It is a common misconception that all you need for a hybrid event is a Zoom login. Sadly, it isn’t that simple. A successful hybrid event requires careful planning and preparation. Let’s go through some of the key factors that will make your hybrid event a success, from hybrid brand experiences to virtual conferences.

Digital Event Registration

Your registration process should be as easy as possible, while also leveraging the opportunity for data collection and lead generation. A good event planner will create a branded event registration site so prospective attendees can easily find all the details about your program. Build in custom registration paths for your in-person and virtual attendees so they can sign up for appropriate sessions. Finally, keep in touch with all attendees to ensure they remember to attend – especially those attending virtually!

Hybrid Event Marketing

A hybrid event attracts both in-person attendees and virtual attendees. This gives you the opportunity to significantly increase the number of attendees at your event, which means that marketing your event is an even bigger opportunity than it has been in the past. Create a brand for your event that conveys your message and ensure that brand gets in front of your target audience using your event website, targeted branded emails, and a robust social media strategy.

Building a Hybrid Event Community

A feeling of community is essential for driving engagement for your hybrid event, especially the virtual component. Use features like live chat, social media platforms, networking rooms or tables and one-on-one appointments to help your attendees create meaningful connections. Keep the communication flowing before, during and after the event to extend your impact and create a lasting sense of community for your attendees.

Engaging Hybrid Event Content

Your event content is even more important at a hybrid event, because virtual attendees can simply switch off if they lose interest. You need to ensure people at home will want to continue watching because it is interesting, not because there is nothing else in the room. Make sure your speakers are well prepared and carefully manage the content to ensure all segments are engaging. A mix of pre-recorded and live content is often a good way to keep things interesting and a skilled host for your virtual program is a good way to keep your virtual attendees feeling included in the proceedings.

Sponsorship Advantages

Hybrid events open up new avenues for sponsor partnership to help lower event costs and increase your return on investment. Push notifications, banner ads, sponsor sessions and commercials during on-demand service are all options worth considering. By switching from a purely physical format to a hybrid event, you dramatically widen your potential audience to include all those attending virtually. A good event management company can help you leverage that into more sponsorship options.

Digital and Physical Production value

There’s more to a great virtual event than just training a camera on a speaker. Your audience has big expectations, and the rules of high-quality production apply more so than ever. It isn’t enough to simply have a streaming video on your YouTube channel or set up a quick Zoom meeting. Determine the needs of your virtual event, and then find the right partner and providers to help you make it happen. Check out this post to learn more about how to maximize the production value of your virtual and hybrid events.

Detailed Hybrid Event Analytics

For many event organizers, the most important benefit of hosting an event is the data collected and the insights gained from that data. It is important to have a detailed strategy outlining which data you want to collect before, during and after your event. Make sure to send out a post-event survey to discover which content resonated with people, and how your attendees felt about their onsite versus virtual experiences. Also, take a look at your attendees’ behavior data during the event. Make sure to follow up with those attendees who attended a lot of sessions, asked a lot of questions, or engaged with your sponsors.

To learn more, contact the Huddle Team below to start planning your hybrid event!