elegant rooms - most of which offer direct views of the Tower of London – over a glass of Champagne on Thursday, 28th April from 4pm – 7pm. Please email kp@kpcommunications.co.uk to register your interest to attend this FREE event.** Visit www.trinityhouse.co.uk/events-at-trinity-house-london in the meantime to view a video of the venue and its facilities.