A hybrid event is a form of event where the audience participates in-person (live) as well as virtually.
The whole purpose of a hybrid event is to give the very similar experience of the person attending the event live to the ones connected on-screen.
In hosting a hybrid event the organizers overlook certain aspects that cause harm to their overall efforts.
Keeping a track of both audiences who are connected virtually and in-person is quite challenging. And this is where most of them lose their paths.
It is of utmost importance that you add significant value to the audience.
You as an organizer should always try to present the best of your work to the people. Complimenting the audience’s time and trust.
And do you know how you can do that?
By following this article very carefully.
So here, I’m listing down -
‘5’ do’s and don’ts for hosting a hybrid event.
1- In-person event promotion only
Most organizers commit the mistake of focusing only on the physical (live) aspect of the event and ignoring the virtual part completely.
As a hybrid event caters to both audiences.
So, you as an organizer have to give the virtual part of the hybrid event the same importance as given to the live event.
You should promote it as aggressively as possible giving the event a wider reach and conversion possibilities.
And cater to every need of the audience.
2- Event Registration fees
As a hybrid event caters to 2 audiences the experience of the event also bifurcates into 2.
But being honest, the experience of a live event and on-screen is a world apart.
There are certain aspects of an event to which a virtual projection cannot do justice to. And eventually does not have the capacity of fulfilling the impact of a physical life event.
And that is why you as an organizer should also keep two different registration fees and not the same.
So the audience who are connected on-screen should not feel that they are paying for the perks of an in-person experience of which they’re deprived of.
Be ready with your preparations.
3- Speakers out of context
Many times organizers get speakers on-board without much research.
And they deviate if not completely in terms of relevancy to the theme of the event.
So before getting any speakers to perform thorough research on their expertise, past speeches, interests, and other factors related to your event.
If you’re planning to host a hybrid event you can check my other detailed article on 6 ways to make your Hybrid Event Successful.
4- Feedback collection
Organizers tend to collect feedback or any other mutual communication with the live audience only.
So this is a mistake that you should not commit.
Forgetting the on-screen audience completely.
It is important to give them as much care and attention you would give to the live audience in every context.
So, take needful consideration and feedback from them and as well,
5- Giving back to live audience only
So many times what happens is that the organizers give swag bags or other items to live audiences only.
And neglecting the online audience completely.
So when you’ve got two audiences.
The treatment from your end should be the same for both of them.
When you are giving something to the live audience you are now accountable to give an online audience as well.
1- Perform a mock before the event
To assess that there’s no error in terms of technicalities, or speakers performance. It becomes significant that you arrange a run-through.
Also with other leading personalities to rehearse their part, and get a hang of the event prior.
So that nothing ruins at the midpoint of the event.
So, you as an organizer also need to take account of slides, videos, and other display items.
2- Strong speakers and moderator
A strong personality on the stage is not a need but a want for a successful event.
If you want your hybrid event to shine and have it as a flag bearer for you as an organizer you need to pay substantial attention to this aspect. And on choosing the right moderator, facilitator, speaker, guest personality for the event.
Get an experienced one who can manage impromptu situations that are cast. And that only comes through time and experience.
So make the right choice in this regard in advance and do the needful check, so that no complexity arises prior.
It also becomes your responsibility that you make your guest and other speakers comfortable at the event. And brief them from scratch about the event.
Because sometimes even experienced people get nervous on stage. And just for consideration have a practice (mockup) session with them.
3- Online audience engagement
Just make sure that you’re keeping in touch with the audience connected on the screen now and then so that they don’t have the feeling of being left out.
Divert the projection of the event to display your online attendees and give them a feeling of being part of the whole event.
At the same time let your live audience also have the acknowledgment of virtual presence.
Keep having a natural flow of conversations. As in asking a question, getting their views, poll, and other ways of communication.
4- Use of social media -
I just can’t stress more on this as to how important it is to promote your event on social media channels.
According to surveys around 70–80% of people get to know and become part of events and other happenings on their social media feed.
So you need to promote your event aggressively on social media channels using different means. Maybe it’s influencers, or leveraging a hashtag, or anything else have a robust campaign for your event involving experienced persons and agencies to help you out with the strategy.
5- Having a knock-off time
Sometimes it becomes difficult and even organizing committee’s people overlook keeping timestamps.
Having a hang of time in an event that has a part contributing to the virtual space, you need to plan your event minutely as per timestamps.
As it is legitimately followed by pretty much every form of media display is it television, radio, or any other program. Where you have a time slot system. For every speaker and component of the event.
So, have a gist of time and the flow of the event.
And also if your event is too long don’t forget to have breaks (intervals). Letting people grab a cup of coffee or snack for themselves.
So follow all these checkpoints and let no stone unturned from your end.
If you’ve got any queries or suggestions feel free to comment down below.