By Anna Linthicum
To say that the last few months have been a whirlwind would be an understatement. In a matter of days, live events and conferences that had been planned months in advance were suddenly postponed or cancelled. Virtual events became the new normal, and we had to learn how to create effective programs. We navigated through the storm and learned a lot of lessons along the way. One of the most important lessons the event industry learned was that while virtual events certainly have their benefits, live events will always be an important part of any robust event program.
Now, it’s time to think about a different type of event – hybrid events. There will be situations, such as this global pandemic, where a virtual event is the only option. There will also be situations where an in-person event will be the most effective way of collecting leads and engaging your audience. Hybrid events, or events that combine both in-person and virtual experiences, will be an essential part of the new normal in the events industry.
Creating your Hybrid Event
Creating a successful hybrid event requires planning and brainstorming. Are you hosting an internal or an external event? Do you have the tools needed to market and promote your hybrid event effectively? What are you hoping your attendees will get out of this event? Answering these questions and more will help you as you begin to build out your hybrid event program.
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?
Why 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. 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.
Types of Hybrid Events
We will first dive into the differences between internal and external hybrid events, and some of the most common examples of each.
Internal Hybrid Events
Internal events are programs that are held to benefit your company’s internal stakeholders, including employees, leadership, staff, etc. For many companies, it is nearly impossible to gather all your internal stakeholders in the same room for a meeting. This is where hybrid events come into play. Pick a venue for your event, like your company's headquarters, and then live stream the meeting to the rest of your company. Below are some examples of common internal hybrid events: Sales kickoffs / Global town halls / Larger team meetings / Company spirit weeks (Team Building)
External Hybrid Events
External events are programs that are targeted towards your customers, prospects, clients, etc. Transitioning your live external event to a hybrid setting can help draw in more attendees and lower your carbon footprint. External events that can be made hybrid include the following: Conferences and trade shows / Customer conferences / Product demonstrations
Core Elements, Goals, and Advantages of Hybrid Events
It is important to take the time to identify the goals of your hybrid event, as well as gather all the tools you need to execute on these goals effectively. Below we outline common elements, goals, and advantages of taking your event hybrid.
Key Elements of Hybrid Events
One common misconception 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 web page 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.
Hybrid Event Goals
While all of your events have individual goals, an overarching goal for all hybrid events is to engage as many attendees as possible, however they may be participating. A hybrid event allows people to connect in-person if they want that human connection experience. A hybrid event also allows individuals who otherwise would not have been able to attend due to health concerns or travel constraints, the flexibility to engage virtually. The goal is to make the experience equally riveting for both groups. By reducing the barrier to entry, hybrid events provide the opportunity for even more people to interact with your content and your brand.
Advantages
Hannah Montana must have been talking about hybrid events when she sang, "You get the best of both worlds." With hybrid events, you get the advantages of both in-person events AND their virtual counterparts. Below are some of the biggest advantages of making your event hybrid.
Increased Attendance
While an in-person event or conference is often the most engaging, some people do not have the time or the ability to travel long distances to attend those events. Not to mention, sometimes, those in-person events can carry a pretty hefty price tag. Both factors can deter individuals from deciding to register for your event. With a hybrid event, however, those individuals may be more compelled to attend if they can do so from the comfort of their couch and for a much lower cost. Pivoting to hybrid can attract many more registrants than a solely in-person event.
Enhanced Content Engagement
When you host a hybrid event, you will be live streaming your speakers and sessions for virtual attendees to view. This allows you to record these sessions and send them out after the event. Attendees who couldn’t make certain sessions or simply want to rewatch and learn more now can engage with the content days or even weeks after the event is over. This will keep your event, and your company, in the minds of your attendees long after the event has concluded.
Lower Carbon Footprint
By reducing the number of onsite attendees, your event’s carbon footprint will also decrease. There will be less travel by attendees, fewer meals thrown away, and less transportation of rental chairs and tables. Your company will not only be positioned as an event powerhouse but also as an environmentally conscious organization.
