Hosting a Hybrid IT Event: Connecting External Attendees and In-House Teams On-Site and Online

Introduction

This is a report from the organizers of the second "KINTO Technologies MeetUp!"

Our Event page:

[Second] KINTO Technologies MeetUp! - connpass

Previous related articles:

Preparations for our first "KINTO Technologies MeetUp!" | KINTO Tech Blog | KINTO Tech Blog (kinto-technologies.com)

KINTO Technologies MeetUp! (Organizers’ edition) | KINTO Tech Blog | KINTO Tech Blog (kinto-technologies.com)

The first event was held exclusively on-site, but this time we prepared to allow participation online as well. Building on the knowledge gained from our first event, we embraced the challenge of hosting in a new hybrid format. Here’s a look at the organizer’s experience this time around!

Pre-Event Tasks

Snack arrangement

To ensure no one felt “a bit unsatisfied” with the food, we focused on enhancing the snack selection.

During the latter half of our last event, we found that the pizza we had prepared wasn’t enough, and some participants commented that they felt “a bit unsatisfied.”

Initially, we planned for pizza again and increased the budget to address this, but we eventually learned about Maisen’s mini burgers (thanks to a recommendation) and decided to offer those instead.

Here are some of the great things about the mini burger:

• It is individually packaged and easy to grab.

• Therefore, there is no need to prepare paper plates.

• It is easy to give away if there are leftovers, reducing waste.

• It is designed to be served at room temperature, allowing more flexibility with delivery timing.

Although we had a strong desire to serve hot pizza, we decided on the mini burgers after considering the benefits.
Additionally we prepared individually wrapped snacks to make it easy for participants to enjoy at their convenience.
As a result, many participants enjoyed the mini burgers, and we ended up with just a few leftovers, making it a successful choice overall!

Novelty selection

We aimed to provide novelties that would make participants think, "I want to take this home and actually use it.” With this goal in mind, we carefully selected items, believing that a good event combined with appealing novelties can bring back fond memories of the day just by looking at them.

In choosing the novelties, we considered not only practicality but also whether the items would have an irresistible appeal. For distribution, we thought carefully about how to present the novelties in a way that encourage attendees to take them home.

Although not all novelties were taken by participants, we hope that those who did take them will remember the event whenever they see the items.

Event timetable design

I was entrusted with designing the event timetable, which is an important factor that determines the progression and flow of the event. It was a significant responsibility, and I felt the pressure as I worked through it.

My main focus during the planning was, “Will the participants find the event engaging and enjoyable without feeling bored?”

In the timetable for the previous MeetUp, we missed incorporating break times and a group photo session with participants, which were later highlighted as areas for improvement.

For this event, we addressed these points by allocating time for breaks and photos. Additionally, we included a Lightning Talk session to bring energy and keep the pace lively, something that was missing last time.

Thankfully, the event proceeded smoothly, mostly according to the timetable, and the atmosphere was lively throughout—a welcome outcome.

However, we made some last-minute adjustments to the timetable, and I realized in hindsight that more careful pre-event planning would have helped.

Event documents preparation

To prepare documents, not only did we organized presentations for speakers but also prepared various guides and resources for attendees, including event instructions, seating arrangements for discussion sessions, and pre-event handouts. These documents were aimed at ensuring the smooth progression of the Meetup. In the previous event, we realized that verbal directions to restrooms or having a QR code for Wi-Fi access would have been helpful, so this time we created documents to cover these needs.

Promotion and Outreach

Attracting attendees to corporate events can be challenging, and we also faced difficulties. Here are two approaches we found especially effective:

• Included the product names mentioned in the presentations within the promotional text.

• Posted in the IT Slack community.

Included the product names mentioned in the presentations within the promotional text.

Initially, we planned to announce the event on X twice. The first announcement was scheduled for when it went live on connpass, and the second just before the event. However, we soon realized that the key metrics we wanted to focus on were not growing as expected, which were:

• Views on the connpass event page

• The number of event participants

To address these challenges, we considered increasing the opportunities for people to learn about the event by adding more posts on X. However, simply posting about the event might not catch people’s attention, and awareness of the event could remain low. So, we decided to drill down our thinking to create more effective post content.

