Planning your first hybrid event, like any event planning, can become overwhelming and stressful fast! Hybrid events, which use both in-person and digital elements, tailor each element to the specific audience. This is not simply just an in-person event that has the option to attend virtually. Planning a successful hybrid event should be given its own set of considerations, which differ from planning a traditional event. Keep reading to learn some expert tips for your next one!
Preparing for a Hybrid Event
Preparing for a hybrid event can be totally different than the preparation required for a fully in-person or virtual event. Handoffs between in-person presenters should be thoughtfully considered when putting together the agenda. If you’re new to these types of events, your production partner should be consulted throughout the planning process.
To ensure a successful event, be sure the objectives are clearly stated by all of your stakeholders prior to making a decision on the platform. This avoids confusion and the possibility of you committing to technology that doesn’t checkboxes across the board for everyone. Be sure to consider time zones when creating your agenda and inviting speakers in different time zones. The changes in timezone may cause complications in communication and may not lend themselves to a dynamic or engaging presentation. For speakers located in other time zones, you can pre-record their segments, if necessary.
Another tip to increasing the success of your event is to aim to incorporate partners or sponsors into your hybrid event strategy. These outside sources can offer involvement via demos, sponsored presentations, games, giveaways, on-demand content, and so much more. Having this can help increase engagement and be an effective component of your hybrid event efforts.
Offering on-demand content gives attendees the option to engage in more content, even after the event has ended. This could help further your lead generation.
When to Use a Hybrid Event
You may be wondering how to make the decision between holding a traditional in-person event or to attempt holding a hybrid one. While they are not industry-specific, hybrid events may hold more potential for global or national audiences. A hybrid event strategy can shift budget dollars that have traditionally been spent on food, beverage, lodging, and travel expenses. This means you can take those dollars and increase your production value and content for a more engaging program overall.
Holding a hybrid event could also help resolve potential scheduling conflicts where a keynote speaker can now join remotely if perhaps they weren’t able to physically attend. In years past, there was more reluctance to make hybrid events part of the long-term strategy of companies, due to technology failure. Following the increase in virtual events in the past two years, the industry has proven it is fully capable of delivering these types of events, and that audiences are more open to these types of experiences.
When planning your next hybrid event, give these expert tips a try, and contact us here at AJI Media. Our team helps with event production — in person and online — from A-Z. Contact us today for a free consultation.