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10 steps to bring your hybrid event ideas to life

In our previous post, we discussed our stance and experience with hybrid events. There are no right or wrong hybrid event ideas, this mainly depends on what your end goal is, just like with any event. What are you trying to accomplish, and get out of it in value?

We have put together 10 steps and questions you might want to ask yourself when creating a hybrid event that may help you in deciding the best way forward with your production. Our team of hybrid & online event experts is always looking forward to hearing what your plans are and seeing how we can help you make them a reality.

1. Determine Your Strategic Objectives for your Hybrid Event Ideas

Just like with a virtual, physical event or a project you need to start with a strategy and objectives and ultimately define what your end goal and KPIs (Key Performance Indicators) are.

What you should ask yourself:

  • Is your strategy to increase your reach?
  • Is your strategy to increase overall attendance?
  • How are you planning to monetize your hybrid event ideas, if relevant?

2. Determine A Pricing Strategy for Attendees and Sponsors/Exhibitors

The price has to be right for what your attendees are getting out of it. Having the right pricing strategy set out will help you market your event more successfully and it’s important to consider the value you are bringing to your live and virtual event audiences.

What you should ask yourself:

  • How should live attendance be priced vs virtual attendance?
  • How should virtual vs at event sponsorship or exhibition stands be priced?
  • Should you pitch for both live and virtual packages or separate the two?
  • How are you going to present the advantages of the hybrid offering?

3. Review Your Venue Choice And Its Facilities

Just as it’s important to choose the right platform for your event, it’s important your venue matches what you are delivering online. A stable internet connection for example would be really important in order for you to livestream your physical event to your virtual audience. Plenty of hotels are already moving with the trends and are creating facilities that are hybrid-ready.

What you should ask yourself:

  • Does it have a good internet connection?
  • Does the venue have its own experienced A/V production team or will you have to bring in your own team?
  • How many cameras will you need?

4. Select The Right Live stream Platform Provider 

Having a stable, professionally done live stream is an important element to ensure your virtual audience is not missing out on anything important. Selecting the right provider for the job will ensure your attendees can experience amazing content in a professional format.

What you should ask yourself: 

  • How much experience does your provider have in doing virtual events?
  • How does their software enable integration of live and virtual audiences?
  • Can they provide you with the virtual platform as well as the live streaming?

5. Consider Time Zones

One of the challenges of connecting a virtual audience with a live event is the ability to make sure there is always relevant content going live and plenty of opportunities to network and things to do across time zones. It’s important to work out your agenda and how it will work for your audience that will be joining across the world.

What you should ask yourself:

  • For a global event, how can you mitigate the challenge of multiple time zones?
  • How can your virtual programme be adjusted to suit different time zones?

6. Identify Ways To Create Engagement For Online Attendees

According to research done by Markletic.com, 46% of marketers believe the biggest challenge is engaging two audiences simultaneously. It’s important to know that both audiences will still experience your event differently, so you really need to know what your audience likes and try to achieve that within the realms of the platform you are using.

What you should ask yourself:

  • Does the programme include interactive sessions in which attendees can vote or ask questions audibly and/or on camera?
  • Do you have some small group sessions to deliver content and support networking?
  • What gamification options can you offer to extend time in the event?

7. Draw Up Plans For Ensuring Online and At Event Audiences Connect

The benefits of a hybrid event is that you can allow audiences in a live event and a virtual one to connect. At iVent you can host meetings, collaboration and networking sessions, exchange vCards and connect over a live chat. Both of your audiences can gain access to our platform and network together seamlessly.

What you should ask yourself:

  • Does the technology enable online and at event audiences to connect?
  • In what ways are you facilitating this?

8. Brief Vendors on How Best To Manage Hybrid Event Ideas

One other important element of your hybrid event is making sure what your vendors, i.e. exhibitors, sponsors and even speakers, need to know about the event and how this format is going to work for them. Being clear about what they can get out during and post-hybrid event would be a deciding factor on whether they want to participate.

What you should ask yourself:

  • Explain the different ways vendors can engage prospects in a hybrid event
  • How many staff will they need to manage a virtual and at event booth?
  • Explaining the reporting data and how to prioritise leads through behaviour

9. Test, test & test – Train, train and train

We sometimes sound like a broken record when we tell this to our customers, but testing and training are one of the key elements to an event success. No matter how much you are being told about the robustness of the platform, you should always be proactive in testing different elements that your audience will engage with. Training your stuff is also key, as that ensures they know what they are expected to do and how to handle audiences, problems and anything else that goes on during a live event.

What you should ask yourself:

  • Have you tested all aspects of the technology before your event?
  • Developing a strategy in the event that technology fails for some reason
  • Have you trained all speakers and vendors on the technology?
  • Have you created a user guide for the virtual and live events?

10. Plan Your Live Day Event

Last, but definitely not least is ensuring you plan accordingly. Hybrid events are a new format for many companies and even those who participate and attend them. Making sure you have enough time to plan out everything will be the key to your event success.

What you should ask yourself:

  • Determining the number and allocation of staff across both events
  • Ensuring your staff are fully knowledgeable on how the two events will run on the day
  • Ensuring your staff have plans for problems that may arise – ie speaker cannot get online – speaker is delayed arriving at the physical event

At iVent, we are not ‘just’ another virtual event platform – we bring people and expertise with it. By hosting your virtual or hybrid event with us, you will have direct access to our most comprehensive solutions, a dedicated project and account manager so that they can help you deliver a successful event.

👋 Get in touch, and see how we can help!

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