Hybrid Events will be around for a while.
Many event organizers needed to quickly pivot to offer virtual-only conferences in the early stages of 2020.
These challenges were not without their problems. This presented significant challenges for event planners who had to quickly learn how to connect with their attendees via virtual conferences.
This pivot had many benefits. They could reach larger audiences from faraway locations, could host speakers who could not be present in person, and could cut down on venue bookings.
We have now found a new norm where it is possible to host in-person events. Intelligent event planners remember the many benefits of virtual events.
We can help you plan your first hybrid event. This step-by-step guide will help you plan a successful hybrid event. It’s based on the insights of our Event Success Managers and live stream specialists.
What is a hybrid?
The hybrid event seamlessly combines online and in-person elements to create an engaging experience for everyone who attends, regardless of where they may be. Event holders can offer ongoing virtual networking opportunities and evergreen content libraries to sponsors, speakers, and attendees.
Step 1.
Planning an event starts with scoping it. To schedule an event that is both large and complex, you will need to determine its size and complexity.
These questions will help you get started.
- What number of people are we planning to invite to the event in person?
- What number of “virtual-only” tickets are we looking to sell/distribute at this event?
- What are the essential components of an event that must be attended in person?
- What methods will you use to engage your virtual participants?
- What are the best hybrid event marketing assets we can get from this event?
It would help if you planned one year, depending on the event’s size and scope.
Step 2.
Next, you need to design a hybrid event. This is where you will manage different elements of the event before, during, and after it goes live.
This Hybrid Event Platform was explicitly created for this purpose.
A custom-branded event space can be created that is accessible from any device as well as the mobile app. You can use the event app on your mobile device (remote attendees) or the virtual space on your mobile device (in-person attendees). This will allow you to interact with sponsors, speakers, and other attendees, view session live streams, and pre-recorded videos, participate in polls and challenges, and gamification.
You’ll also create your virtual content library in the event space. Participants can access it to catch up on missed sessions or revisit exciting ones.
You’ll be able to manage all aspects of your event from one place. Your attendees will also have an engaging, interactive, easy-to-use experience that creates a memorable hybrid event.
After you have established the foundation for your event space, you can begin planning a hybrid event’s marketing and technical aspects.
Step 3.
It is vital to raise awareness for your event. There are some other things that you should do if you promote a hybrid event.
Use traditional marketing techniques for event marketing and inform your audience about your hybrid formats.
Highlight that virtual attendee will still enjoy the same high-quality experience as those who attend live events in your hybrid event marketing materials. These are some phrases you could use to promote your hybrid event:
- Live events available in real-time
- Participate in live chats, polls, and Q&A with other attendees.
- Accessible 1:1 virtual meetings allow you to build your network
- Visit virtual sponsor booths
- No matter where you may be, ask questions and join in the discussion
- All our content is available at your pace and according to your schedule.
- View exclusive behind-the-scenes content
- Get access to pre-and after-event networking sessions
You can also highlight hybrid-specific benefits to your audience in person. Any person attending the event will be able to access live-streaming content. They can either go out and make a call or return to their rooms for some quiet time without missing any of these events.
They will also have the opportunity to meet people they don’t know and who might be strangers if they were not there in person.
Make sure you inform attendees about the event’s flexibility. It is easy for your audience, regardless of unexpected circumstances, to change from attending in person to attending online.
Step 4.
We will assist you in setting up your event space. Now you can focus on the venue where your attendees will be staying.
You’ll have to consider all aspects of planning an in-person event, such as how much space you need, where the venue is located, the cost of food and beverages, accessibility, amenities, etc.
Step 5.
We will provide a dedicated AV team to handle all aspects of live streaming for your event.
They’ll work closely with the on-site audiovisual team in the weeks before the event. Our clients usually use an AV crew hired either through the venue or separately.
These two teams will handle all technical aspects of streaming live virtual events for your attendees. Our professionals have successfully managed many hybrid events. They know what questions to ask and what steps to take to ensure everything is ready for launch.
Step 6.
Your event’s success depends on presenters and sponsors who can be confident and engaging. This means that they must be prepared before taking the stage.
In-person attendees should prepare the same way as usual. Allow speakers to see the venue and practice their talks ahead of time. Please make sure they know the schedule’s details and have all their branding and slides ready.
Step 7. Go live! It’s time for your hybrid event.
Once you have completed the above steps, you will be prepared for when your event goes live.
This should ensure a smooth event from beginning to end. Our professionals will be there to help you if something unexpected happens.
You can pivot and change things easily by incorporating flexibility into your hybrid event’s planning stage.
So, relax and enjoy the event.
Step 8.
What is the best thing about hosting a hybrid event? You’ll have a lot of content after the fact. Each speaker, sponsor, panelist, and presenter at your event can become long-term, timeless content that is accessible to attendees as well as others who were unable to attend.
These talks can be integrated into your website content and featured on social media. You could even promote your next event with them.
We can help transform your event into a digital library of hybrid marketing content. This digital space can be built for you or exported for you.
