9 Things to Consider When Creating a Hybrid Event
Table of Contents:
What is a hybrid event?
Hybrid events are a combination of live-streaming virtual and in-person components. They are the best of both worlds, allowing more people to enjoy your event that cannot attend while also providing traditional experiences for those that can.
This includes the ability for people to engage with your event in levels not possible with in-person only events.
Why are hybrid events the future?
Hybrid events have become increasingly popular due to the COVID-19 pandemic, offering a way to minimize the risks of spreading this disease while also allowing a larger audience to join. Although this trend has started due to necessity, there are many merits to creating a hybrid experience for your next event, going beyond simply allowing a larger audience. New technologies and engagement opportunities can take your event to levels never before thought possible with traditional events.
In this article, we will discuss the several benefits we believe hybrid events offer.
What are the benefits of a hybrid event?
1. Big Marketing Opportunities
The increase in audience capabilities also means an increase in marketing opportunities.
The ability to record the event also means the ability to A/B test (display two versions of the same content with minor variations to see which performs best) various types of content to optimize the success of future events.
Digital marketing is also more important when considering a hybrid event, such as having an engaging website for people to sign-up.
2. Hybrid Events: Reaching a Much Greater Audience
By far the most obvious and important aspect to running a hybrid event is the ability to attract a much larger number of attendees when considering both a virtual and in-person audience.
For in-person attendees, the limit is mostly based on the venue's ability to house people and its limitations. Hybrid events allow anyone with an online connection to join as an attendee, allowing theoretically limitless numbers to join.
In this way, you can expand your reach and message and fully take advantage of the capacity of your event.
It also allows those who may not be able to attend your event in person, due to any number of circumstances, and from anywhere in the world. Not to mention any speakers you may want to take part in your event who may otherwise be unavailable in person.
A grander audience can very likely mean a much more successful event financially.
3. Greater Audience Engagement
Q & As, polls, donations, comments and much more are much easier to implement with virtual components. Very often, Hybrid events will have a dedicated mobile app that attendees can use to engage with the event and feel much more an integral part of the experience. People that are connected virtually can still take part in the event by asking questions live and getting instant feedback.
4. Lower the Event Costs
This may be less obvious, but hybrid events can actually reduce the costs associated with your event. Not only for you but also your attendees. Travel costs, venue costs, food catering costs and more can be reduced significantly. Even so, event planners must also consider the additional costs of the virtual components, such as cameras, online platforms costs, audio, and the cost of technicians to manage everything.
Regardless, even when taking these costs into account, the ability to have a much
5. Greater Sponsorship Opportunities
Hybrid events allow for greater sponsorship opportunities for many reasons. With the larger audience from virtual attendees, sponsors will have the chance to connect with more people. They will also be able to take part in the event and share it with an even greater audience through separate portals, allowing donations from video conferences.
The digital aspect of virtual events also allows for other sponsorships and advertising opportunities.
6. Traditional Events are Inflexible
In-person events can involve problems. For instance, if you cannot attend the event in-person for any given reason, hybrid events can save the occasion! It's normal to have unexpectable lapses and there are multiple circumstances that hybrid events could save the day ,i.e. if you're having an in-person event and if certain circumstances keep you from attending the event. For example, recently, the Covid restrictions have been changing suddenly and thus, it's extremely challenging for a party to guarantee their presence. However, you'll always have a back- up plan! You'll have the possibility of switching some of the in-person attendees to virtual. That way, there will be no need to cancel the event and worry about the high costs.
3 Things to consider when creating a Hybrid Event
1. Sign-Ups
Your Hybrid event’s enrollment process should be just as flawless as your onsite event enrollment. Produce a branded event enrollment web page with your association’s colors and your event information, so prospective attendees can seamlessly find all the details about your program. Produce custom enrollment paths for your in-person attendees versus your virtual attendees so they can subscribe up for applicable sessions. Eventually, keep track of those who didn’t enroll and shoot them an email reminding them to register!
2. Engaging Digital Content
Your content is arguably indeed more important at a Hybrid event. Not only do your in-person attendees have to be engaged, but your virtual attendees should also be involved throughout the event. Make sure that all your speakers are set and that their donations are engaging by managing their content and overall docket.
3. Scheduling & Calendars
When some of your attendees are joining virtually, and others are in person, it's more challenging to schedule meetings. You can use an appointment scheduling tool to block off times on your attendees’ calendars that are reserved for networking. They can communicate and set up times to meet directly through the tool. That way, virtual and in-person attendees can see unavailability on one another’s calendars and network efficiently.
For many, hiring the right audiovisual company to manage the virtual components of the event can make the greatest difference. Audio Video LA can help you create a seamless and stress-free hybrid event by handling all of the audiovisual components involved. We have had over 10 years in the industry and are the premier source for audiovisual rentals and services in Los Angeles county and beyond. During the pandemic, we helped many companies host their events live on popular streaming services like Zoom, Facebook, Vimeo and more.
Speak with our AV professional, Michael, at 818-679-8104, or submit an online inquiry below for a speedy response.
- What is a hybrid event?
