The Event of Tomorrow

Hybrid Events: Preparing for a Digital Future

When to Host a Hybrid Event

The first decision you must make is whether to include a virtual component to your event at all. Does it make sense? When should you host a hybrid event versus an onsite event versus a virtual event? Hybrid Events Hybrid events are the perfect solution for those programs that can effectively be held both onsite and virtually. Below are some examples of perfect hybrid event programs:

Trade shows
Conferences
Sales kick-offs
Global town halls

Hybrid events are also extremely useful solutions when many of your attendees who would normally attend in person can’t. Below are some examples of when an attendee who normally might be on site for an event may have to attend virtually:

The attendee cannot or does not want to travel due to health or safety concerns.
The attendee’s organization has limited travel spend and, therefore, cannot travel to the event.
The venue where you will be hosting the onsite portion of the event has capacity limitations, so not all attendees will be allowed to gather onsite.

A best practice may be to send out a pre-event survey to garner the current situations and feelings of your invitees. If you get the sense that many would prefer the option of attending virtually, a hybrid event may be the best way to go.

Key Elements of Hybrid Events

One common misconception we have heard in the industry is that all you need for a hybrid event is a virtual streaming provider. A successful hybrid event requires the same elements and features as an onsite event. Paired with a great virtual streaming provider, these elements will make your hybrid event a great success.

Engaging Content
Your content is arguably even 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 prepared and that their presentations are engaging by managing their content and overall agenda.
Marketing
A hybrid event attracts both in-person attendees and virtual attendees. This gives your organization the chance to attract two (or more!) times the number of attendees to your event, which means that marketing your event is as important as ever. Create a beautiful event website that displays all the program information and email prospective attendees to draw in a record number of people.
Registration
Your hybrid event’s registration process should be just as seamless as your onsite event registration. Create a branded event registration webpage with your organization’s colors and your event information, so prospective attendees can easily find all the details about your program. Create custom registration paths for your in-person attendees versus your virtual attendees so they can sign up for appropriate sessions. Finally, keep track of those who abandoned registration and send them a reminder email to register!
Appointment Scheduling
When some of your attendees are participating virtually, and others are in person, it is more difficult 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 availabilities on one another’s calendars and network efficiently.