Increased Sponsorship Value
Now that your event is hybrid, your sponsors have the opportunity to get in front of your in-person AND your virtual attendees. That is double the exposure they had before. Hosting part of your event in a digital environment creates new opportunities for brand awareness and lead generation. By offering your sponsors more value, your event will attract more sponsorship dollars and even more sponsors. This can help to offset the technical costs of running a hybrid event.
Now, it’s time to think about a different type of event – hybrid events. There will be situations, such as this global pandemic, where a virtual event is the only option. There will also be situations where an in-person event will be the most effective way of collecting leads and engaging your audience. Hybrid events, or events that combine both in-person and virtual experiences, will be an essential part of the new normal in the events industry.
Creating your Hybrid Event
Creating a successful hybrid event requires planning and brainstorming. Are you hosting an internal or an external event? Do you have the tools needed to market and promote your hybrid event effectively? What are you hoping your attendees will get out of this event? Answering these questions and more will help you as you begin to build out your hybrid event program.
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?
Why 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. 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.
Types of Hybrid Events
We will first dive into the differences between internal and external hybrid events, and some of the most common examples of each.
Internal Hybrid Events
Internal events are programs that are held to benefit your company’s internal stakeholders, including employees, leadership, staff, etc. For many companies, it is nearly impossible to gather all your internal stakeholders in the same room for a meeting. This is where hybrid events come into play. Pick a venue for your event, like your company's headquarters, and then live stream the meeting to the rest of your company. Below are some examples of common internal hybrid events: Sales kickoffs / Global town halls / Larger team meetings / Company spirit weeks (Team Building)
External Hybrid Events
External events are programs that are targeted towards your customers, prospects, clients, etc. Transitioning your live external event to a hybrid setting can help draw in more attendees and lower your carbon footprint. External events that can be made hybrid include the following: Conferences and trade shows / Customer conferences / Product demonstrations
Core Elements, Goals, and Advantages of Hybrid Events
It is important to take the time to identify the goals of your hybrid event, as well as gather all the tools you need to execute on these goals effectively. Below we outline common elements, goals, and advantages of taking your event hybrid.
Key Elements of Hybrid Events
One common misconception 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 web page 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.
Hybrid Event Goals
While all of your events have individual goals, an overarching goal for all hybrid events is to engage as many attendees as possible, however they may be participating. A hybrid event allows people to connect in-person if they want that human connection experience. A hybrid event also allows individuals who otherwise would not have been able to attend due to health concerns or travel constraints, the flexibility to engage virtually. The goal is to make the experience equally riveting for both groups. By reducing the barrier to entry, hybrid events provide the opportunity for even more people to interact with your content and your brand.
Advantages
Hannah Montana must have been talking about hybrid events when she sang, "You get the best of both worlds." With hybrid events, you get the advantages of both in-person events AND their virtual counterparts. Below are some of the biggest advantages of making your event hybrid.
Increased Attendance
While an in-person event or conference is often the most engaging, some people do not have the time or the ability to travel long distances to attend those events. Not to mention, sometimes, those in-person events can carry a pretty hefty price tag. Both factors can deter individuals from deciding to register for your event. With a hybrid event, however, those individuals may be more compelled to attend if they can do so from the comfort of their couch and for a much lower cost. Pivoting to hybrid can attract many more registrants than a solely in-person event.
Enhanced Content Engagement
When you host a hybrid event, you will be live streaming your speakers and sessions for virtual attendees to view. This allows you to record these sessions and send them out after the event. Attendees who couldn’t make certain sessions or simply want to rewatch and learn more now can engage with the content days or even weeks after the event is over. This will keep your event, and your company, in the minds of your attendees long after the event has concluded.
Lower Carbon Footprint
By reducing the number of onsite attendees, your event’s carbon footprint will also decrease. There will be less travel by attendees, fewer meals thrown away, and less transportation of rental chairs and tables. Your company will not only be positioned as an event powerhouse but also as an environmentally conscious organization.
Increased Sponsorship Value
Now that your event is hybrid, your sponsors have the opportunity to get in front of your in-person AND your virtual attendees. That is double the exposure they had before. Hosting part of your event in a digital environment creates new opportunities for brand awareness and lead generation. By offering your sponsors more value, your event will attract more sponsorship dollars and even more sponsors. This can help to offset the technical costs of running a hybrid event.
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