HYBRID EVENTS
As an EA , event planning is part of your day job . But what if there was a way to expand your company ’ s reach further and quicker than an in-person event ever could ?
While virtual and hybrid events might have seemed like just a solution to help the events industry survive , they aren ’ t a fleeting trend . While the events industry begins its recovery and is able to hold events again , this doesn ’ t mean in-person events are 100 per cent guaranteed and hybrid events are a great contingency to have in place . Ultimately , the future is uncertain . And even though in-person events might begin to return , the event industry ’ s return to normal is still a little way off . Cue hybrid events !
A recent survey by data integration platform Freeman Data Solutions discovered that 78 per cent of 20,491 brand marketers agreed that hybrid events were the future . Hybrid events change the way guests attend and experience events . They give event planners the opportunity to reach audiences that were previously unreachable and unlock brand-new audiences for events .
But what exactly is a hybrid event ? And how do you plan a successful one ? Well , you ’ re about to find out the tips and tricks to becoming an expert hybrid event planner .
What is a hybrid event ? At first thought , a hybrid event might seem like it ’ s just streaming the physical event online — but that ’ s not a true indication of the value a hybrid event can add . An effective hybrid event recreates the physical event online with all of the same benefits , opportunities and experiences of the in-person event . Event organisers that are new to the hybrid format might feel like it ’ d be taking on double the workload . But this format doesn ’ t mean you need to plan two separate events , it simply enhances the onsite event with a comprehensive virtual experience .
Why go hybrid ? A hybrid model allows an event ’ s reach to extend on a global scale , with no geographical boundaries . This kind of development and reach could ’ ve taken upwards of six years in a purely physical event world . Head of Hybrid at Hopin , an online venue for virtual events , David Aubespin says , “ The events industry began offline by design , and had been slowly testing out a virtual component over the last ten years . The success of hybrid events since the beginning of 2020 tells me that events will never be exclusively offline again . It ’ s simply better for everyone — the attendee , the sponsor , the speaker , and the organiser — which is why we are convinced the future of the world is hybrid .”
According to Hopin ’ s The Ultimate Guide to Hybrid Events there are three reasons why hybrid events are the way to go :
w Organisers can reach a larger and more engaged audience ( both interstate and internationally ) w Attendees can meet more people , learn more content , and attend more events
Be prepared
Logistically , planning two event experiences might seem daunting . Hybrid events means two separate audiences to consider and when planning in-person events before , it might not have been necessary to rehearse the event timing and overall performance . Make sure the event plans are locked into place well before the day of and that all parties involved in producing the event are on the same page . Be clear with what you need from your presenters and staff , run through the schedule multiple times so each person knows what ’ s happening and when , and rehearse with the technology before the day of the event .
While technology has come a really long way and is now able to do things beyond our imagination , it can still be unpredictable . Have a contingency plan in place in case the technology doesn ’ t cooperate on the day so you can still involve virtual participants . Rehearsing the event online is crucial not only for timing purposes , but also for the presenters and staff who will be using it . Hybrid events are still a new concept and many people won ’ t be used to addressing two different audiences . Practice makes perfect !
w Speakers can increase engagements in their schedule and expand their reach
What makes a good hybrid event ? A hybrid event is marketed to attendees so they know they will be getting the same value as if they were attending in person . Because of this , a simple web stream isn ’ t enough . It ’ s going to be harder to hold the attention of virtual attendees , which means the planning and execution of the events needs to be more effective than ever .
w Technology As mentioned earlier , a simple livestream isn ’ t going to cut it anymore . To run a successful hybrid event , your company needs to have access to the best technology that will capture the essence of your event and create a simultaneous experience for both virtual and in-person attendees .
Many venues have adapted to the increase of hybrid events and now offer their own production technology to help you run a high-quality event both virtually and online . The days of setting up a laptop with a webcam in the corner of the room are long gone . Successful hybrid events need high quality cameras , lighting and sound equipment to deliver an engaging event online . You don ’ t want your virtual attendees to feel like they ’ re getting the second-rate version of the event .
While some venues have adapted to provide the equipment on-site , there are also web developers who now offer ‘ virtual venues ’ to host an event . These websites are designed to facilitate hybrid events and increase the engagement of virtual attendees . j
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