Hybrid Events

We can all agree that 2020 was the year of virtual events. In fact, over 90% of companies hosted at least one last year according to C&IT’s latest research. Virtual event technology has opened up so many new opportunities for businesses all over the world and we’re keen to continue harnessing the power of virtual for our clients.

But how does this work with the return of live events? Keep reading for your guide to everything you need to know about hosting unforgettable hybrid events in 2021 and beyond. 

What is a Hybrid Event?

A hybrid event combines an in-person live event with a virtual experience at the same time using the power of event technology. This can be multiple live events happening at the same time with cross-over content like guest speakers, or it can be a single event with a fully immersive virtual experience that expands the reach of the event.

When to Host a Hybrid Event?

With business travel and limitations on large gatherings, there has arguably never been a better time to host a hybrid event.

A perfect example of how this might work for our clients is what’s known as a satellite event. A satellite event is a series of smaller events happening at the same time across the country, continent or globe that are brought together using virtual event technology.

So instead of a large-scale international event, there are smaller multi-location events which can be made covid safe much more easily. This puts large-scale events in some shape or form back on the agenda for many organisations which is absolutely crucial.

The Advantages of Hosting a Hybrid Event

As well as playing a role in facilitating the return of live events, hybrid events have a whole host of other benefits which event professionals have been talking about long before covid.

The biggest advantage for organisations and event planners alike is the reduction of the event’s carbon footprint. There’s less international travel required as guests can join the experience from their local city or even their homes which is a huge help for companies striving to meet sustainability targets. Inconnection also has a number of ways to make a hybrid event more environmentally friendly with the addition of our Sustainability Pledge.

Secondly, hybrid or virtual events can be made much more accessible for disabled participants or anyone unable to travel. This creates a much more inclusive experience that everyone can be a part of which is essential in today’s world.

Thirdly, having a virtual element to the event means content can be accessed again in the future or even repurposed and used as a business asset. This adds longevity to the event and also helps to form longer lasting memories of the experience for attendees.

Lastly, where traditional large-scale conferences might only happen occasionally, hybrid multi-location events can take place more regularly. Instead of everyone coming together once a year, a hybrid event could be hosted quarterly with a different city acting as the ‘hub’ of the event each time.

How to Host a Successful Hybrid Event

Like hosting any type of event, a successful hybrid event begins by thinking about your event goals and how that translates into the attendee experience. It’s also important to think about why this event format has been chosen over a live event or an entirely virtual event to ensure the most is being made out of every opportunity.

Here are some of the most common challenges and how to over come them:

Engaging Multiple Audiences

The most obvious and most important thing to consider is the multiple audiences attending your event and how they are consuming the content, be that at home virtually or at another event venue. For the most impactful and memorable experience, every attendee needs to be considered equally with tailored content for every platform.

You will need to ensure seamless video streaming and that guest speakers are comfortable being recorded as well as speaking to a live audience. It’s also important to consider that there are activities for all audiences to partake in and certain activities don’t isolate groups of attendees.

Creating a Unified Event Experience

Having multiple venues or audiences can make it difficult to create a single event experience and a sense of community. The most effective way to do that is through event branding which should be consistent across all pre and post event communications, and at the venue and on the event platforms themselves.

There’s also the option of a branded event app which is a fantastic way to tie together every element of the event and give attendees a sense of the size and scope of what they are a part of.

Keep Content Entertaining

We have a shorter attention span for online material so this needs to be taken into consideration when live streaming guest speakers. We suggest reducing the length of guest speaker slots and including interactive elements through the event app such as polls or Q&As which everyone can join in with.

Navigating Time Zones

By far one of the best things about having a virtual element to any event is the ability to reach a much wider audience anywhere around the world. But keep in mind that you will need to accommodate virtual attendees’ various time zones. The best way to do this is by offering on-demand content which attendees can tap into at a time that suits them best.

Not only are you letting attendees know you considered their personal situation but you’re also increasing the longevity of your event which boosts memorability.

It’s true that it can feel like there’s a lot more to consider when it comes to hosting a hybrid event but that’s because of the fantastic additional benefits which are being created. In the short term, the fact that they present an opportunity to begin hosting live events again is phenomenal but longer term benefits such as reduced carbon footprint and accessibility are fantastic indicators for future success.

We’re predicting hybrid events are the next big thing for the events industry and we’re all for it. To talk to us about hosting a hybrid event in 2021 or beyond, get in touch now by clicking the button below and sending us an email.