We asked ourselves, “what kind of post would catch my eye as a reader?”
↓
Would I be more interested if the post mentioned a product I care about?
↓
Would it feel more relatable if it included some of the challenges we faced?

Through this simple drill-down, we concluded that the post should include not only the product names mentioned in the presentations but also what we achieved with them.

Here’s an example of the posts we created:

By posting such kind of content, we successfully increased both the views on the connpass event page and the number of participants, addressing the challenges we had been facing. We couldn't be happier with the results!!

IT Slack community posts

On the day of the event, we asked some of the on-site attendees how they had heard about the event. All of them answered, “on the IT Slack.” Its reach is truly impressive!

As someone who regularly checks the Slack channel #share-event as well, I highly recommend posting announcements there when hosting events related to IT or corporate IT.

This time, our event aimed to connect with other corporate IT teams, and the warmth of the IT Slack community was truly heartwarming. To those who participated, whether you found us through connpass or X, thank you, and we look forward to your continued support!

Disruptive participants prevention

In the past, we experienced a situation at another KTC-hosted event where a person seemed to attend solely for the food. There was an atmosphere that could have escalated into a disturbance, as the person drank excessively and reacted negatively when approached. Through this experience, I decided to firmly establish a clear protocols and preventative measures.

After researching how others handle such situations, we adopted the following approaches:

1. Identify and prevent disruptive individuals before they can cause issues.

2. If a disruptive individual does enter (or tries to get in), ensure minimal impact on legitimate participants, and act swiftly to manage the situation.

Thoughts on handling troublemakers at networking events | wakatono (note.com)

We prepared with the approach of preventing suspicious individuals from entering while also establishing grounds and methods for their removal if necessary.

After consulting with the building management team at KINTO Technologies’ Muromachi Office in COREDO Muromachi 2, which was our venue, they assured us that they could intervene if needed, even restraining individuals if the situation escalated. We shared their contact information with the event staff to ensure everyone was prepared to respond if necessary. Additionally, we updated the connpass event page to include a clear policy prohibiting disruptive behavior and informing participants that they may be asked to leave if such actions occur.

Fortunately, no such incidents happened this time. However, having these measures in place gave us peace of mind and allowed us to focus fully on running the event smoothly.

Event Day Tasks

Venue set up

We followed the same basic process as in the previous event, but this time we also needed to account for the space required for the streaming equipment. Its placement was determined by the length of our cables, and we also made sure that participants still had a comfortable viewing area while adressing those constraints.

While we prepared the basic layout in advance, adjustments were made on the day to accommodate the number of attendees. Although there was some last-minute scrambling, we successfully created a space where participants could relax and enjoy the event.

Unfortunately, we weren't able to update the seating layout for the discussion session in time, which caused some confusion during the event.

Equipment setup, connections, and control

With limited equipment on hand, we carefully planned how to deploy it effectively. Hosting the event in a hybrid format required extra attention to various details.

Thankfully, there were no major issues, and we were able to deliver a seamless experience for our online attendees as well. Overall, it turned out to be a successful event!

Camera setup

Since the camera feed would be projected onto a small wipe, we adjusted the framing to ensure that the speaker's face was clearly visible. The camera had to be connected to the “switcher” used for stream control, so we positioned it near the operation desk (commonly referred as the "ops desk") while ensuring it faced the speaker directly. The camera was basically fixed in place! Minimal adjustments were needed when speakers took turns to correct any misalignment caused by differences in their heights.

Audio setup

We conducted pre-event checks for microphones, volume levels in the venue, and audio levels for online participants. Since this was a hybrid event, these checks were absolutely essential! We made sure to prevent any issues, such as audio distortion or volume levels that were either too low or too high for both online and in-person attendees. Additionally, during presentations, we continuously monitored the online audio to respond immediately in case of any audio dropouts or sudden distortion.

Streaming

For this event, we decided on a relatively simple streaming setup, drawing from previous successful experiences. By keeping the setup straightforward, we minimized the risk of unexpected issues during the broadcast.

We projected the same video feed onto a screen so that the presenters could see how their slides and wipe were displayed. To ensure the speaker’s slides and the wipe didn’t overlap, we manually adjusted the position of the wipe, moving it around to different corners as needed.

