A Complete Guide to Running a Hybrid Event

Hybrid events are no longer new. Even as physical events are set to resume on a more predictable schedule in the coming year, hybrid events have taken their place in the digital world. While the explosive growth of virtual events directly resulted from pandemic restrictions, the evolving nature of hybrid events proved that the platform has more to offer than posing as a stand-in for physical events. Since businesses across all industries have had the opportunity to see the specific needs of different event types, there's no longer a need to choose between physical, virtual, and hybrid events. Companies can select the appropriate event format depending on their needs.

As companies look toward the demands of 2022, 79% expect to host hybrid events, and 86% plan to host them more frequently than in the past. As Covid-19 still places a burden on in-person work and meetings, it's clear that some virtual platforms will remain crucial. However, many companies hope to leverage the popularity of hybrid events as a growth opportunity.

To clarify, a hybrid event is an event that combines both live and virtual elements to create a united atmosphere in which all attendees can participate. These events include a virtual venue and a physical one. Creating and launching an engaging event where the digital and physical realms are successfully bridged for seamless communication can be challenging. For this reason, a hybrid event requires significant guidance and planning for flawless execution. This hybrid event guide will help you learn best practices for the plan and launch of your unforgettable event.

Table of Contents

Hybrid Event Planning Guide

The key to producing a world-class hybrid event is careful planning that perfectly synchronizes everything. Hybrid events can increase global reach and improve attendance by eliminating travel expenses. 

However, if your connectivity is poor, you could end up losing your extended audience. Our hybrid event guide will address how proper planning can help you overcome common issues with hybrid events. Take these steps to plan your hybrid event down to the last detail.

Identify Your Goals

All events have a goal. Are you hoping to elevate brand awareness? Perhaps your goal is to generate sponsorship revenue or attract more clients. Start with your goal to create a plan that works toward achieving them. Defining a hybrid event goal starts with asking the right questions. Consider:

• What do you hope to accomplish with the event?

• How will your organization benefit from this achievement?

• Who is your ideal audience?

• How does the event align with your business goals?

• What do you hope attendees, presenters, and sponsors will get out of the event?

Determine Your Budget

With your goals defined, it's time to figure out how much capital you'll need to accomplish your agenda. By creating a comprehensive budget, you can approach stakeholders and sponsors with tangible information that defines costs based on the scope of your event. Planning an event that you can't afford to create could lead to disaster. 

For your hybrid event guide, your budget should include essential technology for leveraging a powerful virtual event platform, including A/V equipment, high-speed internet, and webcast streaming, as well as health and safety measures to address the live portion of the event. Other costs include venue-related fees, on-site event design, virtual and in-person staffing, and additional considerations.

Choose Your Platform

After you've identified the size of your event and the audience you hope to attract, it's time to consider the elements you need in your platform. Aim for an event platform with experience that includes features that correspond with your goals. Consider the space and accessibility requirements of A/V teams and how attendees get around the venue. Specific features that can create immersive experiences for attendees include:

• Live streaming

• Video rooms

• Networking sessions

• Live chat

• Gamification

• Sponsorship promotional areas

Define and Coordinate Your Production Equipment and Technology

Successful hybrid events hinge on the quality of the technology that provides fast connections and generates exceptional production quality. Your equipment must work together to provide a seamless experience throughout the event. These technical factors are essential for a successful hybrid event:

• A high-bandwidth, low-latency, dedicated internet connection

• Cutting-edge sound and visual equipment

• Cybersecurity

• RTMP player for live-streaming

• Tech support

Create Engaging Content

Hybrid events offer opportunities for businesses to drive engagement with modern features. However, session lengths can feel longer for virtual attendees in front of a computer than for physical attendees in a room full of people. 

When planning your hybrid event and compiling your guide, consider session length and the ways you can leverage features like gamification, live chat, polls, and other interactive elements.

Leave Time for Promotion

To entice your audience effectively, you need time to generate buzz about your event. Your hybrid event marketing strategy should work to attract physical and virtual attendees. Consider your various promotional strategies, such as organic and paid social media campaigns, branded landing pages, sponsorship opportunities, utilizing your presenter's audience reach, and email marketing can help you attract both types of attendees.

How to Bring Your Hybrid Event Plan to Life

The goal of a hybrid event is not to provide the same experience for both audiences. Instead, both parties should enjoy all the content provided in the event through different experiences. By prioritizing the experience of both virtual and in-person attendees, you are more likely to launch a hybrid event that feels like a success from all vantage points. These tips can help you address potential issues as they arise for a successful hybrid event launch.

Bridge the Audience Gap

It's essential to use certain crossover elements to ensure that attendees from either audience type don't feel left out. Boosting interaction between virtual and live participants by utilizing interactive features that can be used across both audiences. Consider how these methods can provide an inclusive experience for both audiences:

• Include both in-person and virtual presenters.

• Offer dedicated networking spaces.

• Provide gamification to reward crossover connections between audience types.

• Provide Q&A, poling, and live chat within a centralized system.

Plan for Disaster

Connectivity issues can quickly dismantle your hybrid event and guide it in the wrong direction. Nearly 33% of event organizers say they've experienced connectivity issues during a hybrid event, but only 12% say they'd arrange backup internet connections. 

Finding effective backup connections can be as easy as choosing a venue that relies on the internet to run existing systems. Failed connections can mean that attendees remember your event for all the wrong reasons.

Extend the Benefits of Your Content Beyond the Event

You've collected the contact information of your attendees and invested in quality technology to stream and record your entire event. This means you have the power to extend the benefits of your content and to reconnect with event participants. You can offer special discounts on select products for everyone in attendance. Provide access to recorded content for all attendees and consider ways to rate the success of your event.

Hybrid events offer a variety of valuable benefits that go beyond a singular event. For this reason, they're likely to be a part of the event scene of the future. With the right technology and proven methods for success, businesses of all sizes, across all industries, can create successful hybrid events. As companies adapt to continually changing circumstances, hybrid events offer individuals the flexibility to stay competitive and continuously improve performance.

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