Hybrid Event Solutions
Creating Better Event Experiences
Going hybrid for your upcoming event? Read on to learn more about how you can incorporate virtual experiences into your event strategy. Whether you are a novice testing the waters or a veteran in the event industry looking for inspiration, we have the answer for you.
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What is A Hybrid Event?
Our first Hybrid Event – July 2020
A hybrid event is, simply, a mix of an in-person event and a virtual one.
Combining the best of both worlds, a hybrid event is more than just live streaming or a sharable video after the event. It allows your audience, both physical and virtual, to participate and engage in the same event no matter where they are.
To put it another way, a hybrid event blurs the line between onsite and online.
Your online attendees will be able to interact with speakers and other attendees as well as participate in Q&A sessions. With the telepresence technology, in addition, online attendees can even move around the show floor as if they are actually there in the event hall.
What Can Evenesis Do for Your Hybrid Events?
Following the award-winning event management software, Evenesis has invested in new technologies to deliver innovative hybrid event solutions. With a user-friendly interface and a practical system, our hybrid event platform has won the hearts of many who have hired us.
From setting up a consultation with you up to the execution of your event, we will always be there for you. You can rest assured of our professionalism as Evenesis has helped lots of private companies, government-linked companies (GLCs), event management companies and associations in hosting their events.
In fact, Evenesis offers a wide range of services that will make your hybrid event a success.
Types of Hybrid Events
Internal Hybrid Events
Internal events, both online and offline, benefit the company’s stakeholders, who include leaders, employees, staff, and others. Because it is nearly difficult for most corporations to collect all stakeholders for a meeting in one room, internal hybrid events are now hosted to play a vital role in guaranteeing that entire organisations may now get together at the same time.
External Hybrid Events
External hybrid events enable you to communicate with people outside of your organisation, such as clients, customers, prospects, and business partners. Attendees can now participate in external hybrid events without regard to venue limits.
Key Elements of Hybrid Events
Promoting a hybrid event is the same as marketing a virtual or in-person event. Many of the fundamentals are the same. However, when you decide to conduct a hybrid event, your audience becomes more complex. Managing that complexity so that the proper guests get the correct experience is critical to hybrid event success.
It can be difficult to plan meetings when some of your attendees are engaging electronically and others are in person. As such, you can utilise an appointment scheduling application to designate slots on your participants’ calendars for networking. They can communicate and schedule meetings immediately using the tool. As a result, virtual and in-person participants can see availability on each other’s calendars and network more effectively.
Hybrid events necessitate programming for two distinct audiences, each having its own set of requirements. Simultaneously, you must be able to bring those two audiences together in a shared content experience when necessary. This necessitates not only new sorts of content, but also new technologies and methods to transmit that content from capture to playback. Produce and deliver material for both live and virtual audiences, including content that will be seen by both.
The registration process for your hybrid event should be as simple as it is for your onsite event. Set up a customised event registration web page with your organisation and event details so it’s easier for potential attendees to access all of your events’ information. Create separate registration channels for in-person and virtual attendees so they may sign up for the appropriate sessions.
Hybrid Event Goals
While each of your events has its own aims, the overriding goal for all hybrid events is to involve as many guests as possible, regardless of how they participate. If consumers want the personal connection experience, a hybrid event allows them to connect in person.
A hybrid event also allows participants who would otherwise be unable to attend due to health issues or travel limits to participate electronically. The idea is to ensure the event is as exciting for both groups as possible. By lowering the barrier to admission, hybrid events allow even more people to interact with your content and brand.
Advantages Hybrid Event
Hybrid events allow you to score more attendees and increase your reach at the same time. A study revealed the fact that the virtual participants who were surveyed had no intention of attending the event directly.
This happens for two main reasons. First, they are not convinced about the benefits of attending live events. Second, there are geographical limitations that do not allow them to travel.
The hybrid event platform presents a great opportunity for event hosts to capture new audiences. In addition, hybrid events are able to reach people who were previously not interested in the event. While the event organisers expect an increase in physical attendance at future events.
Higher engagement with your audience
The most important element to create a successful hybrid event is engagement. In principle, this is what distinguishes a hybrid event from watching a video on YouTube. Viewers not only watch online but can also take part via mobile phone or computer by giving feedback or feedback to your content.
Engagement can be increased by incorporating virtual elements into live events both during and after the event. Whether through a smartphone or computer, viewers can do various things such as consuming content, liking, sharing, commenting, talking, and others by accessing the available features.
You can increase audience engagement, for example by holding a live poll. Another way, you can set up a question and answer session that allows participants to ask the panellists and get answers instantly. You can also set up a special meeting area for networking with participants who attend live or virtually.
