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.
Virtual vs Hybrid Events: Which is best for you?
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
17 Questions to Ask Before You Go Hybrid
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 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
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.
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.
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.
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.
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
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.
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.
Top 5 Hybrid Event Benefits You Mustn’t Miss
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?
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.
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.
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.
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.
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.
Why Choose Us
World’s Top 20
Complete Event Cycle
Localised payment gateways
Enhancing Event Experience
Personalised customer service
“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
Choose one of our plans
Full suite Hybrid events and Virtual event solutions available from Evenesis. Get your Free Demo now!
Fast response time
A great tool to minimize the event registration & e-ticket production work, at the same time to speed up the check-in process without queues.
The system provides a friendly interface & has a wide range of functions to deliver an enhanced event experience to both organizer & participants.
We have made positive progress by adopting automation through Evenesis. Life’s much easier after that.
We’d love to explore possibilities regarding your next hybrid event. Shall we?
Go Hybrid, Stay Safe!