9 MOST IMPORTANT QUESTIONS TO ASK WHEN PLANNING A HYBRID EVENT

It seems like hybrid is the new future and it is here to stay long-term. To shortly introduce hybrid events, they are the combination of live in-person events mixed with virtual online aspects. As long as event platforms have the right use of technology, they can sync their content and engagement features built-in so that both live and online attendees can have a parallel experience. With hybrid events, you should be able to still hear the speaker, view all presentations and meetings, and even see the presenter in real-time via the built-in live streaming video. Hybrid events also add an essential value for your sponsors because it creates the opportunity to double the exposure. Thus, a digital environment can always create a vast of opportunities for brand awareness and getting more leads. When people focus on their sponsors it will attract more revenue.

With hybrid events the more people you reach, the more we realize that we need to keep the in-person aspect for those who still want to be face-to-face so we can please a majority of people. There are two types of attendees. As event organizers, we need to be aware that the guest’s engagement is different than the way online guests are engaging. Thus, the planners need to know how to provide their clients with the right experience and who their primary audience will be that day to plan accordingly.

Another major aspect to consider is that live events can last several days and several hours however with the online attendees they require to consume shorter segments. Online attendees will need different kinds of breaks, opportunities to network, and experience the event with both types of guests physically and virtually all while finding ways to keep them engaged through breaks.

With Events10X, virtual and hybrid events platform, preparing for the future and the new digital age, we work towards creating a great virtual experience through our platform. With our hybrid events, we can reach our potential leads, learn and grow. Having this unique events platform, it is our email to embrace and give our clients the best experience by helping them send their message, content, and program all over the world both physically and virtually. Lastly, Events10X is here to signify the importance and help their clients embrace their online audience even after in-person events are once considered safe and accessible again through their new digital age platform.

In addition to planning a successful hybrid event there are questions to be asked to avoid any complications during the event planning:

We know how stressful planning an event can be. We’d like to help you make the right choice and find out if a hybrid event is right for you, here are some of the common questions you’ll want to consider before you start planning.

9 Questions to Ask Before Planning Hybrid Events

1. What are some of the advantages of hybrid events?

With hybrid events, the first step event organizers should take so they can hop back on live events is to be aware that the pandemic has affected a lot. Event organizers may face governmental restrictions or even participants who are hesitant to travel and be ready to gather in groups again.

Thus, this is not the only benefit because Hybrid events come with advantages including cost-effectiveness, increase reach and ROI, boundless data collection and unique feedback, and also powerful content that reaches people anywhere.

2. What are some of the challenges of hybrid events?

Generally, it is only normal to be aware that virtual and live audiences have different needs and focus. To create an engaging event experience, you’ll have to consider both audiences. Things to consider can differ from: how to adapt your content and create a digital experience that can keep your virtual attendees as engaged as your face-to-face attendees?

Do you need more moderators to keep the flow and facilitate discussions with the online audience so that they don’t get a short attention span of losing interest?  Preparing for the additional health, governmental restrictions, and safety regulations to enable your face-to face audience to gather with social distancing? How do you create an overall experience that makes your face-to-face participants feel engaged and interested?

3. How is a hybrid event different from a virtual event?

Unlike virtual events that usually take online only with a virtual audience that registers, a hybrid event can also have in-person attendees and real-life sessions in an actual venue.

4. Who is my target audience in regards to hybrid events?

In regards to events, age plays a major part depending on the type of event. A university event can have a different target audience than an exhibition shows that sells wood per se.

Also, in regards to health and age, it plays a big factor because some older people would not want to risk going face-to-face in comparison to university young students.

5. How many attendees should hybrid events have?

The pandemic has unfortunately changed how people act and with all the rules and regulations it has created a panic in the community. As you research venues for the face to-face events be sure to try to plan for fewer participants in a live event space to support the social distancing rules and health regulations. With hybrid events. You can always have more online participants and attract the largest audience virtually because some attendees might be more comfortable being in the safety of their own homes.

6. Do hybrid events and virtual sessions need to take place at the same time?

It is a misconception to have face-to-face sessions and it being simultaneously livestreamed in a virtual platform. Some event organizers take advantage of pre-recorded content and semi-live sessions. The advantage of having pre-recorded sessions is that you can always go back to the platform and have the sessions online at any time.

An example of a semi-live is when the virtual audience watches pre-recorded sessions online but the presenter only goes “live” to answer questions via video chats or audio. With hybrid events semi-live sessions in regards to the virtual component save a lot of time and possibilities and networking can be flexible.

7. How should I adapt my content for attendees to participate online?

We need to understand when creating an event since it is online, we need to do it as engaging as possible since people tend to have shorter attention spans when it is virtual. Breaks are required for the virtual participants added to the agenda in between programs.
You need to shorten your content in the in-person live sessions to try to accommodate both your attendees.

8. Do hybrid events require more internal planning in regards to resources?

Making your event available face-to-face and virtually can require extra planning. When creating your event, you should pick your partners and select the right people who will not only listen to your goals and understand the value of your content but understands all characteristics of planning live and virtual events to help you make the right decisions for your event and to engage all attendees in the right way.

9. How can networking happen for a hybrid event?

Networking is an important aspect of why people attend events, so before the end, you’ll need to create a unique networking experience for both live and online audiences.
For example, face-to-face you would have a breakout where people eat lunch and start talking, whereas virtually you can have the chance to exchange a business card, video call, or even chat so that both audiences can have a cohesive experience through a mobile app or scheduled meetings with the people who attended face-to-face or the online participants.

To recap, we’ve shared 9 most essential questions to ask, as you and your team start planning a hybrid event. Make it happen by reaching out to us! One of our experts will get in touch with you shortly and elaborate on the amazing capabilities of the Events10X, the ultimate virtual and hybrid events platform. You can also find out what type of virtual or hybrid event is best suited for your brand in terms of recognition, networking and growth.