Enhanced Content Engagement
Compared to an offline event where the audience’s involvement is only in a few aspects such as only during the question and answer session, hybrid events open up opportunities for wider audience involvement. This is because the virtual audience can participate actively from their smartphone or desktop computer. Where they can talk, share, like, comment and do more online functions.
Lower Carbon Footprint
Because it is held virtually, the hybrid event reduces the need for space, consumption and travel, which means it also reduces the impact on the environment. If you use virtual space, it only produces a small number of carbon emissions compared to a face-to-face event. Organising a hybrid event is a much cleaner and environmentally friendly alternative compared to a face-to-face event.
Increased Sponsorship Value
Hybrid events have extraordinary value for sponsors. The main reason is the increased reach. In other words, there are more participants in the hybrid event so it automatically means having bigger prospects for sponsors. This is the reason why sponsors will be more interested in hybrid events.
Another reason is that sponsors can easily communicate individually with interested parties. For example, when sponsors interact with online virtual participants. Some people, especially millennials, really like virtual communication. Thus enabling increased participation in the sponsor’s virtual booth.
Improved return on investment
Almost 95% of marketers feel hybrid events have a significant impact on business strategy achievement. This is because, as an event organiser, you may not only save money on space rent and other physical event-related expenses, but you can also collect client data through the event registration process.
The data will be very valuable as a reference in the future for analysing and enhancing the business development strategy. For example, determining the best marketing plan, conducting promotions, or following up on offers via the company’s marketing channels.
How to Create a Successful Hybrid Event
Now that you’ve established your goals and identified the pieces you’ll need for your hybrid event, it’s time to start preparing your programme.
So, how do you organise and execute a successful hybrid event?
Provide Unique Experiences for Attendees
Hybrid events are a delicate balancing act. They must strike a balance between in-person and virtual guests, and hence between these two experiences. On the one hand, you will need to tailor your material to both groups. You must ensure that your video streaming service is operational and that your presenters are ready to be recorded and speak in front of a camera.
Maintain Engaging Content
With a hybrid event, your content may be even more crucial than during an onsite event. Keeping virtual attendees attentive in front of a computer screen is significantly more difficult. Make sure your material will convert properly over a video to keep it engaging. Use live polls or Q&A to keep virtual participants engaged. Also, make sure the sessions are short enough to be digestible; no one wants to sit through a five-hour keynote lecture.
4 Elements of a Successful Hybrid Event
At your hybrid event, content reigns supreme. You want to ensure that both in-person and virtual participants are engaged. The “one event, two experiences” idea comes into play here. You cannot give the same content to both groups in the same way. While much of your event’s content may often be shared between the on-site and virtual experiences, it’s a good idea to have some content that is exclusive to your virtual audience. This allows online guests to feel connected to the event even if they are not physically present.
At an event, attendees get the opportunity to interact with the community personally. It is far easier for them to network in person, engage in natural conversations, and form connections. There are, however, ways to bring this community to your virtual audience. A mobile event app may link any two participants, whether they’re on-site or online, and allow them to talk, share information, and even plan follow-ups if both sides are opt-in.
You want to provide value to your sponsors as an event professional. Hybrid events allow you to double down on this by providing sponsors with the option of participating in just one component of the event (virtual or in person) or broadening their reach by participating in both. As a result, your hybrid event must provide the same (or more) value to your sponsors as an onsite event. There are numerous methods for putting your sponsors in front of both virtual and in-person visitors and creating high value.
Event analytics may assist you in optimising your event in real-time as well as reporting on the event’s impact after it has concluded. When your event is over, you should review all available metrics from both the on-site and online experiences. Send out a post-event survey to learn which content resonated with participants and how they felt about their onsite versus virtual experiences. Examine your participants’ data as well during the event. Follow up with participants who attended several sessions, had many questions, or interacted with your sponsors.
Hybrid events in Malaysia can take quite a few appearances. But, no matter which event type you choose, treating both your live and online audiences equally is what a good hybrid event does. In addition to searching for the perfect event venue, hiring a comprehensive hybrid event platform is vital for you to be capable of accommodating your online audience size and interactivity needs.
Hybrid events are cross-channel gatherings. Basically, they are physical events whereby an online audience also joins the event. With the on-going health concerns about large-scale gatherings, hybrid events seem to be a pretty good deal. You can accept participants to attend in-person or offer those who can’t make it or aren’t quite comfortable to join the virtual journey.
Your planning should include everything from head-to-toe.
Have a clear objective.
Set a workable budget.
Choose a hybrid event format and platform.
Research on the technology necessary to deliver the best hybrid event experience.
Create engaging and entertaining content.
Draft event promotion tactics.
Train your event crew.
Rehearse and be strict with timings.
