The guide for designing hybrid events in 2022 (with examples) |
There was a time that we used to live the events in real time in ... Then COVID-19 struck. It led to a number of organizations and creators were trying to improve their online events.
Virtual events can offer lot of benefits but many participants are concerned that they're not getting the primary element of interaction with people in person. The truth is that the attempt to replicate each and every element of a physical event on the internet isn't working very effectively.
What's the solution? Hybrid Events!
Hybrid events blend in-person and virtual experiences, offer the creators and participants a variety of solutions which can be used to create different forms of content. What's that?
Let's explore how you can create an awesome mixed event.
This is an article...
What is the meaning of an hybrid event?
The advantages from hybrid events
11 ways to make amazing hybrid events
2. Make use of online media for promoting your in-person events
3. Bring your live members virtual
4. Invite your virtual friends to live
5. You should make sure that you are prepared with ample time to network and space
6. Make discussion topics within the community
7. Make sure that you keep the spirit going after
8. Provide more choices of content
9. Find out what your needs are in terms of technology
10. Test, test Test test, test
What exactly is a hybrid?
The first step is to make it clear. Hybrid events let people participate in your event both in person and virtually, or some combination of both. It is the most effective of both worlds.
Get Your Free Trial A credit card is not needed.
Benefits of hybrid-based events
Let's look at the advantages of a hybrid gathering and why it might make the best choice for you and the attendees!
Simple
Today more than ever is it easy to hold events that are hybrid thanks technological advancements of the present. Hybrid platforms offer event planners the ability to design and host spectacular events that can be tied together by the use of software. The best hybrid event platforms the best are equipped with modern features that enable the creation of an event that combines offline and in-person experiences in a a seamless manner.
Flexibility
If you are hosting an event that has an hybrid structure it is possible for personalization. Your guests can enjoy an opportunity to enjoy an entirely new experience that is tailored to suit your preferences. The majority of event platforms that are hybrid offer many ways to engage with the attendees, and provide greater flexibility in how they wish to interact with them, such as using chat rooms online with questions and answers, voice chats, polls, surveys, and more.
Hybrid event are great for everyone because they give participants the choice of when they'll be attending. For instance, people who arrive in person, a hybrid event allows them to leave the venue but still be able to communicate via the internet.
If you often travel or have a busy schedule, or are unable to afford the event live It allows attendees to be able to attend the event virtually.
Price
Regarding the flexibility offered by these events that are hybrid, they permit you to adjust the price of your event. For instance it is possible to provide a fee of $100 to people who attend in-person or $20 for online attendees. Of course, there are limits regarding the quantity of tickets that you are able to sell for the general public during the live event because of limits on capacity of the venue. However, it is still possible to make unlimited sales of tickets during the online component.
It is possible to offer two products on the same event! You could even offer bundles and packages (e.g. it is possible to buy four tickets for the cost of three tickets, or if people purchase the digital items in conjunction with a ticket to the event, they get access to your community online for at no cost.) It gives you the possibility of infinite possibilities!
Verify that you have a working connection
Connectivity and excitement don't have to stop when the event has ended. The event brought people together who would have loved to go to the event that you put together.
How can you keep these relationships going by making use from an online group? Communities can assist people to maintain their connections as well as create new ones. In addition, it provides the members with fresh possibilities (both professional as well as personal). Members are able to communicate with each other, your contentand your organization. On top of that you'll let them be the first to know about your next gathering and have a place to communicate the enthusiasm!
It is possible to record
If registrants aren't able to attend the event due to illness, needed to work late or decided to rest after an exhausting week of work, you can offer them the opportunity to be a part of the event.
Due to the power of hybrid platforms to host events, you can easily create a video of your event, and also allow the attendees access. They are then able to replay the event at their own schedule.
Take Your Free Trial No credit card is required.
11 ways to make amazing hybrid occasions
After we've covered the reason why hybrid events are beneficial we can look into the steps to create one!
1. Pick the best mix
The initial decision to make is the best way to mix physical and virtual components. You need to make each individual experience excellent, but blend them together to provide everyone with an enjoyable satisfaction. For instance, you can make it possible to successfully mix in-person and virtual attendees in breaks-out sessions. When the event begins, conference, you can get everyone present (virtual or in-person) take part in a survey.
Consider how the virtual audience can connect, for example, an in-person keynote speaker once they've delivered a talk.
Encourage engagement and connections to all. It's never a good idea to have anyone feeling like they got the short end of the stick or feeling that the experience didn't meet their expectations.
