What is a hybrid event ?

A hybrid event is a mix of an event that combines real attendees with a virtual component.

But hybrid events are still a great way for your organization to still run events, and there are ways to make them work efficiently. Whether you’re planning an event or evaluating whether it’s right for your next conference, here are some tips on getting started with hybrid events.

Hybrid events often feature high-level speakers, expert panels, and networking parties, allowing people to learn more about a field, company, or topic relevant to the event’s theme. Because they satisfy both B2B buyers and attendees in one place, hybrid events provide terrific ROI for firms who wish to promote themselves at such an occasion. We have a detailed article on a case study we did for Hybrid events which you can read more about.

How do I know if my event is hybrid?

Hybrid events are those that mix digital and analog technologies, such as an app with brochures or QR codes at booths. Some people consider “hybrid” to be synonymous with “combined media,” but it’s more correct to think of hybrid as a subcategory of mixed media.

“Hybrid events are any event that mixes traditional face-to-face components with digital elements, such as social media or streaming video,

Are your speakers have any concerns about how technology might affect their presentation? Have you given thought to allowing remote viewers by adding a live streaming option? Would people find value in connecting using Zoom or via an app to collaborate? If that’s the case, hybrid may be the right choice for you.

As a result, many companies opt to strike a balance between face-to-face and digital engagement by incorporating high levels of online networking into their events. By attracting more potential partners through virtual avenues, hybrid events allow producers to generate greater value at lower costs.

How do I design my exhibition?

Hybrid events are unique in their design, depending on the needs of the producers and potential contributions from exhibitors. They may or may not involve an exhibition hall where companies can set up booths to market themselves; however it is more likely that they will feature digital components throughout the event’s duration.

What is the difference between trade shows and hybrid events?

Tradeshows and hybrid events are similar in that they contain both exhibitors (company booths) and purchasers. This implies the host organization is not only there to promote their goods or service, but also to meet possible clients who may be able to network with them as a result of this event.

The type of format employed for the event is determined by the event organiser: some hybrid events are more conference-based, with speakers, speeches, and panels, whereas others emphasize smaller encounters with one-on-one booth time between supplier representatives and consumers.

What are the advantages of hybrid events?

For those looking to get the most bang for their buck, hybrid events are a good fit. Traditional exhibitions attract large numbers of people but frequently limit the number of exhibitors who may afford to attend due to their size and expense. Many businesses choose to organize one-time events as an alternative in order to reduce expenses, however these types of gatherings frequently lack the support and interest of exhibitors and attendees.

While many meetings are focused on sharing knowledge, there isn’t always much time for companies to connect with attendees. As a result, exhibitors may have the impression that they’re talking to vacant chairs.

Many trade shows, on the other hand, are excessively concentrated on gathering potential customers in one place at a single time, but they frequently fall short of providing adequate opportunity for supplier professionals to meet with joint decision-makers.

Hybrid events have grown in popularity in recent years because they allow firms to showcase their goods and services while also allowing exhibitors the opportunity to connect with executives about their challenges or requirements. This opens up new possibilities that aren’t available at conferences or trade shows alone.

The best hybrid events are based on an industry theme of interest, which allows conference presenters and suppliers to network more effectively and focuses certain content areas during sessions.

How can I find my desired industry’s upcoming hybrid events ?

The most straightforward approach to attend future hybrid events is to go online. Start with phrases such as “trade shows” or “conferences” coupled with keywords that describe your company, such as “healthcare.”

Another place to look is industry organizations, because they hold gatherings where specialists from a variety of firms can meet in one location. They frequently publish their own materials devoted to the most up-to-date news and developments in your field, such as trade publications that regularly report on business-related conferences and tradeshows all around the world.

It’s also a good idea to keep an eye on hybrid events-specific media sources. Many have calendars of future events that you may peruse by date or event type.

Why hybrid events? They’re ideal for organizations that want to stand out from the crowd while reaching attendees where they are . “People are consuming information in multiple ways now — print, online, mobile — so you need to be everywhere or else someone’s going to get your message elsewhere,” Betz explained.

What do hybrid event planners need to know?

The logistics of planning hybrid events can get complex . For one thing, hybrid planning requires knowing how much time is spent online versus offline. Another concern is payment systems: Do you accept cash or credit card? Is there an app for that? What about split billing between departments? All hybrid events need to establish clear guidelines.

How do I start planning hybrid?

First, figure out what the event’s goals are and whether hybrid fits within them.

Next, brainstorm about your event’s theme. Is it a general topic or is there an industry focus?

Begin planning for registration once you have the topic in mind. Because online registration is available, hybrid events may take advantage of it and provide personal information to attendees if necessary. Hybrid events also frequently use social media sites as part of their registration procedure.

Each hybrid event has its own set of rules to follow. Although many elements make up a convention, the speakers, exhibitors, and sponsors are all vital pieces. You must pick them wisely so they fulfill your audience’s expectations for high quality. Some may have accepted your invitation with the specific goal of meeting one particular attendee in mind.

Make a mental note to prepare clear instructions for visitors. What are the requirements? Is there an admission charge? Is it necessary to pay in advance or will payment be taken at the door onsite? These questions should all be answered ahead of time so that visitors know exactly what they’re getting into before you start.

How do I choose digital services?

When looking for a service provider, ask about their experience with hybrid events and the challenges they may have overcome. Some companies specialize in hosting just one type of event, such as trade shows or conferences, but others offer services that can be used to plan all sorts of different events, such as concerts or private parties.

Consider which digital services might be beneficial in achieving your objectives. Will the speaker be able to show slides if you’re offering live webinars? Live video streaming is another possibility. Consider whether you need everyone of your viewers to watch it at once if you’re live-streaming.

Ensure they understand exactly what you want and that they can meet your expectations. Moreover, be sure they provide the software to make your event a success — it must be user-friendly and able to incorporate feedback from participants in real time.

If you want hybrid to be a focus for attendees and your event production partners, make it clear! They should realize the goals of hybrid events and why they’re significant.

Your hybrid planner must be invested in because it has to integrate with what you’re doing onsite, such as QR codes leading people online or video streaming, but this doesn’t work if there isn’t Wi-Fi.

What are the most important things to keep in mind as a planner?

Hybrid events need a different approach to planning. It’s less about the live performance and more about what you’re promoting online, which is something hybrid event planners should keep in mind.

Hybrid events must not be disorganized. There has to be a means for those who can’t attend to participate as if they were there .

Where can I get an idea of what to expect?

The schedule must be organized, especially if there are multiple speakers. All the information should be available online in advance, either on your website or their own. If you’re uncertain about something, make sure to ask questions ahead of time so there aren’t any surprises on event day.

We hope this tips help you plan a better hybrid events.

We have also written an article on how to start your own event management business. Do you know what are some of the things that will help in having successful event management business? Then click here to read on how you can be successful in the event management business.