Yes! And you gotta be choosing the right one for your event. Choose the one that
can collect, track and analyse real-time performance data (clicks, poll responses, feedback and time spent).
provide all attendees with a personalised profile and agenda setting.
allow interaction among the participants and speakers.
integrate with online payment methods.
offer customisable event website design.
Need inspiration for your upcoming hybrid event? Here are some amazing ideas to steal.
Custom avatars. Let your attendees personalise their avatars to feel present in a virtual space.
Virtual exhibition hall. Invite your attendees to browse virtual booths.
Award badges. Acknowledge your attendees’ effort in completing tasks and courses with digital badges.
The content and experience you deliver make a huge impact. Follow the tips below.
Arrange compelling content.
Plan short and interactive sessions.
Invest in production quality.
Evenesis offers projector, projector lens, LED panels, plasma / LCD, screen projector, video switcher and media server under projection/video system package.
Here we have laid out for you 6 commonly asked questions. It would be best if you could convince your potential sponsors with solid data.
Is your target audience their target market?
What kind of exposure will your sponsor gain for this investment?
Is your event the only (if not one of the few) channel to reach the target market?
Will your sponsor get direct access to your audience?
What’s in it for your sponsors?
Who has sponsored your event previously and who is sponsoring it now?
Hosting an event can be meaningless for an organisation if you don’t gain any insights. Data here refers to the participants’ behaviours. They are important pieces of information to gauge how the event is going.
With the world grinding to a halt due to the COVID-19 pandemic, event organisers have to think of innovative ideas to bring people together despite the tight restrictions. With hybrid events, organisers can maintain safety compliance while delivering a quality and enjoyable experience for participants.
Wondering if virtual and hybrid events are the same? It’s true that both types of events can help you reach a broader audience as people from all over the world take part in the event to connect and grow their network. But, there are still some distinctions.
Below are the key differences between virtual and hybrid events we’ve compiled for you.
Take place solely online
Can be hosted from the comfort of one’s home or office by just using a device that can be connected to the internet
Have the audience gather together online rather than in person
Can range from a conference, talk show, concert to education fair
One-to-one live chats can be used to help engage the attendees and speaker
Take place on both physical and virtual platforms at the same time
Allow the audience to attend either physically or virtually, depending on their availability and location
Can be held for trade shows, product launches or conferences
Help attendees to make connections and network with others using live chats
Fill the gap between in-person and virtual attendees, granting them the chance to be connected which consequently helps to increase the value of the event
Help increase the attendance rate
Help the event organiser to reach a higher ROI
10 Tips and Ideas for a Successful Hybrid Event
Planning to hold a hybrid event for your next project but worried about the results? Hosting a hybrid event in 2021 may be a daunting task but implementing a few fundamental ideas can help propel your event to the next level.
As the industry is increasingly reliant on hybrid events in Malaysia, organisers must acknowledge the differences between traditional physical events and hybrid events and adjust accordingly. These tips and ideas will help you focus on what matters during hybrid events, and guarantee a successful hybrid event.
1. Practice makes perfect
Practice, practice, practice. That is what makes or breaks an event. With hybrid events being a relatively new phenomenon, organisers and audiences alike might not be familiar with the controls. Rehearsals are the only way to ensure that everyone knows their roles and responsibilities during the event. A smooth-running event greatly enhances your participants’ experience and leads to a successful event.
Digital streams also present another technical challenge on top of having to project the audio/visual material for the physical audience. Your event, no matter how thoughtfully planned, will not succeed if your attendees can’t hear or see you! Testing the hardware and software required to make everything work is key to avoid running into any problems during the event day.
2. Balancing physical and virtual experiences
Hybrid event platforms are usually geared towards the virtual audience, as people at home will have a harder time following all the action on-site. However, you should keep in mind that hybrid events are composed of both physical and virtual audiences.
It is important that you do not sideline the physical attendees by focusing too much on their virtual counterparts when conducting a hybrid event. Always ensure that both sides are seeing the same things, hearing the same things, and most importantly experiencing the same things. That way, no one can claim to be the favourite child!
3. Stick to the schedule
Time is of the essence during physical events, but even more so during hybrid events. A virtual participant only has the schedule to follow during the event, and any delays will only lead to confusion. Participants who only have time for certain presentations and are hoping to catch that specific part may also be disappointed if there is a mismatch between the schedule and the event itself. So, plan ahead and prepare plan B’s for any unanticipated setbacks.
4. Engage the audience
With robust hybrid event platforms, there are many instruments at your disposal to increase audience engagement with the event. Utilise them effectively and your event will be memorable for your audience as well. However, as noted earlier, remember to interact with the physical participants as well.
