10 Key Considerations for Planning Hybrid Events

Commitments to hybrid opportunities are the most important aspects for professionals in 2021.

With the reopening of the world, professionals are looking for hybrid solutions to plan their next events. What is a hybrid event? It offers integrated face-to-face and virtual contact to create a unique and seamless experience that extends the digital reach of your brand and enables face-to-face connections.

If you’re like most event planners, you’ve already invested in the hybrid idea, but although 72% expect to be involved in these types of events by 2021, only 24% have experience with it. This article will help fill in the gaps and analyze the key considerations of hybrid planning events.

Remember this when engaging in an engaging and forward-looking branding strategy.

1. Production

The extra production requirement is probably the biggest change in this new hybrid environment. Consider the following elements to create an event that is as appealing to the virtual audience as it is personal:

Create a hybrid team: consider adding an event engineer to your team to keep up with the latest trends, as well as an executive producer who can present your hybrid event as if it were a live TV recording.

• Infrastructure changes: you need more space for social distance and at the same time you have fewer face-to-face participants.

• Quality: live broadcast from a webcam in the back of the room is not sufficient; requires high-quality transmission technology.

2. COVID-19

Clearly, the global catalyst that fueled the hybrid revolution will remain an important consideration going forward. The number of organizers serving your audience is positive, but safety is still important to your guests and speakers.

New aspects such as contact tracing and passport vaccination requests are likely to become the norm, and event security protocols should include a COVID-19 strategy. Regulations are likely to change as the situation around the world develops, and websites will need to update contracts to reflect this, so you should include these controls in your planning process.

3. Technology

The technology to meet these needs is also increasing in the manufacturing sector. Some things to think about in terms of technology are:

• Support for live streaming

• At least one camera per room, with good sound recording

• Consider having multiple camera angles in the room for high-quality streaming

• A hybrid event platform with interactive features where participants can engage remotely and in-person

• A virtual event platform where visitors can learn and access content from the event, as well as a place to register for events

4. Places

Meeting spaces that were important before the pandemic, such as hotels, may no longer have the necessary space or needs for your hybrid event. However, it is possible to request minimum prizes, although only a fraction of the participants can participate safely. A hybrid event can be an opportunity to explore new spaces at no extra cost, such as food that is automatically booked and rented out. Also, consider locations with new technologies and manufacturing needs. Consider working with a brand that has the existing hybrid infrastructure in exchange for some brand control.

5. Hybrid probability models

Not all hybrid events look the same – there are several hybrid models to choose from. There are some sites where a central event is amplified face to face for a digital audience, networking events, where two or more events are connected face to face through a virtual point of contact and hub and speech, where an event is visited in person in much smaller places. When planning your hybrid event, you need to be sure which model best fits your audience, sponsorship, and event objectives.

6. Budget

Since you are actually planning two events in one, the hybrid event’s budget will change virtually and personally. Do not be surprised by some of these costs that were not common before hybrid events. Common costs include:

• Production of opportunities

• Virtual and physical spaces

• Hybrid technologies

• Local government

• COVID compliance

But don’t worry – the potential global reach of hybrid events, as well as a lower entry limit with a low price structure, can generate revenue that you’ve never had access to before.

7. Span

Creating a hybrid opportunity team requires a hybrid approach. You need a team on-site and a team to manage the digital space. Be sure to bring the two teams together with some type of executive producer who can adjust the action and interact with the other team to create an experience that looks equally appealing to both viewers. Anyone with experience in planning virtual and face-to-face events will be worth their weight in gold, as integrating the two experiences is a highly sought-after skill.

8. Detection of external factors

If we learned anything in the past year, we should always have a contingency plan. Part of preparing for the change is to be aware of the external factors that can affect your event. Be aware of regulatory changes, restrictions on international travel, and health and safety regulations during the event. The more prepared you are with a backup plan, the smoother the experience will be for everyone.

9. Participatory experience

At hybrid events, you should leave your personal lenses on and consider a more holistic view. It may not be easy to ask a question and a speaker session in person, but how can you address a virtual audience that does not have the immediate experience of being in the room? It is your job as an organizer to answer these questions before they arise.

The participant’s experiences should include:

• Integrated: Provides space for communication between virtual and personal target groups

• Personalized: think about how sponsors can contact participants who are not in the room and send personalized gifts

• Continuous: communication doesn’t stop when the opportunity is over, be sure to feel a meaningful connection with you

10. Possibility of long-tail

The best thing about hybrid features is that their content lasts a long time when cleaned locally. With investments in high technology and manufacturing, quality studies can be made available to those who have already looked at them in a personal and practical way. It is also a great way to increase sales and keep newbies and anyone who wants to come back in the future.

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