The recent changes in work arrangements, wherein some companies implement remote and hybrid work setups, ushered in the reality that people could work successfully without being physically present in the office. This has also been extended to conducting events, with some companies hosting conferences, webinars, and workshops in a hybrid setting.
Hybrid events somehow connect two worlds under the same environment since one part of your audience is present physically while the other attends remotely through video conferencing platforms. It also allows organizations to execute their activities at a fraction of the cost of holding an all-in-person event since it combines the best features of in-person interactions and virtual events.
Moreover, there are various benefits of hosting hybrid events, including:
* Access To A Broader Audience
If your event targets reaching a large audience, incorporating a virtual audience enables the achievement of that goal. When promoted actively through email or video marketing campaigns, hybrid events could allow virtual participants from various geographical regions to tune in from the comfort of their locations.
* Managing Your Return Of Investment
A large audience can lead to more excellent sponsorship opportunities for your company. In addition, hybrid events can help reduce financial losses when a major in-person event fails to materialize as expected.
* Better Feedback
You can easily collect data through the mobile events app for your remote attendees or carry out in-person surveys for in-person attendees.
* Cost Effective
Hybrid events minimize the travel expenses your organization incurs to host delegates residing in distant regions. These costs include air tickets, accommodation, daily allowances, and payments for ample conference facilities.
Creating Event Experiences
Successful events only happen with careful planning. We’ll now look at some tips to enhance the experience when producing hybrid events:
1. Have A Vision
Always start with a clear vision when planning your hybrid event. Pertinent questions such as who your target audience is and what message you want to put across should be at the top of your list. Your vision can help provide clarity of the event’s purpose and builds expectations among your target audience.
2. Have An Elaborate Plan
Once you have your vision penned out, devise a detailed plan. A hybrid setup requires you to strike a good balance between in-person and remote attendees so that nobody feels left out. You should also plan your list of speakers and the number of sessions to be held.
In addition, determine the length of each session while making details of activities to be undertaken. This way, you can plot the flow of the event efficiently and have a smooth sequence. It would also be best to list the technologies and equipment needed to support your event. This can serve as your guide when renting or buying tools.
3. Choose A Venue
Identifying a venue with sufficient capacity for your in-person delegates is also critical. But aside from accommodating your in-person guests, the location of a venue is also an essential factor. For instance, background noises from a busy highway near a facility can interfere with the sound relayed to virtual participants.
Furthermore, consider whether the venue’s facilities easily enable live-streaming to your virtual audiences. Where in doubt, industry professionals can guide you on modern broadcasting technologies specific to virtual corporate events.
4. Have Tailor-Made Content
It’s also essential to design the content and activities of your event, ensuring they’re relevant for in-person and virtual attendees. For instance, incorporate activities that all parties can participate in because if activities are one-sided, one group might quickly lose interest. You can also provide content on demand where virtual attendees can access it at their convenience, especially if they won’t be logged in during the entire event.
For the benefit of virtual attendees, ensure your speakers make their presentations while directly facing the camera.
5. Keep Communication Lines Open
As the day of your hybrid event draws near, keep your event’s participants informed. You can share via email, send reminders, or create web pages where they can get crucial information such as agendas and location. You can also have them register and confirm attendance for improved planning. And on the day of the event, consider appointing a virtual host to answer pertinent questions from virtual guests.
Hybrid events are the answer for organizations looking to tap into a broader audience and broadcast training, live meetings, and events to employees and customers worldwide. While it’s generally not difficult to pull off a hybrid event for your colleagues in the same department, you might need to engage the services of professionals for others. You wouldn’t want your live stream going off in a meeting attended by your Group CEO or donor partners. With that, professional and experienced event managers come in handy with critical hybrid events.