5. Flexible registrations
Sometimes, a participant may not be able to make it to the physical event even though he has already signed up for it. With hybrid events, you can allow participants the option to switch from the physical event to the virtual event and vice versa. This flexibility can save everyone a lot of trouble down the road with registrations.
6. The power of social media
Social media is your friend for advertising your event before the event, but you should also use social media during and even after the event! Updates during the event will help attendees keep track of the event progress, and let them interact with the posts for even more engagement. Highlights of the event can also be posted for those who missed out on them. Updates after the event should be to wrap up your event and pave the way for future exciting events.
A simple trick most events use are specialised hashtags and geotags for event-goers to share their experience with. This will not only lead to a wider audience reach but also allows attendees to interact with each other outside of the event space.
7. Facilitating collaborations
The disconnect between physical and virtual audiences is a major issue when holding a hybrid event. Sharing sessions or icebreaker sessions are the best way to bring the audiences closer during an event.
Presenters should also be aware of this and encourage collaborations between them, fostering an environment of inclusive and respectful open communication. The goal of any event is to bring people together and having a virtual audience should not be a barrier to achieving this goal.
8. Have an emcee for both virtual and physical events
No matter how integrated a hybrid event may be, some virtual participants may get confused by what is currently going onsite. A confused attendee will simply leave the virtual event if he/she gets lost in all the hustle and bustle of the event.
Thus, an additional emcee (virtual only!) is key to guiding virtual attendees on what is going on, what is yet to come and highlight any important announcements. Of course, the physical emcee is also important for virtual participants, but it never hurts to have another emcee directly address virtual participants for the best experience.
9. Goodie bags for all
One of the most exciting aspects of the event is the goodie bags you receive when you sign up for it. Sponsors get to advertise their goods and services, and your participants get free stuff! Therefore, if there are freebies for your physical attendees, your virtual attendees should not be excluded from receiving these goodie bags. While this may involve more logistics, your attendees will surely appreciate the effort put into ensuring everyone gets their own goodie bag.
10. Get your presenters on-site
While virtual presentations are possible in this day and age, nothing beats having the presenters physically attending the events. The interactions between physical speakers and the audience are far more personal and engaging than having a virtual speaker.We hope these hybrid event ideas can help spark inspiration for your next event. Hybrid events are the future and the possibilities are endless!
The Pros and Cons of Hybrid Events
Hybrid events have been dominating the event industry due to the pandemic. While hybrid events are the norm amidst the pandemic, organisers must understand the strengths and weaknesses of hybrid events before committing to one. With that in mind, let us have a look at the pros and cons of hybrid events.
The Pros of Hybrid Events
If planned and executed well, hybrid events have the potential to be more successful than traditional physical events. Knowing hybrid event benefits and planning around them is a vital step in event planning.
1. Wider audience reach
Having a virtual counterpart to the physical event is the major strength of hybrid events. Normally, participants have to travel to the venue to attend the event. However, some people do not have the luxury of time or money to spend on going to the event and staying there just for the event.
Hybrid events are perfect for that demographic of people, as they can attend the event from the comfort of their own homes. This way, no one is left behind when hosting hybrid events. Event organisers and stakeholders also benefit as they can involve more participants in their events.
2. Less hassle with international experts
Inviting world-leading experts in their fields to your event is a great attraction for people to join your event. However, this also involves more work. Obtaining visas is no easy task, not to mention arranging the travel and accommodation for the guest speakers. Current COVID restrictions also make it even more difficult than it already is.
With hybrid events, you can leave all this in the past. International guests can now conduct their presentation at home, without the need for travelling. Now, you can feature world-class experts in your event easier than ever before.
Live events have always left a large carbon footprint, thanks to all the travelling, accommodations, disposable plastics and huge energy consumption. Airplanes also emit a lot of toxic fumes that are a large contributor to air pollution.
Hybrid events can help avoid some of the pollution caused by events as there is less waste produced by virtual attendees. With climate change and sustainability being an important topic for corporations and individuals alike, it is imperative that we try to be more responsible for our actions.
4. Data and statistics
The utilisation of computerised systems allows for the ease of access to valuable data and analytics. Hybrid events use online platforms to conduct the event, so data is automatically obtained and analysed for your convenience.
The data collected can be used for many purposes, including setting goals and benchmark your teams’ performance, as well as identifying any weak points during the event. The importance of data cannot be understated and gives you an edge over the competition.
The Cons of Hybrid Events
However, as with all things, hybrid events also have their downsides. Organisers must find ways to eliminate, or at the very least reduce, these weaknesses when holding a hybrid event 2021.
1. Connection Issues
A stable Internet connection is required for a good virtual experience. Unfortunately, this means that participants with internet issues will not be having a good time. Disconnecting can be very frustrating and may deter some participants from joining.
