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Hybrid Events: Do’s and Don’ts

We’re all starting to get a little familiar with hybrid events – it’s definitely the new trend but a trend that here to stay! So, why not master the art of designing and hosting successful hybrid events so your company can continue to target their audience accordingly and bring in some revenue as well? 

As event organizers and planners start adopting the hybrid way of event planning, it’s imperative to make sure everything is created and designed accordingly and that nothing is left to chance. 

Here are some do’s and don’ts of hosting a hybrid event

It’s important to make sure you plan everything properly and test all necessary technology to ensure a smooth event. Follow these helpful tips to ensure you have a successful event.

✓ Do: Make sure to have a solid engagement plan with ALL attendees

When you’re hosting a hybrid event, you need to keep in mind that there are in-person attendees as well as virtual attendees at your conference. It’s important to create a plan that engages both types of audiences throughout the event. 

Features such as live Q&As, polling, social media integration and other networking capabilities will help in facilitating and continuing the conversation between both parties from beginning to end.

╳ Don’t: Have too much planned that might overwhelm your audience

Scheduling breaks during the event is key to these types of events to not to overwhelm the audience. Remember that people will be connecting to the platform virtually and it will take them a few minutes to get used to the platform and figure out how to navigate through the different pages and content. 

You need to give your virtual attendees the chance to figure out how to engage and navigate the platform as the event goes on and scheduling breaks will give them the time to do so without feeling the need to quit if they get frustrated.

✓ Do: Test all content and technology

There’s nothing like planning and getting everything ready only to find out that your audio or video platform doesn’t work when the event starts! With hybrid events, you will be using streaming platforms and other modes of technology such as mics for speakers, etc. to engage in-person attendees as well as the virtual audience. 

Make sure to do a test run with features speakers and guests so that they know what they need to be doing when they’re live. Additionally, you might also need to do a test run with all the platforms and tools to ensure that they work and also that the sound and video quality is great as well. This is imperative to ensure that your audience will continue to enjoy the event and will actually stay engaged and immersed the whole time.

╳ Don’t: Forget that hybrid is not the same as in-person

This is extremely important because you need to be aware of both types of audiences. Simply placing cameras around the room to stream the event will not do it for the virtual audience. 

When planning a hybrid event, you need to create ways for the in-person attendees to be able to network with the virtual attendees, especially because networking is one of the major reasons that people attend conferences in the first place! Designing breakout rooms is a great example of how you can capture your virtual audience and keep them engaged through their screens.

✓ Do: Plan on setting a budget

While hybrid events are a cost-saving option for attendees, as the host, you are planning two events and need to be mindful of how much you are going to spend on ensuring its success. You need to create a proper budget for both the in-person aspect as well as the virtual aspect so you won’t go overboard or get caught off-guard with certain prices as you plan the event.

╳ Don’t: Expect too much

Take a deep breath and let the event play out as it will. You have done all you can in planning the best event, so don’t set your expectations too high, especially when it comes to the audience interacting with each other. If your event has the engagement capabilities and entertainment that is suitable for the audience, you are good to go!

Have you been inspired to design your next virtual or hybrid event? Check out the Top 7 Benefits of Hosting Hybrid Events to learn more.

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