2. Utilize online media for promoting your in-person events
If you're trying to spread the word about your special event, you must make it known. What better way to use your online website to advertise not just the online side of the celebration but also its physical aspects? Use social media in your favor. Develop content for the event using images and videos, or even words, to help promote the event. Make use of social media and begin your own YouTube or blog to tell your story to increase your reach as well as make sure to promote the event the most efficient way you are able to.
If you're offering a training program or eBook or a webinar, or an occasion If your target audience is impressed by the way you speak and the perspective you offer it is more likely that they will buy what you're selling them.
However, remember that you do not have to devote all your energy and time using social media or gain millions (or maybe thousands) of fans to advertise your event in a hybrid. There's no need to become a famous person like Oprah to get noticed. You just need to build your image, and then get your followers excited!
Another method of advertising on the web is by creating an online forum. It's a great feeling to be a member of a group as individuals are wired as social creatures who crave connections.
Community is about the joy in the purpose, energy, and purpose that comes from having a part in something bigger than yourself, working towards an objective that's common to all, developing capabilities and improving and a space in which people can experience vulnerability to problems and brainstorm ways to overcome them. Communities can be a fantastic place for advertising your event as a hybrid since they trust your event (plus they're your number one patrons who are thrilled by the offerings you're able to offer). ).
3. Bring your live members virtual
Have you thought about blending the in-person aspect alongside the web-based aspect? It's time to look at ways to keep those who are at home to be engaged.
Between talks, have your participants in person address questions with an online polling system (e.g. Slido). It is possible to use questions as an icebreaker (getting everyone warmed up to the event.) Also, you can present them using an array of fun questions at the conclusion of your evening or gather feedback following the ceremony. Your goal is to generate an atmosphere of conversation and participation between the guests and you.
While the event is taking place, you can also invite guests in person to join an online chat. This way the participants are able to share their stories, interact with each other and with the virtual guests and ask any questions they may be able to discuss during the chat.
You can, of course you can have a portion of your conference held online. Maybe some guest speakers aren't available in person, however they may be able to present their presentation onlinefor example, you could conduct interviews, presentations or lecture all virtually!
Get your free Trial Credit card not required.
4. Invite your virtual friends to live
The same way you'd like to bring those in-person participants online it is also important to reverse the process and get your virtual members active. It's not about getting participants in-person (because it would negate the purpose) but, make sure they engage by engaging in live-streamed content, so you feel they're part of the action!
How? Use live streaming in your favor no matter if it's used in the context of main stage events, such as speeches, keynotes or even lectures given by someone that is famous. Live streaming can also be used to host smaller-scale events such as online workshops, discussions break-out session, and webinars.
As with your in-person attendees Participants in virtual meetings can respond to inquiries and participate in real-time with open Q&A sessions which offer opportunities to increase discussion and interact. As an event planner It is important to ensure that your participants who are virtual will receive equal weight and consideration throughout the meeting as the attendees in person.
You could consider the possibility of having an emcee, or host of your online audience review the key moments and inform virtual guests about what's coming up. You can even record and broadcast the excitement of the event in real time so that your online attendees feel like they're in the actual room.
5. Find plenty of networking space
Offer virtual guests the chance to interact with the keynote speaker . Make sure that you are able to allocate enough time during your keynote speaker's timetable to interact with attendees.
Perhaps you'd like to schedule some period of time at the event (and maybe add some time afterwards) in order to network. To do this, you can have specific spaces (both in the person and on the internet) for networking. Participants can be asked to provide their name and the title of their job, as well as their profiles on social media, and additional information regarding themselves in chat rooms on the internet to make connections.
6. Discuss topics in the community
Speaking of having dedicated spaces where members from both online and live can meet, a fantastic location to have this interaction is within your online community! This is great for everyone regardless of whether at home or in the real world.
Below are some fun questions that you could ask your participants:
- What's a challenge you're currently facing?
- What's an incredible result for you?
- What's the one word you'd like to use 2022?
- What are the things that motivate you?
- If you could use an enchanted wand that could make an additional hour of your work schedule, what can you think of doing?
- Which is the most gorgeous spot you've visited?
- Which achievement do you feel the most happy about?
In line with the preferences of participants, you may also set up different subgroups in your group. You can also use different types of content in order to draw members in these groups, such as:
- Surveys (e.g. "What percent of your time are you dedicating to getting organized and reviewing your objectives ?")
- Fill-in-the-blank questions (e.g. "The motive behind why I engage in networking is due to _____" or "I have never left my home because of _____ ")
- Ask questions using word limits. (e.g. "What's your first thought that you'd like them to be thinking about when they come across your name ?")
- Make sure to ask questions within time limits (e.g. "Based on what you gained from this event, what's one thing you're planning to do in the near future?")