Each speaker was able to present using their own familiar laptop, and we managed the visuals without any disruptions. This made the process smooth and hassle-free!

Microphones, document projection, the wipe-everything was checked and ready to go!

Reception, guidance, and exit support

Preparation

Since we had the same team as the previous event, we already had a good amount of knowledge. However, we documented tasks in Confluence, assigned roles to each member, and prepared accordingly.

By deciding everyone’s roles for the event day in advance, we avoided unnecessary chaos during the event.

On the day of the event

As soon as the registration closed, we started preparing the building entry passes. They looked too plain on their own, so we added a custom cover for a personalized touch. This small effort, which we’ve also used for other events, really makes a difference.

Reception start

Since the event took place during rush hour, many non-participants were coming and going. To ensure that attendees could recognize the reception area, we called out to anyone who looked like they might be attending the event (Though sometimes we mistakenly approached unrelated people, haha). This time, we didn’t assign staff to guide attendees from the reception area to the 16th floor venue. Instead, whenever participants headed to the venue, we notified the operations team via Slack with updates like “X number of people are coming!” This was initially done spontaneously but turned out to be very well-received by the team waiting at the venue. In the end, it was a great idea, and I’m glad we did it!

Exit support

To be honest, we didn’t have detailed discussions about this part as a team, so whoever was available handled it on the spot. Personally, I really enjoyed chatting with attendees in the elevator as they left. Hearing comments like "That was fun!" "Please hold another event again" or "KINTO Technologies seems like such a fun company!" Left me feeling thrilled. Being able to hear this feedback live felt like a special reward! ♬

Moderation and hosting

We managed to get through most of it with energy and quick adaptability! About 80% of the moderation was handled this way.
Here, I’ll share the remaining 20% of the things we consciously focused on.

Adding comments before each presentation

In an in-person-only event, transitions like speaker changes are visible and don’t stand out much. However, in a hybrid event, online attendees can only see what’s shown on camera, which creates awkward silences during transitions. To address this, I added short introductions about the upcoming presentation or summarized the previous one, much like the opening remarks before classic Showa-era song performances. This helped create a smoother transition.

Separate remarks for in-person and online audiences only at the beginning and end

Time constraints were the main reason, but I avoided making separate comments for the in-person and online audiences during the event. For online attendees, hearing jokes or commentary that only resonates with the in-person audience can make them feel left out and reduce their sense of immersion. I kept this in mind while moderating.

Using a microphone sparingly after the online broadcast ended

This was the opposite approach compared to the one mentioned above. I wanted to maximize the in-person experience! It’s similar to how bands or idol groups sometimes speak directly to the audience without a mic at the end of a concert. It gives you that feeling of being on a live session. Yes, like that moment.

I was initially hesitant about speaking in front of the audience, but I’m relieved that I was able to fulfill my role. To anyone reading this, I encourage you to give it a try as well.

Snack preparation and distribution

Last time was our first external event, and organizing refreshments was a bit of a challenge. But after hosting several other events over the past few months, we’ve gotten the hang of it!

This time, we prepared Maisen’s cutlet sandwiches🐷

Everything looks delicious...Kin-chan

Which should I take...Take-chan

Compared to pizza, it's easier to eat.

We adopted a casual style, encouraging participants to grab a sandwich after checking in and enjoy the meetup! while eating.

Since the event was held around dinnertime (pretty much), I think this was a welcome addiction!

Even though we ordered plenty, the fillet cutlet sandwiches were the first to disappear ( ..)φ [takes notes]

We will do our best to adjust the quantities next time.

For drinks, beer was the most popular. We had three types available, but after attending another company’s event that offered about ten varieties, I was impressed!

Next time, we’ll try expanding our selection.

Kaizen, kaizen!

Post-Event Tasks

Retrospective

When it comes to wrapping up team activities, our go-to process is doing Retrospectives.

What is a Retrospective

Retrospectives are sessions:

• to look back on what went well, what didn’t go so well, and what happened during an activity or project,

• and from there, to identify and develop concrete action plans for the future.

At KINTO Technologies, retrospectives are deeply embedded in our everyday practices. Across all departments, they are commonly referred to as “furikaeri” or simply “retro,” and they often come up in casual conversations.