- Why hybrid events are the future.
- What are the benefits of a hybrid event?
- 3 Things to consider when creating a Hybrid Event
What is a hybrid event?
Hybrid events are a combination of live-streaming virtual and in-person components. They are the best of both worlds, allowing more people to enjoy your event that cannot attend while also providing traditional experiences for those that can.
This includes the ability for people to engage with your event in levels not possible with in-person only events.
Why are hybrid events the future?
Hybrid events have become increasingly popular due to the COVID-19 pandemic, offering a way to minimize the risks of spreading this disease while also allowing a larger audience to join. Although this trend has started due to necessity, there are many merits to creating a hybrid experience for your next event, going beyond simply allowing a larger audience. New technologies and engagement opportunities can take your event to levels never before thought possible with traditional events.
In this article, we will discuss the several benefits we believe hybrid events offer.
What are the benefits of a hybrid event?
1. Big Marketing Opportunities
The increase in audience capabilities also means an increase in marketing opportunities.
The ability to record the event also means the ability to A/B test (display two versions of the same content with minor variations to see which performs best) various types of content to optimize the success of future events.
Digital marketing is also more important when considering a hybrid event, such as having an engaging website for people to sign-up.
2. Hybrid Events: Reaching a Much Greater Audience
By far the most obvious and important aspect to running a hybrid event is the ability to attract a much larger number of attendees when considering both a virtual and in-person audience.
For in-person attendees, the limit is mostly based on the venue's ability to house people and its limitations. Hybrid events allow anyone with an online connection to join as an attendee, allowing theoretically limitless numbers to join.
In this way, you can expand your reach and message and fully take advantage of the capacity of your event.
It also allows those who may not be able to attend your event in person, due to any number of circumstances, and from anywhere in the world. Not to mention any speakers you may want to take part in your event who may otherwise be unavailable in person.
A grander audience can very likely mean a much more successful event financially.
3. Greater Audience Engagement
Q & As, polls, donations, comments and much more are much easier to implement with virtual components. Very often, Hybrid events will have a dedicated mobile app that attendees can use to engage with the event and feel much more an integral part of the experience. People that are connected virtually can still take part in the event by asking questions live and getting instant feedback.
4. Lower the Event Costs
This may be less obvious, but hybrid events can actually reduce the costs associated with your event. Not only for you but also your attendees. Travel costs, venue costs, food catering costs and more can be reduced significantly. Even so, event planners must also consider the additional costs of the virtual components, such as cameras, online platforms costs, audio, and the cost of technicians to manage everything.
Regardless, even when taking these costs into account, the ability to have a much
5. Greater Sponsorship Opportunities
Hybrid events allow for greater sponsorship opportunities for many reasons. With the larger audience from virtual attendees, sponsors will have the chance to connect with more people. They will also be able to take part in the event and share it with an even greater audience through separate portals, allowing donations from video conferences.
The digital aspect of virtual events also allows for other sponsorships and advertising opportunities.
6. Traditional Events are Inflexible
In-person events can involve problems. For instance, if you cannot attend the event in-person for any given reason, hybrid events can save the occasion! It's normal to have unexpectable lapses and there are multiple circumstances that hybrid events could save the day ,i.e. if you're having an in-person event and if certain circumstances keep you from attending the event. For example, recently, the Covid restrictions have been changing suddenly and thus, it's extremely challenging for a party to guarantee their presence. However, you'll always have a back- up plan! You'll have the possibility of switching some of the in-person attendees to virtual. That way, there will be no need to cancel the event and worry about the high costs.
3 Things to consider when creating a Hybrid Event
1. Sign-Ups
Your Hybrid event’s enrollment process should be just as flawless as your onsite event enrollment. Produce a branded event enrollment web page with your association’s colors and your event information, so prospective attendees can seamlessly find all the details about your program. Produce custom enrollment paths for your in-person attendees versus your virtual attendees so they can subscribe up for applicable sessions. Eventually, keep track of those who didn’t enroll and shoot them an email reminding them to register!
2. Engaging Digital Content
Your content is arguably indeed more important at a Hybrid event. Not only do your in-person attendees have to be engaged, but your virtual attendees should also be involved throughout the event. Make sure that all your speakers are set and that their donations are engaging by managing their content and overall docket.
3. Scheduling & Calendars
When some of your attendees are joining virtually, and others are in person, it's more challenging to schedule meetings. You can use an appointment scheduling tool to block off times on your attendees’ calendars that are reserved for networking. They can communicate and set up times to meet directly through the tool. That way, virtual and in-person attendees can see unavailability on one another’s calendars and network efficiently.
For many, hiring the right audiovisual company to manage the virtual components of the event can make the greatest difference. Audio Video LA can help you create a seamless and stress-free hybrid event by handling all of the audiovisual components involved. We have had over 10 years in the industry and are the premier source for audiovisual rentals and services in Los Angeles county and beyond. During the pandemic, we helped many companies host their events live on popular streaming services like Zoom, Facebook, Vimeo and more.
Speak with our AV professional, Michael, at 818-679-8104, or submit an online inquiry below for a speedy response.