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Everything you need to know to host a successful hybrid event

by | Nov 30, 2021 | Hybrid

What Is a Hybrid Event?

A hybrid event is one that uses a combination of in-person and virtual elements, tailored to provide a unique experience to each audience member. In order to create a hybrid event that helps you reach your goals, it’s important to understand what a hybrid event is and how it works.

Before the Event

1. Set a Budget

Although hosting a hybrid event will come with high cost savings, they still require a few things in order for them to be successful. Virtual and Hybrid Events require a Virtual Event Hosting Platform, as well as the investment in technology to enable live streaming (and possibly a live venue). 

To get you started, here are some of the primary things you need to consider in your budget when starting to plan your hybrid event:

  • Cameras/Tripod
  • Speakers
  • Microphone
  • Hybrid Platform
  • Venue

2. Create an Agenda

The tricky part about planning a hybrid event is catering to two different audiences with two different sets of needs. The in-person attendees will need a venue, an engaging speaker, and external stimulation. These attendees will not need as much hand-holding as they will be excited and engaged through merely being there in person. The virtual attendees, however, will require much more digestible content, with break-out sessions and possibly live recordings.

3. Remote or On-Site Speakers?

You have to decide if you are going to have the speaker of your event be live or remote. It is suggested to have your speakers with the in-person audience because it makes you look more professional. Plus, there is more energy and interaction when speakers are physically on stage, and it will be seen and appreciated by both audiences.

4. Market Your Event

Help spread awareness about your event! Leverage digital tools such as social media, pay-per-click advertising and landing pages to invite people to your event.

During the Event

1. Combine Live and Pre-Recorded Content

For a balanced agenda, try combining both live and pre-recorded content to take pressure off both attendees and speakers. Let people know that the event segments will be recorded and available to them at a later time. This also gives you an opportunity to engage with your audience after the event, furthering your event strategy. 

2. Work with Professionals

Although it may seem simple, working with professionals who understand how to plan, market, and host an event is highly recommended. Working with those who know the facility equipment can take you through your events and bring them to the next level. 

3. Interact with Your Audience

It is important that you interact with both your in-person and virtual audiences. This is a good chance to leverage social media to bring them together. 

 

After the Event

Advertise recorded access to the event and its most important pieces. Post pictures of the event and create summaries and highlights on your social media platforms. Also, don’t forget to thank your audience for coming. 

This is also a great change to engage with your audience and ask for feedback. Feedback is important because it tells you which aspects of your service your clients are happy with, and which parts need improvement.

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