The main thing here is to ask questions that will make your guests think and interested.
This book is available for download filled with 1000 discussion questions, absolutely free on the Mighty Community!
7. Be sure to keep your enthusiasm going, even after
When the party is over You can keep the spirit going! The energy, the excitement as well as the sharing enthusiasm and the enjoyment can continue running. There's a lot you could do to ensure an active community.
Here are some good ways to keep the momentum going:
- Make sure that members are in the spotlight. This could be an online interview with many participants (panel panel discussion). If you are coaching a group they could be asked "What's the most efficient method for attracting new clients? ?"
- Your members should share their experiences -- include a new participant each week to write about their experiences as well as the accomplishments they've achieved. Your members will surely will appreciate your feedback, but they'll also love to hear stories from one another.
- The idea of hosting an event live, this might take the form of demonstration, seminar online, workshop or even the thought of the concept of leadership.
- Provide Weekly Challenges.
- Make a podcast or book discussion connected to the interest of your community.
Another benefit of maintaining the energy is that it allows you to build excitement for your future hybrid or virtual event!
8. Give more content choices
Another way to keep your customers engaged is to give them a range of materials. As your clients are aware of your organization, the result will be it is much simpler to provide them with other products or services in the future. the road.
Here are some ideas of the things you could cost to:
- Members (great way to create social interaction and the possibility that users can communicate with each others)
- Video recordings
- Livestreams
- Blogs, boards of discussion, surveys, polls, and discussion boards
- Digital downloads (PDFs audio files, ebooks, customizable templates)
Additionally, you can make your hybrid events into mastermind groups, online courses, and many more. It is possible to record the events (e.g. speakers) or even recordings of the stories as well as experiences of the attendees. This can be turned into a powerful item of content that is charged for separately.
There are a variety of ways to diversify your content, as well as charging for it. You can even offer members that have been to your event with discounts on ebooks or online courses. Make sure you are aware that this is a marathon, not a race that's not a race. When you've gained a greater knowledge of the members in your group, you can modify your content to suit their needs.
9. Learn what your requirements are in terms of technology
Your hybrid event needs to go off without an issue. It is therefore essential to make sure that the technical aspect in place (like audio and video streaming ).
Here's a checklist of items you should think about:
- Audio recording: be sure that your audio recording is crystal clear and transparent. Also, you need your video and audio recordings to be synced.
- Mics The guests shouldn't have to strain for the conversations of your guests Therefore, ensure that you've got the right microphones that are wired (whether they're on their own or connected).
- Video quality: choose devices that have high-quality resolution. Don't settle for low-quality video that is difficult to make when you're streaming and streaming for the attendees.
- Engaging apps (e.g. Slido) Make sure that you include simple-to-use applications (this is important for those not as tech-savvy) with rich interactions and features for engagement.
- Community App (e.g. ) Also, make sure that you've created the space for community members in which attendees are able to connect with other attendees to share stories, and build friendships (before the event, throughout, and after the event).
- Tickets: In order to track the registrations, it's possible to use registration or ticketing software. The software ensures that every information can be accessed from one location.
10. Test tests, test and test
Once you've identified the technology and tools that you'll require to hold your party, it's time to go through these! What you don't want to happen to your event is something (on the technical aspect) that goes wrong, which could have easily been prevented.
It is recommended that you conduct a trial run of your hybrid event couple of days prior to the event in order to sure everything goes without a hitch, and to provide you with security. Two test participants, who are online as well as in person. So you'll know that the quality of your video is up to par, the PowerPoint presentation you created works, and the participants are able to connect to every application and the audio quality is crisp as you don't want your speakers to become dim, or, even more important in the event that they are not heard.
Whichever equipment you're using, ensure that your guests as well as you know the features of the device. This way, should there be an issue during the course of your event It's simple to fix the issue. As you'll be pulled into different directions during the celebration's multifaceted nature, you might want to think about enlisting assistance of your friends or professionals (e.g. videographer) to ensure everything runs smoothly and allows your attention to the main thing ... the attendees.
11. Pick your favorite platform
The next thing to do is choose the platform that you'll be using. Let's look at 4 options quick.
is an all-in-one platform that gives creators an extensive array of native features and instruments to create attractive and captivating media. It has great online learning tools that seamlessly integrate with memberships, communities as well as hybrid and virtual event.
There are additional advantages to choosing for your hybrid event
- It is simple to make RSVP announcements.
- Create discussion boards that are interactive with polls and discussion boards, as well as Q&As.
- Write articles or live stream through Your Mighty Network, and upload videos you've made yourself.
- Send direct messages to participants and create reminders, to ensure that no one misses details.
