A Step-By-Step Guide to Host a Successful Hybrid Event

Hybrid Event

The world is going virtual and adapting the concept of hosting Hybrid Events. The event planners combated various challenges and came up with innovative Hybrid Event Solutions. However, hosting these events can also be a testing task. So here we are! with a step-by-step guide to hosting a Hybrid Event.

Following are the 10 Steps to Hosting a Successful Hybrid Event:

1) Set a Goal

To kickstart the planning of your Hybrid Event, the first and the most significant step is to set a predetermined goal. Setting up a goal before you begin to plan further will not only facilitate you with an efficient strategy but also a better flow of your hybrid event.

Also, consider asking a few questions like, “Who shall be the target audience for the event?”, “Which features will you most likely incorporate in your hybrid event to promote engagement among both in-person and virtual attendees?”, “What are the proposed outcomes that you want from your hybrid event?” A definite set of goals and the answers to the above questions will create a roadmap and let you host an engaging and remarkable hybrid event.

2) Build the Budget

Deciding on the event budget means estimating all the expenses and revenues associated with it. It provides you with a clear picture of high-expense areas and potential saving opportunities. However, Hybrid Event budgeting is very different from in-person event budgeting. While physical event budgeting focuses more on event logistics like venue, accommodation, rentals, catering, travel, etc., virtual event budgeting involves AV production, branding, software, event platform resources, swag bag shipping, etc. But, in the case of a Hybrid Event, your attendee registrations multiply with a shift to a virtual platform, so you need to focus on both types of expenses.

Following is a shortlist of what you’ll need to consider while deciding the budget for your Hybrid Event:

  • Hybrid Event Platform

  • Live Venue

  • Microphones, Cameras, Tripods, and other equipment

  • Travel and Accommodation Expenses of Speakers

  • Entertainment Sessions

  • Refreshments

  • Swags for Live and Virtual Attendees

3) Plan and Strategize the Hybrid Event

Once you are done with the aspect of deciding the goal and budget, the next step you need to work on is planning and strategizing the hybrid event. Working on this step is vital as it fixes a map for you that can help you execute the event smoothly. Strategizing your needs and wants will further facilitate the information into all the required resources and tools for the hybrid event. While hosting a Hybrid Event, there are various elements you need to work on that require having a planned strategy.

This step is also significant to ensure that you don’t miss out on anything and realize it when there’s no time left hence, saving your time.

4) Create a Balanced Agenda

Hybrid Events are all about having a balanced Agenda. In this case, you have to think from the perspective of both in-person and virtual attendees, establishing a common ground for both of them. While your in-person audience won’t require extended efforts to maintain the engagement, your virtual attendees will need extra of it. While your in-person attendees have invested their time to be present at the physical venue and expect a whole day of sessions, your virtual attendees will expect short breaks as it might get tedious for them to attend sessions all day long.

Therefore, you need to create a balanced Agenda that will keep both the physical and virtual attendees hooked throughout the event. Consider keeping smaller sessions or including breaks between the sessions so the attendees can refresh themselves and not miss out on the important pointers or information of the event.

5) Content Creation

Content creation for your Hybrid Event requires time and planning as the requirements of the two groups are very different. While your in-person will be fine with attending multiple sessions with fewer breaks, your virtual attendees will want the opposite. Your virtual attendees will prefer short and easy to comprehend the content and, the live attendees will want to have more elaborated and detailed sessions. Therefore, your content should be engaging and informative for both the attendees with the right flow. You need to create a simulative experience for your virtual attendees.

For example, your virtual venue should have the same theme as your physical venue, as your virtual attendees should have a similar experience. Also, this step includes each type of content like images, videos, information, contact data, sponsored banners, etc. You can also include on-demand content for your audience to ensure that if any of your attendees wish to revisit the event even after it’s over, they have an option for the same.

6) Choose the Right Venue

After you’ve worked on the event planning & strategy, budget, and content type, it’s time to choose an efficient Hybrid Event Platform as well as a physical venue. A right venue means a location that meets all your event requirements under the budget. While choosing a physical venue, you need to ensure that it matches the theme and tone of your event. Secondly, as you choose a virtual venue, make sure that it provides you with all the essential tools like customizable options, easy navigation, networking and engagement tools, etc.

Virtual venue partners have come up with great ideas to make your Hybrid Event a success through innovative tools and elements. So, go for the platform that suits your planning, strategy, budget, content, and other significant requirements.

7) Create a Buzz and Work on Marketing Strategies for the Hybrid Event

The next step is to market your event to the target audience. This step will maximize the reach of your Hybrid Event and also pull in more registrations. You can opt for different marketing strategies to place your event in the market and gain popularity amongst the target audience. When talking about creating a buzz, social media can be your most efficient go-to idea. It is especially significant in the case of Hybrid Events.

People love to be a part of something popular in their industry. This step also helps you in creating improved brand awareness. You can begin a hashtag or create a page about your event and start reposting everything the audience posts using the event hashtag. It will also help you further in curating a social wall at your event.

8) Community Engagement

When talking about community engagement, it involves all the activities you indulge in to bring together both your in-person and virtual audience and keep them engaged throughout the Hybrid Event. While hosting a Hybrid event, you need to brainstorm about different engagement strategies for the audience of both formats. In the case of in-person attendees, you can incorporate engaging elements like exhibitor booths, in-person appointments, physical social and signature walls, coffee bars, swag bags and sponsored giveaways, survey forms, networking lounges, etc.

Similarly, in the case of virtual attendees, you need to simulate these physical elements into virtual ones like virtual booths, virtual appointments, personal or group meetings, virtual surveys, virtual coffee rooms, free coupons, etc.

There are also some common elements that you should include in both the formats like live polls, Q&A Sessions, Contests, Trivia, Games like scavenger hunts, and entertainment breaks like jam sessions or karaoke.

The only difference as we shift to a virtual environment is that everything happens over a customized and simulated Hybrid Event Platform. You can also send swag bags and goodies to your virtual attendees beforehand, so they feel delighted and engaged in your Hybrid Event.

9) Sponsors and Exhibitors

Sponsors and Exhibitors play a very significant role at your Hybrid Event. As we view the event from a profit perspective, you need to find ways to eliminate the costs and maximize the event experience of all your participants. Bringing valuable Sponsors and Exhibitors on board can not only fulfil your goal of maximizing your reach but theirs too. While sponsors aim to increase their brand awareness, exhibitors aim to generate more leads and reach wider audiences.

However, incorporating sponsors and exhibitors at your Hybrid Event can work like a charm. You can organize elements like Sponsored Swag bags, Sponsored Meals, Sponsored Jam Sessions, Sponsored Coffee Breaks, etc. Another idea is to have the exhibitors put up branded content and integrate links to their presentations to maximize their reach. This idea works in favour of all as it elevates the engagement at your Hybrid Event.

10) Collect Insights

After executing your Hybrid event according to previous steps, the last step is to collect, track and record all the event data. Digging into the metrics of your event will help you understand all the aspects and elements that worked or did not work. This step helps you in analyzing the success of your strategies and the whole event.

Data elements like audience segmentation, registrations, form fills, event logins, session durations, feedbacks, booth visits, poll responses, etc., facilitates you with the information that can help you study the prospects like event ROI, costs, and revenue. Through this insight analysis, you can finally measure the success of your Hybrid Event.

Looking for an all-in-one Hybrid Event Platform to help you execute a successful Hybrid Event? Contact Dreamcast and Book a Demo now!

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