7 Effective Tips For Organizing Hybrid Events 

Physical events have enjoyed great popularity in the pre-pandemic era. But as we come to terms with the new norms, virtual events have already taken the event industry by a storm.

While virtual events have a tonne of distinct benefits, it is vital to acknowledge that live events have their own charm, loyal audience, and impact, which is why event organizers are rapidly switching to hybrid events.  The hybrid event model makes the best of virtual events’ massive reach and the detailed interpersonal interaction of live events.

organizing hybrid event

Tips For Organising Hybrid Event

Here are a few tips you can use to organize your next hybrid event: 

1. Setting up the hybrid event

In contrast to the common belief that a hybrid event requires merely a virtual streaming provider, it actually needs all the elements of a physical event too.  In addition to video recording, a hybrid event meaning actively engages and interacts with the online audience and the in-person attendees.

There will be different kinds of entities in a hybrid event. The audience will comprise of the online audience and the guests (offline audience). There will be a presenter on the stage who will be LIVE to both the audience. Also, there would be a moderator who directs the online content for your event. There should be a virtual studio that can provide the stage to your speakers and audience joining you virtually. 

The venue, stage, presentation, agenda, and camera angles should be pre-decided. You must set up as many cameras required to capture the event effectively from all angles.

2. Have a theme-specific hybrid event

Ensure you have picked a great theme and the event’s agenda is designed according to the theme. Some hybrid event ideas include a conference, product launch, trade-show, sale kick-off, or an exhibition – merge it with an exciting theme to make it more appealing.

3. Choose the best event platform

Choosing an event platform that provides you with good-to-have features in addition to just the necessary features can make the event dynamic

 A virtual event platform that you select should comprise of the following features.

4. Live Event Streaming

A fine quality of streaming and video production is the most primary and non-negotiable component of your hybrid event. 

5. Ticketing & Registration

A ticket and registration system that caters specifically to the virtual attendees can help you keep a tab of the number of registrations, their locations, and interests. It also gives your audience an agenda and preview of your virtual event.

6. Social Media Integration

Promoting your event on social media shouldn’t be a task. A virtual event platform that enables social media integration, promotion, and broadcasting would be an apt choice.

7. Sponsor Booths

Why not give your sponsors exceptional visibility to both types of audiences at your hybrid event? In addition to the in-event banners and booths, giving them an online booth to cater to your virtual audience will be a win-win for everyone.

Additional Features

Keeping the virtual audience engaged is challenging. This is where additional features like QnA, polls, lobbies, handouts, stage, virtual tours can come into play. A virtual platform with such features can be a cherry on the cake for your virtual audience. 

Ensure an engaging, short, and entertaining hybrid event

A hybrid event gives rise to a dual responsibility of entertaining two different audience types. One of them can leave your event with a single click. It is crucial to keep your content crisp, entertaining and engaging throughout the event. 

Presenting at a hybrid event is a balancing act and needs to be well-balanced to suit both the audience types. There shouldn’t be activities catering to only one group of the audience. If you are planning any activities, it should involve members from both groups. Make sure your speakers are well prepared and are in knowledge of the entire agenda.

Don’t forget that your virtual audience has a computer/mobile in front of them. This reduces their attention span considerably as compared to the in-person audience. To make sure the virtual audience feels engaged, it is best to keep your hybrid event a maximum of 2 hours. 

Also, make sure to schedule a small break between the event to give your audience a chance to refresh themselves and enjoy the event better.

Keep the event interactive

 The one significant difference between hybrid events and viewing television is that hybrid events are interactive and aren’t meant to be watched.  Keep your online audience engaged through online activities. 

You can run a hashtag on social media during the event. Ask the online audience questions. Using the QnA feature, you can take questions and also give questions to your audience to keep them engaged. A poll, quiz, or a game online could also be possible during the event.

Manage the clashing time zones

Since you will be having an audience from around the world attending your event, the time zone will likely clash in some continents. Therefore, streaming your event multiple times is a good idea. And also, plan your event in a way that your virtual attendees can access it on demand.

Experience a hybrid event

Lastly, if you are still unsure about organizing a hybrid event, it is best to experience one yourself. Also, if you are new to organizing a virtual or hybrid event, don’t fret. When you participate in a hybrid event, you can provide a better experience to your audience. You can attend an upcoming event on 10times to understand the intricacies of a successful virtual/hybrid event. 

Hybrid events 2022 will be prevalent and will make the event accessible to people looking to get in-person interaction, learning, or experience from your event. And at the same time, your event would also cater to the audience who cannot attend your event in-person for any reason. Hybrid events seek to combine a rich mix of both – virtual and live experiences. They provide dual experiences in one event. 

hybrid event

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