Organisers must not spare any expenses with Internet connections, and this may be costly. However, you can be sure that the investment will be well worth it to ensure a successful event.
2. An extra layer of complexity
Event organisation is a difficult task, a fact that can be attested by any event organiser. Even before the introduction of virtual components, it is an incredibly complex process that can go wrong in many ways.
With hybrid events, it takes up a notch as you now have another aspect to worry about: the virtual experience. It adds another whole slew of problems that can happen at any time. Fortunately, with the right people, the right equipment and the right methods, this disadvantage can be managed appropriately.
3. A paradigm shift
Changes are hard to accept and adapt to. With the recent rise in interest in hybrid events in Malaysia, there are many who will find it hard to adapt. This includes all the stakeholders, including the organisers, the audience, the sponsors and even regulatory bodies.
Even if hybrid events are a step in the right direction, some will refuse to accept them. Therefore, changes to how events are handled may push people away from hybrid events.
Clearly, hybrid events have strong characteristics that are favourable over physical events but is not without their faults. Organisers have to weigh the pros and cons and decide if it is for them.
How to Host a Hybrid Event?
Hosting a hybrid event is new territory for many of us. It combines both physical and virtual events to get the best of both worlds – but they’re not without their challenges. Having to juggle both sides can get tricky but with the right steps, you can host an unforgettable event.
Here, we have a simple guide for you to successful hybrid event planning.
Step #1: Know your Goals
The first step in any event planning is to determine what the event is ultimately for. Is it a product launch? An award ceremony? You might even be looking for a combination of multiple goals. No matter what they are, setting a goal helps you in building a path towards that goal.
A good method of setting goals is using the SMART acronym:
Defining SMART goals will help you stay focused on what matters most, increase productivity and keep track of your progress.
Step #2: Set a Budget
Setting a budget early will help clarify the details of the event. Budgets have to be planned meticulously for each and every stage of the event. While hybrid events may seem more costly than either virtual or physical events, there are always pocket-friendly ideas to be explored.
The most important part of a budget is sticking to it; a budget serves no purpose if it is constantly being revised. Of course, that doesn’t mean you shouldn’t revisit your budget once in a while, but you definitely should keep it to a minimum.
Step #3: Decide When and Where
Location and time are crucial in hybrid event planning. Keep in mind that you have two audiences that have different needs. Your venue should be suitable for your physical audience but have the proper equipment to handle the virtual experience. This includes proper sound systems, lighting, and most importantly a good Internet connection.
Time zones are also a concern for virtual participants. If you are expecting international participants, ensure that they are aware of the time differences and adjust accordingly. Of course, you cannot please everybody as there are bound to be time clashes. In that case, recorded on-demand videos of sessions are your best option. Participants can access the videos at any time at their convenience.
Step #4: Scheduling the Day’s Activities
Your scheduling is also very important for hybrid events. Participants at home usually have a shorter attention span due to screen fatigue, while those on-site are more immersed in the action. Thus, shorter and more focused sessions are better for hybrid events.
Delays are also highly frustrating for virtual and physical attendees alike, so you should always prepare a Plan B if any unexpected issues arise.
Step #5: Event Marketing
Spreading the news about your event is the only way to get people to sign up. Luckily, a hybrid event benefits from the fact that your audience has the choice of attending physically or virtually. The flexibility to choose is one of the advantages of hybrid events, and signup numbers will be higher compared to traditional physical events.
Utilise all the platforms available to promote your event, and increase your outreach as much as possible. This includes everything from social media, emails, paid advertisements on websites, blog posts and even physical billboards and posters.
Generating hype and excitement around your event makes people more likely to share it among their peers, and thus increase your audience reach. If done right, delivering consistently on your promises and connecting with your community will lead to brand loyalty.
Step #6: Rehearsals
Hybrid events have many working parts that have to work in harmony to make the perfect event, and perfection only comes with practice. Rehearsals are important to ensure there are no failures on the day itself. After this, the only thing left to do is the event itself.
Following these steps will help you plan the perfect hybrid event 2021. Do not be afraid of trying out new things, as the potential is limitless. Even when physical events are back in the limelight, the experience of working with hybrid events will help you in developing your skills as a person.
With engagement as the main ingredient, a hybrid event is much more than just live streaming. The interactive elements of a hybrid event will make the online audience feel as if they’re part of the event instead of just a viewer. With that said, proper hybrid event planning will deliver an immersive experience for both physical and virtual attendees.
Here are highlights of the curated solutions: Aside from pandemic-related uncertainty, hybrid events are getting popular these days because …
A long term reach is guaranteed.
