How do you make a hybrid event successful?

Abiding on the social restrictions and taking careful precautions to quell the effect of the novel coronavirus have become the new norm of the community.

The whirlwind of the virus has completely changed our way of dealing with the live events. After the government announced the complete shutdown of physical events, virtual gatherings became quite in demand making it a valuable alternative to event organisers. Today organisations are looking for creative measures to keep both attendees and organisational needs intact which also gives the same look and feel of a live event program. After a lot of hardship and effort they found a solution- The Hybrid Event!

Over the past few months, the curve of covid-19 cases have seen a positive response. Organisers find this a great opportunity to turn the lamp light from virtual to hybrid.  Hybrid events are basically a mixture of online and offline elements which brings both sides of the audiences together in one frame. The platform has some  massive offerings that have given more flexibility, accessibility, relevancy, and accommodation to event marketers and organisers.

Faced with these many opportunities, many event organisers have begun to host hybrid events to balance both safety and engagement effectively. In the following segments we will prepare you with some outstanding tips for hosting a successful hybrid event. So without any further ado, let’s get started!

What are hybrid events?

Hybrid events as touched earlier is a combination of physical and virtual attendees which takes place at a live venue alongside digital components. As the pandemic settles down slowly, hybrid events are likely to gain more importance as it balances both sides of the audiences efficiently. You can host any type of event on the hybrid event platform right from hosting an AGM, Conference, Seminars, to Concerts, art exhibitions, trade shows and the list goes on!

According to many experts, hybrid events have tremendously bridged the gap between virtual and in-person events. Many organisations are leveraging the benefits of hybrid events today and have potentially widened their reach with the help of this platform. To help you host your next hybrid event immensely vibrant and successful, Read on the following.

Plan effectively

This rule is almost known by all. Before even considering hosting a hybrid event it is important to sketch out your event plan effectively. By planning your entire event can give the organiser an overview of how exactly they want their event to look like. Being an event organiser, you have to consider every aspect of your event meticulously and attentively to void out issues that might occur during the event. Know the event trends and have a close eye on your event competitors so that your event looks different than other events taking place on the same date.

Ask yourself these following questions:

• Why are you planning to host a hybrid event in the first place, is it for generating leads or do you want your target audience to know you better?
• Who is your target audience?
• Which software are you planning to use during your hybrid event?
• What are your promotional strategies?
• Can the event be conducted within your budget?
• What engagement and networking opportunities will you be providing to your audience and much more!

Set your goals

Once you are done planning and strategizing your event, it is now time to set your goals effectively. Having a goal for your event can give you a clear and realistic perspective on how you can make your event successful. This can be a great way to analyse and co-creating your plans if you find anything missing. Setting up goals can promise your audience a quality service but do not incline completely towards your in-person audiences and keep a lenient balance between both audiences when setting your goals and objectives.

Find a safe venue

For hybrid events, having a venue is a must to invite the audience to be a part of the event physically. Looking at the pandemic situation, even though cases have been reducing seamlessly, is it important to take safety precautions to keep your attendees away from getting infected. Rent a venue which has enough space for participants to navigate hassle-free and also set up a live-streaming device.

Have an experienced tech support and equipments

Hybrid events are a perfect example of technical support and equipment stability for a real and virtual event. Basically, you must have them both for a better experience. Your tech tools play a major role in running your event smoothly hence, it is important to invest maximum time on knowing your tech tools and equipment to deliver a better experience to audiences.

Choose the right virtual event platform.

For giving a better and valuable experience to your virtual audience a virtual event platform is an important aspect to consider. Before you choose any platform for your hybrid event, make sure you first create a list of other platforms as well and then choose the one which can provide the best for your event. To know more about their offerings simply get in touch with your service providers and ask them these following questions:

• What all tools will they be providing for keeping the virtual  audience engaged and hooked to the event.
• What all measures will they take in case their is any issue occurring during the event.
• What are their marketing strategies?
• What makes them unique from the competition?
• Will they be providing customisable services to the organiser? And so forth.

Over to you

Hybrid events have lately taken the event industry into a massive fast changing environment. The opportunities offered by the platform are countless making it a viable option for organisers to generate leads, expand their business vigorously and save a fraction of costs simultaneously. As the technology advances for hybrid events, it is going to become more convenient and comfortable for both organisers and remote attendees making it a more flexible environment to host a hybrid event. Many organisers have been experiencing success after hybrid events come to their rescue, it can do the same for you. Involve the above tips for your next hybrid event to make the most out of the platform and have a worthwhile experience throughout!