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Your Guide to Planning Successful Hybrid Events

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It’s 2021, virtual events are here to stay but the events industry is more than ready to go back to live. What’s the solution?

Enter the exciting new era of hybrid events. There is more opportunity than ever before for event organizers to reach new audiences and expand the impact of their events. Hybrid also brings the opportunity for meeting and event organizers to not only think outside the box but lose the box entirely.

 

 

We’ve created a comprehensive guide to walk you through everything you need to know about hybrid.

 

how to plan successful hybrid events ebook

 

Here’s a sneak peek into everything our guide covers:

1. How to define a hybrid event

2. Setting your hybrid goals

3. Developing your strategy and timeline

4. Selecting your hybrid venue

5. Hybrid event technology selection

6. Pre-arrival communication

7. Food and beverage

8. Hybrid content delivery

9. Hybrid event execution

10. Engaging your hybrid audience

11. Measuring your hybrid event’s impact

 

How do we define a hybrid event?

A hybrid event is a conference, seminar, workshop, tradeshow, festival or other meeting that combines a “live” in-person event with a “virtual” online component. Some planners view hybrid as 2 separate events happening simultaneously, but we believe what makes an event truly hybrid is a common goal and connective, unified audience experience.

 

Setting Your Hybrid Goals

The first and most important step when planning a hybrid event (or any event) is engage in goal setting. Ask yourself, “What do I want to accomplish with my hybrid event?”

 

 

Developing your strategy and timeline

When planning an event experience for two distinct audiences (in-person and virtual), developing a comprehensive plan and timeline is mission critical.

 

 

Selecting your Hybrid Venue

To select the right location for your hybrid meeting, factors like number of attendees, capacity, location, service level and cost are still important considerations. Additionally, you should inquire about whether or not the venue has experience in hosting any recent hybrid events.

 

 

Hybrid Event Technology Selection

A critical decision when planning a hybrid meeting or event is selecting your hybrid event technology. Choosing the right platform and partner is just as important as the selection of the venue itself.

 

 

Pre-Arrival Communication

Communicating with your in-person and virtual attendees before the event or meeting is important to create enthusiasm and educate about the upcoming experience. For virtual attendees, this communication serves to familiarize them with the event microsite, learn about the agenda, presentation topics, and more.

 

 

Other topics when planning your hybrid event:

 

Download the full guide to gain access to our full suite of tips and tricks around planning your next hybrid event.

 

Guide to successful hybrid events ebook

 

In addition, check out our other hybrid resources

The Benefits of Hybrid Events – Read Now

How Seat Selection Empowered In-Person Attendees to Find Their Safe Place – Read Now 

Event Tech for Safer Events – Read Now