Increased sponsorship value.
Participants can join the event remotely, hence saving on travel expenses and energy.
People nowadays are becoming more tech-savvy.
Companies get to save on the event budget.
Here’s the perfect recipe for your hybrid event to run smoothly with success.
Advanced tech support and equipment
Professional hybrid event crew support
Other basics such as background material, regular social media posting, etc.
Here are 3 incredible hybrid event examples to learn from.
Forward Digital Summit engaged with the attendees by giving inspiration, education, and connection to its attendees through speeches.
Growth Marketing Conference offered a “Virtual Access Pass” on top of tickets for the physical attendees.
Riot Games League of Legends Tournaments which the final round of this tournament was hosted in front of 15,000 physical fans and over 100 million online audience.
Promoting your hybrid event on multiple social channels is one of the most promising ways. These can range from email marketing, social media posts, newsletters, digital marketing, and public relations. The good news is Evenesis hybrid event solutions come with an integrated email / SMS / WhatsApp blast feature.
It’s the virtual elements you incorporated in the event. Ensure to offer your online attendees with …
Optimal video quality
The feeling of being included
Dynamic video for a 360° view
The audio system includes a digital and analog console, speaker system, equaliser, compressor, effect unit, audio splitter system, communication system, playback & DJ equipment, microphone stand/speaker stand, DJ box, wireless microphone system and wireless personal in-ear monitor system.
It’s the exposure and the return on investment (ROI). To support your sponsors’ goals, Evenesis all-in-one hybrid event platform is what you need to build strong sponsorship packages. Our solutions offer many features that sponsors appreciate, such as
Real-time performance data analytics
Customised event mobile app
Augmented reality (AR) is a new and exciting piece of technology that could be widely adopted by the industry as a way to engage participants. It adds a touch of flair and sophistication to the largely plain virtual streams of the event.
If you have watched the Tokyo Olympics 2020 Opening Ceremony, you’d have already seen an example of this. AR was used to form the iconic Olympic rings with mesmerising swirling lights in a beautiful display of art.
You can divide the hybrid event into 3 categories: before, during and after the event.
- Set goals and expectations
- Plan your budget
- Set the place and time
- Marketing your event
- Engage the audience
- Obtain feedback from your participants
- Analyse the data
- Improve on your methodology
A hybrid event is both a physical and virtual event together. For the most part, you’ll need a hybrid event platform to stream your virtual event alongside a venue for the physical event. With proper planning, the right people and the right tools, organising hybrid events is just like organising any other event – difficult but not impossible.
5 Hybrid Event Examples That Really Worked
Now that you know what a hybrid event is, how about looking into the common types of hybrid events that are available out there?
Just like traditional onsite events, hybrid events can be classified into internal and external events. With that said, it can be any event from live streaming of a gaming tournament, trade shows, conferences or special announcements by big corporates (e.g. Apple, Huawei & Alibaba).
quick guide on
Internal Hybrid Events
Internal events, in general, are private, employee-only events. They are typically held for the benefit of a company that involve only internal stakeholders like employees, staff and team leaders. Not sure how an internal event can be turned into a hybrid one?
Explore the following hybrid event ideas for your next internal event. Do note down those actionable tips which you can directly implement in your own strategy.
1. Special Sales Kickoff
A sales kickoff may seem like a relic of older times but it’s in fact untrue. A well-organised sales kickoff will bring your entire sales team together to learn product updates, share best practices and brainstorm innovative sales strategies in bringing more sales.
To host an effective sales kickoff hybrid meeting, event organisers should include exciting and engaging educational presentations. Instead of lengthy PowerPoint slides, do consider inserting more video content to grab participants’ attention.
Moreover, role-playing exercises can be implemented for the attendees to act out roles in the given scenarios. This kind of team-building activities will help people connect with others in a fun and engaging way.
Another amazing feature of a hybrid event is that it allows the participants to rewatch the event recording. This video will later be a handy guide for them to improve and hone their skills even if they are working from home.
2. Large Scale Meetings
A large scale meeting is very much similar to an annual meeting between the stakeholders of a company. It is in this meeting whereby everyone gathers for a round-table discussion. The stakeholders discuss and give their input before moving on with the future business plan for the company success.
However, it will be challenging for a company that has a great number of stakeholders. It is difficult for everyone to come together in a physical venue unless the venue is spacious enough. That raises another concern though – budget.
Therefore, hosting an internal hybrid event can be a great alternative. While the company’s headquarters can be used as the event space to accept live attendees, the rest of the company stakeholders can join in via the digital platform.
At the same time, it will also be easier for the company to make sure that the meeting runs smoothly. You no longer have to worry about the number of stakeholders that can make it to the meeting due to travel restrictions and public health concerns.
