Hybrid events, in layman’s terms, are an amalgamation of live and virtual events. A live event with exclusive content and audience paired with an additional virtual component gives birth to a hybrid setup. This enables one’s audience to participate and engage in the event either virtually or physically, hence creating a certain ease in terms of viewer-friendliness. In such a setting, engagement is the key ingredient using tech elements. It is essential to put the live audience and the online audience on the same level.
Since the audience on the virtual front engages in the event through their compact devices via the internet, they can offer feedback in real-time which is a bonus. The hybrid component also lowers the barrier to entry for people who want to attend but cannot as well as for those who are simply indecisive if they want to attend the event. This is a great way to increase reach as the event is broadcasted to an audience larger than anticipated.
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Drawing an outline and planning a hybrid event requires intricate forethought and should be audience-oriented. Considering there are two sets of audiences to cater to, ensuring that they get the most out of the event is of utmost importance.
To put together a perfect and successful hybrid event, certain steps can be followed:
- Putting together a clear idea
It is necessary to have a vision in mind while planning the hybrid event. Logistically important questions like who is the event for, what will they get out of it, will they appreciate it, the venue of the event, when will it take place and who will host it. Once these basic requirements are sorted out, there will be a clearer picture. Marketing of the online event will also then happen smoothly since the viewers would also know what to expect from it.
- Details and planning
The design of the event matters. Novel, appealing and engaging hybrid event ideas can be brainstormed. Even the minutest of the details should be taken care of when it comes to catering to the audience’s needs. The plan should include the timings, tech details, guests, and everything else possible. Importantly, a different marketing strategy should be exercised for the two sets of audiences. Marketing visuals may be curated for the diverse audience on the hybrid conference platform. It’s all in the details and will ensure the event goes without any obstacles.
- Content curation
Since a hybrid event involves live as well as an online audience, it requires double the time and planning since the needs of the two cohorts are different. The virtual audience would prefer a brief and comprehensible meeting while the physical audience would prefer an elaborate one. The right hybrid event platform is the key to ensuring that the needs of the virtual audience are catered to. Since it is not humanly possible to meet everyone’s needs, a middle ground can be found. The same experience and knowledge should be made available to both audiences in the end.
- Picking the right hybrid virtual platform
Considering the component of a virtual audience, choosing the right hybrid event platform with care is a necessity. A platform that offers recording of sessions, live-streaming, engagement, high-quality sound and video along with networking features is a godsend. Hybrid event platforms that are user-friendly and simple to use should be preferred for not everyone in the world is tech-savvy. These characteristics are a must to ensure a smooth hybrid event execution.
- Communication with attendees
It is almost a prerequisite to interact with the virtual audience beforehand and is also an important marketing tool. This ensures that the audience is up to date with the event and has the correct information. A welcome video may be designed or an event FAQ can be made up to make their experience better as virtual attendees. Such initiatives are significant to make the attendees feel welcome and invited. Hybrid events help in increasing reach and gaining more attendees on the whole.
- Exercising flexibility
In the wake of the COVID-19 pandemic, things have been more uncertain than ever. Hence flexibility is a major requirement. It is common to face unforeseen glitches and tech difficulties with a hybrid conference platform which is a rather panic-inducing situation. In such cases, sessions of the event can be rescheduled. The changes must be communicated immaculately with the audience to increase engagement. Investing in hybrid events pays off because it ensures well-preparedness for virtual events.
- Rehearsal
Like any event, even a hybrid event requires a rehearsal and is rather essential. Speakers should be checked beforehand and trials through online meetings or backstage features of hybrid event platforms can be conducted. A rehearsal helps in deciding whether changes are required to be made or not. The right strategy and approach are essential to ensure a successful hybrid event.
Planning and executing a hybrid event that is entertaining and engaging does demand effort but is worth it in the end in terms of audience engagement for events. If the virtual component of a hybrid event is treated as a significant part of the hybrid event strategy, the event will be successful. Therefore, you must consider hiring Dreamcast for the guaranteed success as they hold a lot of experience in virtual as well as hybrid events. In the present era, it is important to increase digital components in the event industry by curating well-thought and appealing virtual events. Hybrid events ensure that their audiences receive the valuable information being disseminated during an event while working within their limits, which is an absolute win.
With the right tools and the right knowledge, nothing can stop a hybrid event from flourishing. Technology has never been more accessible and now is the time to make its possible use. In today’s scenario, a live-only event is nothing short of a gamble; all you need is a professional and efficient event platform, like Dreamcast, to make it a success.
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