This article will give you 10 crucial tips for organizing a successful hybrid event.
According to Global DMC Partners, a significant number of event planners (72%) are opting for virtual or hybrid formats for their events in 2021. Virtual events have gained popularity due to their ability to connect businesses with prospects and communities without restrictions. However, research shows that 51% of respondents still value in-person experiences more as they believe virtual events lack a personal touch (Deal Room Events, 2021). To bridge this gap and provide the best of both worlds, hybrid events have emerged as the future of the event industry. A hybrid event combines elements of virtual and in-person experiences, allowing participants to engage with the content and each other. In this article, we will discuss ten essential factors to consider when organizing a successful hybrid event.
Pre-Event
1. Be Prepared with Technical Support
Technical difficulties can arise during virtual components of the event. Therefore, it is crucial to have a dedicated support team available to promptly resolve any issues. At Deal Room, our team provides online assistance to ensure a seamless experience for attendees.
2. Maintain Consistency
Align your online and onsite event materials, such as graphics and colors, to create a consistent experience for both virtual and in-person attendees.
3. Implement Diverse Marketing Strategies
Employ different marketing strategies to engage both online and onsite participants effectively. Promote engaging and valuable experiences for virtual attendees, while emphasizing educational aspects for in-person visitors.
4. Choose the Right Platform
Onsite
Ensure the availability of technical and streaming resources at the physical venue. At Deal Room, we provide keynote speakers with microphones, cameras, and other necessary equipment.
Online
Make sure online attendees are familiar with the event platform. Deal Room takes pride in offering a user-friendly platform that fulfills the needs of all participants.
Conduct rehearsals with presenters and clients to ensure their familiarity with the event platform.
Ensure live support is accessible throughout the event.
5. Consider Online Attendees
To minimize “screen fatigue,” avoid making the event excessively long.
Organize networking sessions effectively to ensure online participants feel included and engaged. Carefully plan the agenda to avoid leaving online attendees staring at an empty screen or feeling disconnected.
During the Event
6. Acknowledge Both Online and Onsite Attendees
Ensure that presenters acknowledge and involve both virtual and in-person participants. Combine questions and activities that engage all attendees, regardless of their physical presence.
7. Foster Engagement and Interaction
Hosting a hybrid event requires creating two distinct experiences. Customize the content to ensure active participation from all attendees.
Have two hosts: a virtual emcee and a regular host. The virtual emcee can serve as a voice for the online participants.
Organize interactive sessions separately, incorporating live Q&A sessions, polls, and breakout sessions to engage virtual participants.
8. Provide Value for Sponsors
Offer virtual sponsors the same exposure as onsite sponsors. At Deal Room, we provide various brand exposure opportunities for sponsors and partners, including display banners, brand visuals in participant emails, virtual and live booths, and 1:1 networking/meeting opportunities.
9. Prepare for Q&A Sessions
Allocate sufficient time for online attendees during Q&A sessions, as responses may not be as prompt. Ensure that questions asked are visible to both online and onsite participants.
After the Event
10. Share Additional Content
To keep the event experience fresh in attendees’ minds, share relevant content such as a blog post recap or a link to the video recording with all participants.
Hybrid events effectively combine the best aspects of in-person and virtual experiences. By considering these ten factors, you can organize a successful hybrid event that maximizes engagement and delivers a memorable experience for all attendees.
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Pauline is a Marketing Specialist at YoloLiv, with over three years of experience in overseas digital marketing. She aims to produce high-quality and practical content for all tech lovers and dig deeper into the live streaming fields.