- The ability to connect is always available through an extremely robust mobile app (available on both Android and iOS). It is ideal for people who use the application to enhance the experience they have in-person or the primary method of engaging with a full digital experience. It will be flawless in a high-quality.
The Mighty Network offers the best combination of data and connectivity for your hybrid event , as well as giving an opportunity to develop your event into a vibrant community website, membership site or online classes along with lots more!
Get With a Free Trial No credit card is necessary.
Accelerated Events
Accelevents is a platform for event management that has many features, so you can hold your hybrid event. It's a reasonably priced solution (their basic plan for one-time events is $500/event or you can purchase unlimited events at $125/month and is charged annually) specifically designed specifically for medium to large businesses.
Accelevents allows businesses to incorporate live streaming and include live polling and questions and answers. It also lets you create interactive expo booths -- perfect to auction.
Although this technology claims the ability to establish connections between participants using options like AI-based matchmaking, there is no real way for attendees to maintain connections after the event has ended.
Hopin
The hybrid platform has been developed in the last few years, it is and offers a viable alternative for the fresh and budget-conscious event planner who wants to provide the typical conference experience. With Hopin organizers have the ability to design various types of tickets, utilize Hopin's central registration system which is accessible to both online and in-person attendees, and take advantage of their tools for marketing via emails. Hopin is also an excellent opportunity for attendees to connect during an event (connection devices, round tables, virtual break-out sessions for groups, and more ).
Hopin will attempt to replicate the atmosphere of an actual event, but that it's missing many aspects that make the digital experience unique. While the platform is affordable but they keep a percentage of ticket commissions (even on their "starter" pack , they charge 7 percent commission in plus they bill $99 for each month billed annually ).
If you're looking to see if you can host an event that is hybrid. They provide a cost-free trial (although it is important to note that the length of the event is limited to 2 hours ). You will receive 100 registrants, and they take 15% commission from ticket sales).
vFairs
vFairs is a fairly flexible hybrid event platform which can be used by large corporations and universities that host workshops, conferences trade shows, workshops and more. It allows you to live stream footage of the event to your web-based audience. It also provides immersive virtual venues that allow participants to interact with in-person as well as virtual guests via text messages as well as audio/video conferences. vFairs has a mobile app where attendees can check-in to the event, network with other attendees, and also interact with booths of exhibitors.
What vFairs is lacking is the user experience. It's not user-friendly as well as the integration doesn't seem effortless.
In general the hybrid platform is useful for companies with a large amount of employees.
Hybrid event examples
Once we've covered the various aspects involved in coordinating the hybrid event, we're ready to look at two instances! Both of these examples were originally focused on events that took place in person before the outbreak. They shifted to online over the course of time and currently offer attendees an array of events.
The Outwild Hub
Outwild Hub Outwild Hub is a social network which has an annual membership fee that's charged and has events for those who wish to make outdoors an integral aspect of their life. There is an online community as well as live and virtual activities.
- What they provide Members of Outwild Hub have access to the online community, as well as an annual speaker series, workshops series and access to live activities. They also host online-only events (community gatherings , presentations, workshops). They link live events via the internet by providing recordings of the presentation.
- Anyone that is looking to spend more time outdoors, however, they aren't sure of how to approach the process. The group is designed for those who are looking to change the direction of their life. The community also assists those who had to relocate during the outbreak to find new companions and spend time in outdoor activities with other people.
Inside the Cutting
The Cut is an online community open to BIPOC creators looking to make it into the television or film business (just like host Rae Benjamin, had gone from full-time graphic design to acting as a script manager on "The The Witcher").
What they offer: A cost-free online community that aspiring screenwriters are able to network and learn about opportunities or mentorship programs and gain valuable guidance and tips for making films. This site provides a venue for artists to meet in order to create writing spaces that are virtual. It also offers members to have lifetime access to webinar replays (for a fee) as well as online courses for training and even writing retreats that can be attended in the flesh.
Who is eligible to join: BIPOC creatives who want to be a screenwriter in Hollywood. Anyone who has found work at an entry level but aren't sure what to do next in order to transition into the world of a lucrative job. The job seekers are honest and transparent to provide a clear understanding of the world of entertainment.
Conclusion
We're sure you're relaxed and ready to organize an event with an effective hybrid, now that you know the benefits of events that have a hybrid component, the best way to actually run one, and what is necessary to succeed.
Speaking of what you need ... while we've reviewed a number of various platforms for event management, this one is the best choice to balance cost, flexibility as well as functions that can be used for both in-person and online attendees. Come try it out at no cost!
Create your own community to host your next event today!
Try It Free No credit card is needed.
This post was first seen on here