3. Company Get-togethers
In situations like the current global pandemic, event organisers can be at their wits’ end in planning a fun and creative company get-together that everyone can take part in.
To celebrate past achievements, you may consider running a themed party in a hybrid way. Everyone can be flexible and opt to physically or virtually attend the gathering. This is indeed friendly for those who can’t make it to the event in-person but still don’t want to miss out on it.
Besides, it’ll be great to gather everyone for a community service project or a social responsibility initiative. For instance, while some visit the nursing home in-person, offering physical help in cleaning the home compound; some volunteer to perform an act or a group singing, keeping the senior citizens entertained.
4. Trade Shows or Conferences
Turning your trade shows into a hybrid event is likely to attract more attendees to participate. However, the event goal(s) has(ve) to be defined first. Then, try to think out of the box when designing the program in order to stimulate the prospects’ interest.
Take the audience’s perspective into account. Subsequently, draft the agenda with clear target(s) and include attractive booth activities for participants to visit. The attendees will have a more immersive experience when these activities get them physically (or virtually), mentally and emotionally involved.
Another important tip to take note of for things to go as planned is that always prepare your event speaker(s) and the tech crews well in advance. Brief them on everything they need to know when the hybrid event goes live. For instance, when to play pre-recorded videos, how to operate features in the hybrid event platform, what to do during break and so on.
5. Product or Service Launch
A lot of companies would choose to launch or give a sneak peek to the target market on their newest product or service through a hybrid event once its benefits are learned.
Take Apple’s product launching event as an example. The commercial launch of the iPhone 12 was taken to the virtual platform and it was quite a whirlwind. It has built up anticipation within the target market even before the launch. When the new product (smartphones, laptops or any high-tech device) is out in the market, it will most likely be sold out within a short period of time.
You see, nothing can stop a business from progressing. The market is not static and so your event. You can imagine, though, that if Apple would have conducted a hybrid event instead, a serious increase in excitement, crowds and sales can be foreseen.
Those accessible to the event venue can drop by to have the first-hand experience of the real thing; others can participate in quick quizzes or interactive virtual games to walk away with cash vouchers or merchandise, for instance.
External Hybrid Events
On the contrary, external events target potential customers, clients, prospects, etc.
By transforming your external event into a hybrid one, you can reach out to more people and get greater exposure. Even if your audience is not available for the live session in-person, they can join the event virtually by tuning in from wherever they are.
Here are some examples of external events that you can make happen in a hybrid way.
Glueable Event Technology – GET ourselves ready for the uncertain future
Ask any event manager and be no surprise that hybrid events are now the trend in the event industry. They are the new go-to event choice for many big corporates and brands to keep their customers engaged and posted on any updates. But why?
1. SOP Compliance To Avoid Health Risks Amid Pandemic
Seeing a steady rise of hybrid events over the last decade, hybrid events have been proven to be a successful way to drive attendance. It is even more prevalent for organisations to host a hybrid event in 2021 as the pandemic still looms upon us.
Though CMCO and RMCO have been reinstated in Malaysia (updated as of March 2021), social distancing is still a must in this covid era. In other words, there are SOPs to comply with when it comes to the number of physical attendees your event space can house.
According to meetings, incentives, conventions and exhibitions (MICE) CMCO SOPs, business events are allowed to run at 50% of the capacity of the premises by complying with physical distancing and mandatory wearing of face masks.
By hosting a hybrid event, you can limit the number of physical attendees and offer the rest the option to tune in virtually. That means, your event can run as planned – no cancellation or postponement.
2. Higher Audience Engagement
With an intuitive hybrid event platform, everything is designed for the user to work more comfortably and efficiently. As a result, you may expect an increased audience engagement, which is in fact, the most crucial element in measuring the success of a hybrid event.
Since the system is easy to navigate and accessible via the most commonly used web and mobile browsers, it gives the audience no reluctance to join your hybrid event. They can be a part of the hybrid event via mobile devices or computers.
The audience can participate in the hybrid event with a click of a button by liking, sharing and commenting during the event. They can also offer feedback and react to your content in real-time.
With that, we say hosting part of your event physically and another half on a digital platform will offer your audience a more engaging experience than merely a virtual event (a fully digitised event). If a guest speaker is invited to the show, there can be a live talk with your audience. Questions from the online attendees can be instantly attended to, creating the same atmosphere for both physical and virtual audience.
3. Valuable Data & Analytics Gained
Similar to a virtual event, it’s much easier to track event engagement through hybrid events. Every move an attendee made is automatically archived and analysed for you to study their behaviours. Thus, use it wisely to double up your sales.
