We all know how important it is to be flexible in both our personal and professional lives. The world is still recovering from the COVID-19 pandemic, and while many folks are craving in-person interaction, some are still hesitant to participate. You can cater to both crowds by making your next event a hybrid one.
What Makes a Hybrid Event Unique?
A successful hybrid event caters to both audiences so all attendees can enjoy an interactive and engaging experience, no matter where they attend from. A hybrid event is NOT just a live-streamed conference; ideally, the experience will be equally memorable for both your in-person and virtual audiences. To make your event successful, your team must be strategic about how they intend to communicate with both crowds.
Hybrid events allow you to connect with a virtually limitless audience, whenever and wherever. So, what’s the trick to building a successful hybrid conference or event program? Here are three crucial tips to get you started.
Tip #1: Invest in the Best Technology
A combination of an in-person event and a virtual one can be a gamechanger for many attendees. In the past, an in-person event may have been cost-prohibitive. Entrance fees, flights, hotels, and meals can often cost thousands of dollars. Also, thanks to the pandemic, international audiences may not be able to attend due to travel restrictions. With a hybrid event, those who want to experience the conference in-person, but cannot due to travel or budget restrictions, can still get all the perks available to participants.
Virtual events have vastly improved, so online attendees won’t feel like they’re getting a second-rate experience. With the right technology, each participant can bounce from session to vendor booth and from networking event to keynote speech with ease. Having a virtual platform also means that your attendees can access your content on-demand, so they don’t have to pick and choose which events to attend.
With convenience comes responsibility, so make sure the technology you use for your conference is glitch-free and scalable. For larger events, consider hiring an event production agency or a competent tech team to manage all moving parts (and assist if anything goes wrong!).
Tip #2: Include Virtual Networking Events Across Attendee Ticket Types
When you host an event with a virtual component, the more, the merrier! With zero geographical limitations, you’re more likely to attract a larger audience (and a bigger, more valuable network for attendees). Your audience will love the opportunity to collaborate with people from all over the world!
To keep everyone connected, try hosting networking sessions virtually leading up to, during, and post-event, so attendees can grow meaningful connections regardless of their location. These types of networking sessions keep both the in-person and online guests engaged. It’s also a great way to involve highly regarded speakers who may otherwise not attend singular in-person events. Giving participants intimate access to industry leaders will be greatly appreciated by all.
After the two years we’ve had, some folks are suffering from Zoom fatigue and find it hard to focus for an extended period of time. These networking sessions can break up your hybrid event and keep attendees involved throughout the program. It’s truly the best of both worlds!
Tip #3: Leverage Feedback to Maximize Your Budget and Minimize Costs
There is no sugar-coating it – running an in-person conference is an investment. Key elements like securing the venue, booking speakers, serving food, organizing cocktail hours, and compensating staff can add up quickly. So, how can you maximize your budget and experience while minimizing costs?
If you’re looking to save money, a hybrid event may be the perfect solution. While you will still need a sizeable budget for the people that do attend in-person, you can limit the amount of in-person attendees for a more intimate and cost-effective experience. The beauty of the virtual component is that you can have almost an unlimited number of attendees with little incremental costs.
Have you held in-person-only events in the past? Reach out to past attendees for feedback to get a solid understanding of what worked (and what didn’t). This will help you not only curate a highly targeted event but can also help you save on unnecessary expenses that your past audience may not have enjoyed.
An audience insight inquiry (like the one we kick off our event strategies with at Reimagined Experiences) results in an incredible wealth of knowledge to make the best decisions for your audience and your budget.
Post-event feedback from both your in-person and virtual attendees will also be crucial. Make your audience feel heard. This will help you create effective, engaging events while also encouraging loyalty among your attendees.
Make Your Next Hybrid Event a Success
Are you ready to blow your attendees and your event expectations away?!
If you and your team:
- Invest in the Best Technology
- Leverage Feedback to Maximize Your Budget and Minimize Costs
- Include Virtual Networking Events Across Attendee Ticket Types
You’ll be well on your way to producing a successful hybrid event.
