02 February 2024

Planner's Guide For a Successful Hybrid Event

In recent years, hybrid conferences have become increasingly popular due to their ability to accommodate in-person and virtual attendees. However, organizing a successful hybrid conference requires careful planning and execution to ensure a seamless experience for all participants. From our experience, we have noticed that planners often focus their time and resources on the in-person experience, neglecting the importance of the online audience. This checklist for hybrid events will help you create a better experience for the other half of your audience.

#1 Don't Forget the Virtual Audience; They Are Just as Important

When planning a hybrid conference, it's crucial to remember that the virtual audience is just as significant as the in-person attendees. You may miss opportunities by not putting equal effort into planning the online component. To create an inclusive experience for all participants, consider the following:

Provide equal access: Ensure the virtual audience has access to the same content, networking opportunities, and interactive elements as the in-person attendees. Use a suitable virtual event platform for live streaming, chat features, and Q&A sessions.

Engage virtual attendees: During the conference, actively engage virtual attendees by encouraging them to participate in polls, ask questions, and network with other attendees to create a sense of community and ensure their active involvement.

#2 Train Your Virtual Hosts on the Hybrid Event Platform You Choose

Comprehensive training on the chosen virtual event platform is essential to ensure a smooth experience for virtual hosts. After all, your virtual hosts are your brand ambassadors to your online audience. Create a training schedule for virtual hosts and AV personnel.

Familiarize hosts with platform features: Train hosts on how to navigate the virtual event platform effectively. They should be proficient in managing live streams, moderating chat rooms, and troubleshooting any technical issues that may arise.

Mock sessions: Organize mock sessions to help hosts practice their roles, become comfortable with the platform's features, and ensure a smooth virtual experience for attendees.

The AV team should be well-versed in operating audio and visual equipment, setting up live streams, managing lighting and sound, and troubleshooting technical issues promptly.

Coordination with virtual hosts:

Foster effective communication and coordination between the AV team and virtual hosts to ensure smooth transitions between in-person and virtual conference segments.

Tech check, tech check, tech check:

Do a dressed rehearsal and triple-check all audio and visual feeds. There is nothing worse than scrambling the day of the event.

#4 Have an Equipment List

A comprehensive equipment list is essential for the professional production quality of your hybrid event. Take into account the following:

Camera and audio equipment:

Invest in high-quality cameras and audio equipment to capture in-person sessions accurately, enhancing the virtual attendees' experience and engagement. Some events may need an audio mixer and video feed switch systems. Ensure you have all the proper cables and battery backups.

Reliable Internet connection:

A stable, high-speed Internet connection is crucial for live streaming and seamless communication between in-person and virtual participants.

#5 Train Your Audience on the Platform

Adequate virtual event platform training is crucial for in-person and virtual attendees to maximize engagement and participation. Please consider:

Pre-event orientation:

Offer pre-event orientation sessions to help attendees become familiar with the platform's features and reduce technical difficulties during the conference.

Support resources:

Create user-friendly guides or videos that explain how to navigate the virtual event platform. Make these resources easily accessible so attendees can refer to them whenever needed.

#3 Train Your AV Team Well

The success of a hybrid event heavily relies on the Audio-Visual (AV) team's expertise. Ensure they receive adequate training to handle the technical aspects of the event. Consider the following:

Technical proficiency:

Networking opportunities:

Create virtual networking spaces where in-person and virtual attendees can connect. Provide discussion forums or networking sessions to foster meaningful interactions.

Remote speakers:

Broadcast speakers who cannot attend the conference in person onto a large screen at the event. Allow in-person and online participants to interact via the chosen event app.

#7 Record and Repurpose Sessions

Recording hybrid event sessions allows you to extend the value of your event beyond its live duration. Consider the following:

Increased Access:

Record all conference sessions, including keynotes, panels, and breakouts, for virtual attendees to access later.

Repurpose content:

Repurpose recorded event sessions into bite-sized videos, podcasts, or blog posts to extend your reach and provide valuable content for non-attendees.

#8 Focus on Analytics

Analyzing attendee data can provide valuable insights into attendee engagement and preferences. Consider the following:

Track attendance metrics:

Monitor attendance rates for both in-person and virtual sessions to evaluate participant engagement levels.

Analyze interaction data:

Utilize platform analytics to assess attendee participation in chat rooms, Q&A sessions, and polls. This data can help you identify areas where you can improve engagement.

#6 Plan for Two-Way Interaction

One of the key advantages of a hybrid event is the ability to facilitate interaction between in-person and virtual attendees. Consider the following strategies:

Live Q&A sessions:

Allocate dedicated time during sessions for in-person and virtual attendees to ask questions. Utilize chat features or dedicated Q&A functions to manage and prioritize questions effectively.

Evergreen Content:

Create on-demand content such as blog posts, e-books, or webinars based on key themes or presentations from your conference to establish your organization as a thought leader. You may have opportunities to monetize the content as well.

SEO:

Use relevant keywords, meta descriptions, and backlinks when creating post-conference content to boost organic traffic to your website.

#10 Share GHG Reductions with Your Live Audience and Thank Them

A hybrid event offers environmental benefits by reducing greenhouse gas emissions associated with travel. Acknowledge your in-person attendees' contribution towards sustainability by sharing these reductions. Consider the following:

Highlight sustainability efforts:

Inform your live audience about the positive environmental impact of their participation in a hybrid conference. Share statistics on reduced carbon emissions and emphasize their role in creating a more sustainable event.

Express gratitude:

Please take this opportunity to thank your in-person attendees for their support and commitment to attending your hybrid conference. A simple thank you can go a long way in fostering attendee loyalty.

#11 Don't Forget Signed Releases

Signed Releases:

If your content will be recorded and redistributed in any way (including replays), do not forget to get signed releases for everyone on camera so you can legally share your content.

#12 Ensure Your MOU Covers All the Details of the Virtual Component

Responsibilities in MOU:

Who is your online team? Who are your virtual hosts? Who will operate the sound and cameras? Who will ensure you have all the right equipment? Who is responsible for training hosts and AV personnel, scheduling training sessions, supplying equipment, etc.? Ensure the event organizer or promoter includes all these details in your MOU.

Conclusion

In conclusion, the success of a hybrid event lies in meticulous planning and execution, with a balanced approach catering to both virtual and in-person attendees. Leveraging analytics can make a significant difference in improving engagement and participation levels. By focusing on evergreen content creation and SEO, you can help your clients establish themselves as thought leaders and enhance their brand visibility.

Acknowledging the sustainability benefits of hybrid events and expressing gratitude to attendees for contributing to a greener planet adds an element of responsibility and goodwill. Moreover, it is essential to ensure legal aspects like signed releases are taken care of and all details regarding the virtual components are covered in the MOU.

By implementing these steps, organizers can create a comprehensive, inclusive, and engaging event experience for all participants. This approach ensures the smooth functioning of the conference and paves the way for long-term growth and industry leadership for the organization.

#9 Think Evergreen Content, Thought Leadership, Brand Building & SEO

A hybrid event presents an opportunity to create valuable evergreen content that can boost thought leadership and brand-building efforts. Consider the following: