The event industry is dynamic. Everyday event organisers try to do something new. And this is because they want to stand out from the crowd. They want to deliver the event innovatively. And want to make the customer feel valued. That is why, when the pandemic struck, event organisers quickly shifted to virtual events.
In a matter of a few months, we saw various kinds of virtual events. From conferences and trade shows to exhibits and fairs, everything started happening virtually. Now that the situation is improving, we may soon witness Hybrid events taking over the centre stage in the global event industry. But what exactly are hybrid events? And how are they different from any other format of the event? Let’s find out.
Concept of Hybrid events
Hybrid events are somewhat a blend of live and virtual events. These events take place physically. However, they also host virtual audiences alongside live audiences. And that is why hybrid events provide you with the best of both worlds. You can have face-to-face communication and have the option to attend virtually the same event.
The technology behind hybrid events is the same as that the virtual events use. It means apart from the Hybrid event platform, you can also use a virtual event platform to host a hybrid event. And just like virtual events, you can convert any event Hybrid. Hence, allowing you to host a broad range of events.
Hybrid event – future of the event industry
It won’t be incorrect to say that Hybrid events will lead the event industry in the post-pandemic world. And the reason for this is that Hybrid events can effortlessly fulfil the needs for both physical and virtual events. With Hybrid events, one can offer the ability of face-to-face communication. While providing the option to attend the event virtually at the same time. Therefore, you should also consider the hybrid event technology for your next event.
If you are planning to host a hybrid event but don’t know where to begin with. Then don’t worry. In this article, I will guide you on things to consider while planning a hybrid event.
Checklist for planning a Hybrid event
- Needs for your event
The first thing that you need to do is to ask some crucial questions. These questions are about your event and your goals. For instance, you can ask why are you hosting a hybrid event? Or What do you want to achieve from your event? The answer to these questions will help you in determining the goals of your event.
Apart from this, you need to decide things like the need for face-to-face communication. Also, think about your audience. Who is your target audience? Is it a digital or live audience or both? Think about these questions. And start planning your event.
- Budget for the event
Budget is the most crucial factor while planning the event. And since your whole event relies on the budget, you need to be careful while designing the budget.
For hosting a hybrid event, you need a venue and a Hybrid event platform to accommodate both audiences. And you would need funds for promoting your event and other preparations. So prepare your budget considering these requirements. Decide the total amount you can spend on your event. And allocate the funds for various arrangements.
- Physical and virtual event venue
After you have prepared the budget for the event, it’s time to make the necessary arrangements. And the most crucial thing for your event is the venue of your event.
Since your event will host both live and virtual audiences, you need to make separate arrangements for both. And these arrangements are booking a physical venue for the live audience and a Hybrid event platform for your virtual audiences.
But before booking the venue and the event platform, you need to estimate the number of both audiences. So that you don’t get any unpleasant surprises on the event day.
Also, while picking the event platform, consider the following things.
- The interface of the platform
- Audience engagement features
- Availability of Networking tools
- Security of the platform
- Support from the platform provider
- Spreading word for your event
If you want to get the audience in your event, you need to promote your event. Because there is no other way around. Therefore, promote your event aggressively to get the desired number of attendees in your event.
You can begin your event promotion by creating a dedicated website for your event. This website should contain all the necessary information about your event. And a registration button. Use keywords for a better ranking of the website on the search engine.
Apart from this, you should use other marketing channels to generate traffic on your website. For this, use social media marketing, email marketing and other forms of digital marketing techniques.
- Approaching brands for sponsorshi
Hybrid events host broader audiences than live events. And higher footfall attracts sponsors. So you should try to get as many sponsors as you can for your event.
You need to make the brands realise the potential of hybrid events. Therefore, you need to prepare a compelling pitch. And try to include some data in your pitch. It will make your pitch more effective.
- Connecting live and virtual audiences
In digital events, networking is one of the most essential activities. And you should also promote networking in your event. For this, you need to create networking opportunities.
Since you are hosting both live and virtual audiences, connect them to increase networking at your event. For this, you can use screens at the venue from where live audiences can see virtual audiences. And provide the option of live chats.
Apart from this, you can provide networking tools. I recommend tools like AI Matchmaking, Networking lounge, B2B Meeting scheduler and 2-way interaction.
- Analyse event data
Many virtual and hybrid event platforms provide event organisers with individual attendee data. In other words, you get data about the individual attendees’ activities in real-time. So use this data to improve the audiences’ experience in the event.
After the event, analyse this data and find out what worked best in your event. And use these results to make your next event more successful.
- Attendee feedback
The attendee feedback is quite helpful in understanding the attendees. With the help of feedback, you can learn about attendees’ preferences, expectations and overall experience in the event.
You can use the feedback to create multiple attendee personas. It will allow you to tailor your next event around attendees’ needs. And will enable you to target them effectively.
These are the contents of the checklist for hosting a successful hybrid event.