With that said, your work is not done even after the event ends. Post-event actions are as crucial as what you do during an event. Do keep an eye on and follow up with those who attended a lot of sessions and asked a lot of questions.
You can also distribute a survey form to get a sense of which content resonated with your audience, and how they felt about their onsite versus offsite experiences. This piece of information can then be leveraged to refine and improve event details in the future.
Moreover, the data collected on both traffic and attendee engagement is essential in getting future sponsorships. It helps prove a positive return on the sponsors’ investment (ROI). These are the metrics you can’t measure offline.
4. A Plan for the Unknown
Hybrid events are slowly gaining the spotlight because it is the best plan to overcome unavoidable circumstances. It’s an ever-changing world. As we embrace the uncertainty in life, incorporating hybrid elements into your event will be a critical component of your event strategy.
Considering the unforeseeable circumstances, it never hurt to have hybrid events as your back up plan. A postponement or cancellation of an event after months or years of effort put into planning the event will.
Even more so, if your event is fixed on a single platform, your audience will probably opt for other events that provide them with more flexibility. That would be a waste of your own time and resources.
5. Flexibility Is A Big Yay
If you need further convincing on point 4, giving your audience a choice is key to a great customer experience. Companies that offer the most exciting sessions and the greatest amount of flexibility will be able to outperform the competition in 2021.
Besides, adding a virtual component on top of an in-person event can help small companies to scale up. While the size of your audience can be limited by travel considerations and event venue limitations, the number of virtual participants you can accommodate is practically limitless.
On the contrary, with the flexibility given, it’s likely that many people will choose to participate from home. This scale-down translates into fewer space requirements, which equals lower venue rental and related expenses.
6. Sustainability for the Future
It is no secret that traditional physical events are a huge contributor to environmental pollution. Air travels, plastic waste and energy expenditures are only some of the reasons why in-person events have such a huge impact on our environment.
With hybrid events, the smaller-scale physical event also means lesser trash. Single-use plastics such as cutlery or plates will be reduced, and air travelling will be cut down as well. Virtual participants are at the comfort of their own homes and yet still experience all that your event has to offer.
With nations across the world collaborating to reduce their carbon footprints, it should also be our mission to encourage sustainability as well. This is a step in the right direction for the event industry as a whole towards a brighter and better future.
Sometimes, attending traditional physical events can be a challenge for international participants, people with disabilities and parents. Having to travel and stay in a foreign location may be difficult for some, even though they would really love to attend the event. After all, not everyone has the access to the funds or time required to attend the event.
This is where hybrid events benefit these demographics while not taking away the physical experience from those who are able to attend in person. They open up a whole world of events that were previously not accessible to them before.
Inclusivity brings people from all backgrounds closer together to share a common purpose. Even though it is a small gesture, it goes a long way towards fostering a warm and loving community.
8. The Sky’s the Limit
Hybrid events are a relatively new phenomenon and are still in their infancy. There are many creative and innovative ideas that have yet to be discovered and tested. A good idea can go a long way towards enhancing the audiences’ experience during the event.
Furthermore, great hybrid event ideas can bring in more people to your event. With advancing technology such as virtual or augmented reality being the norm in the future, physical events may be a thing of the past. Imagine being completely immersed in an event and yet you are thousands of kilometres away!
9. Everlasting Content
With each and every session being recorded live and saved, this means that your event will live on even after it has ended! This gives organisers the opportunity to monetise the content of the event after the fact.
Additionally, you can offer these videos to existing participants as a value-added service. Giving participants lifelong access to the recordings means they are more likely to join in the first place since it is not just a one-time thing.
10. Community Building
Events bring together like-minded people from all over the world. Using hybrid event platforms, communication can be encouraged between members of the community. Your event can help bridge the gap between people of different backgrounds.
With hybrid events, proper applications of technology mean that you can help inspire inclusive, passionate and culturally diverse communities brought together by one purpose.
Evenesis Hybrid Event Platform
- Drive Attendance & Registration
If you’re still unclear about which method to pursue in developing a successful hybrid event, don’t worry; our team at Evenesis is here to help. With its all-in-one event management system, Evenesis provides full-fledged solutions for virtual, hybrid, and physical events, delivering smooth and enriched experiences for organisers, presenters, exhibitors, and attendees.
Talk to us today for a seamless hybrid event solution.
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“Evenesis helps to make all my works to be fully automated. It helps participants to register online and I’m as trainer can simply view the list of registered participants easily.
Email and SMS reminder so easy to be used as they can be scheduled ahead of time. With integrated online payment gateway, every payment received is consolidated into one account.”
– JOHAN IRWAN, Founder/Coach Leap Leadership Academy
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We have made positive progress by adopting automation through Evenesis. Life’s much easier after that.
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