Tips to Design Hybrid Events

Most people out there struggle to design a good hybrid event, let alone an awesome one. They find the idea of designing virtual and hybrid events daunting and wish there was a shortcut.

Many of you are thinking about designing hybrid events – but how do you know how to create one that keeps the audience's attention while giving them a valuable takeaway?

We've put together this handy guide, including strategic tips and actionable resources, to help aspiring event organizers create a memorable and successful event. But first, let's start with the basics.

microphone in conference room

What are Hybrid Events?

A hybrid event is an event that combines a virtual component and in-person events into one cohesive experience. These live events are usually designed to appeal to a wide range of audiences while still providing something unique for each attendee.

Hybrid events are a mix of a traditional lecture and an experiential, hands-on workshop. They combine the best of two worlds: the ability to listen to an expert talk about their topic for an extended period, and the ability to interact with other learners in a more intimate setting. Hybrid events are flexible, allowing you to customize them so that they meet your needs.

Hybrid events can take many forms, including:

Wondering How to Plan Virtual Events? Check out our Guide Here.

What are the benefits of hybrid events?

Hybrid events offer many benefits for both businesses and community organizations, including:

1. Increased visibility

Hybrid events can help you get your product in front of more people. For example, if you're selling a new cloud-based software system, you could host a conference where attendees can try out your product and learn more about it.

2. Increased traffic

If your virtual event is designed well, it will attract virtual attendees who would not otherwise attend either of the types of events that make up the hybrid event. Thus, when combined with other types of virtual events and activities, it can create an environment where people are exposed to your brand on multiple occasions during the same time — increasing traffic and exposure for your business.

3. Hybrid events can boost engagement and brand equity

Your virtual audiences and in person attendees will be interacting with you in a more personal way, which will allow them to feel like they're part of something special. This can lead to increased loyalty and brand connection.

4. Improved productivity and morale

Combining virtual and in person events into one can boost morale and productivity by allowing employees to spend less time traveling between different locations and more time working on their projects.

5. Increased engagement among onsite attendees

By joining forces with other similar companies or organizations to create a larger event, participants may feel more engaged than they would at individual events that don't have as much meaning or impact on them personally (or professionally).

How can you design a hybrid event?

There are several ways to design hybrid events, but here are some tips that will help you get started:

1. Select The Right Streaming Option

The first step in hosting a successful hybrid event is to select the right streaming option. You can choose from two different types of live video services:

On-demand content: This type of service streams content that has already been recorded. The benefit is that you don't have to worry about capturing it live and dealing with any technical issues. On-demand services also allow you to edit the recording before it's viewed by attendees.

Live: A live stream allows you to capture your event as it happens and make adjustments on the fly if something goes wrong. The downside is that you need to be prepared for technical problems and work around them as they arise.

2. Select The Right Streaming Option

One of the best ways to engage your virtual audience and in person attendees at any event is through hands-on activities. These activities bring people together in real-time and allow them to interact face-to-face with each other and with your product or service.

3. Keep things fun

It might seem obvious, but no matter how serious your topic is, make sure your attendees and virtual audience have fun. Having fun helps people relax and lowers their defenses so they're more open to learning new things about your topic or product.

4. Make sure there's time allocated for networking

This is essential if you want people to take advantage of the opportunities that being at an event provides. If you have lots of activities scheduled and not enough time, people will spend their time doing the activities rather than talking to one another. This isn't ideal if you want people to network with each other and get their creative juices flowing.

5. Incorporate live polls and Q&As into your sessions

A big part of a successful hybrid event is making the most of the time you have with your audience. You can do this by incorporating polls and Q&As into each session. The best way to do this is by using an event management tool to create a poll right in your event app. This way you don't have to worry about people having their phones out during your session (and getting distracted) — all they have to do is vote on their phone during the break.

6. Use the Right Hybrid Event Platform

The best way to ensure that your hybrid event runs smoothly is to use the right event management software. Efficient event management software like EventPro helps you manage every aspect of an event, from booking venues to managing catering orders and invoicing clients.

This type of virtual event platform gives you complete control over your event planning process, from the moment you book your venue to the day of the event itself.

7. Follow-Up With Attendees Post-Event

Once the in person event is over, it's time to follow up with attendees to see if they enjoyed themselves and if they would be interested in attending another hybrid event in the future. If your hybrid event was well-received, ask them what they liked best about the day and where you could improve.

Are Hybrid Events Right for You?

Hybrid events are significant for companies that want to combine the benefits of in-person networking with the reach of digital content. They can also be used for companies that have budget constraints or limited resources to attend large conferences or trade shows. If you're unsure if hybrid events would work for your next event, ask yourself these questions:

If you answered yes to any of these questions, hybrid events are the way to go. Hybrid events combine the benefits of in-person networking with the reach of digital content. They can also be used for companies that have budget constraints or limited resources to attend large conferences or trade shows.

Here are some of the places where hybrid events should be used:

Make Sure You Have the Right Tools Before Hosting a Hybrid Event

When all is said and done, hybrid events are a lot of work. You need to be organized and focused on the things that matter most. You need to be able to prioritize tasks, find the right people for the job, and manage your time effectively.

With EventPro event management software you can have peace of mind knowing that all the details of your virtual event can be planned, optimized and followed on one platform.

If you want to find out how EventPro can help you take care of your events in a single place, try using our event management software to plan your events.

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