The event retrospective

After the MeetUp concluded, we held a retrospective specifically for the organizing team.

While there are no strict rules or fixed formats for these sessions, we often use the KPT framework (Keep/Problem/Try) to guide our discussions, which is what we used this time as well. In event operations, there are always things that could have gone better or areas for improvement. The KPT framework helps us identify these “seeds of kaizen” and turn them into actionable steps for future events.

Retrospective preparation

When there are many participants and everyone’s time is limited, proper preparation is key to make the most out of retrospective sessions. This time, we followed these steps:

• Created a Wiki where everyone can freely contribute (we used Confluence as our Wiki tool)

• Prepared a page with the KPT framework (for this retrospective, we created additional categories such as "Preparation," "Promotion and Outreach," and "On-site Setup" to make it easier to organize inputs).

• Announced on Slack, asking participants to write down their observations before the retrospective day.

• The facilitator reviewed the pages right before the retrospective, processes the contributions, and planned the flow of the discussion (for example, deciding what to prioritize and how much time to allocate for each topic).

The retrospective: From icebreaker to ground rules

And then, the retrospective took place!

If we had more time, we would have started with an icebreaker, asking participants to share their best moments of the event to liven up the atmosphere. However, due to time constraints, the retrospective kicked off with a positive summary from the event leader.

After the Icebreaker, we explained the “magic rules” (ground rules) to make it easier for everyone to share their thoughts and ensure the best retrospective experience. The following rules were read aloud to all participants:

• Be active in the conversation!

  • No matter how trivial it may seem, don't hesitate to share it!

• Don't monopolize the conversation!

  • Do not interrupt others while they’re speaking!

  • Remember that even those who are quiet have something valuable to contribute

• Trust that everyone did their best

  • Focus on finding causes, not assigning blame

  • Frame it as “the problem versus us”

  • Appreciate the opportunity to learn from mistakes and celebrate our growth!

After reading the ground rules, the main retrospective began.

The retrospective: KPT implementation

Thanks to the contributions made by participants beforehand, we were able to start the session with a clear sense of direction.

We began by reviewing the submitted entries one by one.

An essential part of the process is having the person who wrote each entry read it aloud. While the facilitator could do this, it’s important for the group to understand the intent and emotions behind the words. That’s why we prioritize self-reading as much as possible.

• Process: The author reads their entry aloud.

• The facilitator reflects on the content, organizes it, and opens the floor for comments, additions, and feedback.

• Consolidate the input and update the Wiki to keep everything organized.

• For any proposed actions, achieve consensus and add them as a “Try” item.

We followed this flow and kept the discussion lively and engaging for as long as time allows.

At the end, we celebrated the completion of the event by finalizing the Wiki, enriched with action items (“Try”).

A retrospective built together

Reflecting on the retrospective

Through this retrospective, we were able to create actionable items for the next similar event, leaving a legacy for our future selves to build upon.

At the same time, we believe the retrospective served as a space to improve the “quality of relationships” and the “quality of thinking” among participants.

By repeating these collaborative events, we aim to create a “positive cycle of success”. Better actions will lead to better results, ultimately strengthening the organization as a whole.

Closing thoughts

Thanks to the autonomy and dedication of each team member, we were able to host another enjoyable event with no major issues, just like last time! Now that we have established a track record of holding offline/online hybrid events, we plan to leverage this knowledge for future opportunities.

This time, we replicated the approach from the first event to achieve the same results with less effort. However, it made me reflect on balancing "standardization" with "creativity." If a task is merely "something to do" without requiring creativity, it's better to standardize it through manuals (as we did this time). However, with each event held by KINTO Technologies, whether it’s managing the reception or arranging light meals, I’ve seen firsthand how creativity and ingenuity make these processes more attractive and efficient. Rather than attempting to overly systematize everything, perhaps it’s more important to create an environment where individuals are empowered to grow through their own autonomy and ingenuity.

We also incorporated online participation to reach as many people as possible. However, I found it incredibly valuable to share challenges with other companies’ IT teams during in-person social gatherings. As we move forward, I would like to continue hosting events while carefully considering whether to stick with the hybrid format or focus solely on on-site events.