A guide to creating hybrid events in 2022 (with Examples) |
At one time when we used to on-site events ... until COVID-19 struck. Many businesses and event creators struggling to re-design their events online.
Although virtual events offer a variety of benefits, many attendees still think that they're missing the most important element of face-to-face interaction. It's true that trying to recreate every element of a physical occasion in a digital environment simply doesn't work that effectively.
The solution? HYBRID EVENTS!
Hybrid-style events integrate in-person and virtual experiences, provide attendees and creators with an array of options, which can easily be repurposed into different types of events. How cool is that?
Let's explore how you can create an awesome multi-faceted event.
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What exactly is the definition of a hybrid event?
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11 tips for creating amazing hybrid events
1. Choose your preferred mixture
2. Use virtual to promote in-person
3. Bring your live members virtual
4. Bring your virtual members live
5. Find plenty of networking space
6. Create discussion questions in the community
7. Maintain the spirit following
8. Give more options of content
What exactly is a hybrid event?
The first thing to do is. An event that is hybrid allows attendees to join your event online or in person, or some combination of both. This truly gives an ideal blend of both.
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The benefits of hybrid events
Let's take a look at the advantages of hybrid events and how it could be the ideal alternative for your guests!
Easy
Now more than ever is it easy to hold events that are hybrid due to advances in technology. Hybrid platforms allow event planners the capability to create and organize incredible events that connect through software. The most effective hybrid platforms are equipped with innovative features to create an event that has both in-person as well as virtual events seamlessly.
Flexibility
If you are hosting an event that is hybrid there is room for customization. It is possible to provide attendees with an entirely new experience personalized to your preference. There are many hybrid event platforms that offer numerous ways to interact with attendees and give them more freedom in how they want to engage, such as via online communications, such as voice chat, Q&As, surveys, polls, and much more.
Hybrid events are convenient for everyone because they give participants a choice of how they show up. For example, even for people who arrive in person, a hybrid event lets them leave the venue for a while but still be able to interact on the internet.
for those who frequently travel, have hectic schedules, or can't afford to attend the event live, it gives them the opportunity to attend virtually.
Price
In terms of the flexibility of hybrid events, they also allow you to be flexible with your pricing. For example, you can offer a $100 fee for people who attend in-person and $20 for virtual attendees. Of course, there's a cap for how many tickets you can sell to the public at a live event due to limit on capacity at the venue, but it is still possible to offer unlimited tickets to the online part.
Essentially, you can sell two products for the same event! It is possible to offer packages and bundles (e.g. you can purchase four tickets for the cost of three tickets, or, if people purchase an electronic product along with a ticket for the event, they will have access to your online community free) You have the possibility of unlimited possibilities!
Keep the connection alive
The connections and energy don't have to stop after the event has ended. The event brought together people who were ecstatic about your event. It was a truly memorable one.
How can you keep these connections alive with an online community? A community can help users maintain their connections as well as form new ones. It can provide them with new opportunities (both personal and professional). Members can communicate with one another, your content, and with your company. Additionally they'll be first to hear about the next time you'll be hosting an event, and can be excited!
can be recorded
Even if registrants can't go to your event due to unwell, have to stay late at work, or they decided to relax after a long work week It's still possible to offer them the chance to enjoy your celebration.
Thanks to powerful hybrid platforms for events it is easy to create a video of your event and grant participants access. So, they are able to rewatch the event on their own schedule.
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11 ways to make amazing hybrid events
We've now gone over the reason why hybrid events are advantageous, let's look at how to actually build one!
1. Decide on your blend
The initial decision to make is on how to actually blend the virtual and real-world aspects. Each individual experience excellent, but mix it together, giving all attendees the most enjoyable experience. For example, you can effectively combine virtual and in-person attendees during breakout sessions. Or, at the beginning of the event it is possible to have everyone in attendance (virtual as well as in-person) answer a poll.
Also, consider how your virtual guests can access, say, an in-person keynote speaker after they've given an address.
Facilitate engagement and connection to everyone. You don't want anyone feeling that they were handed the short end of the stick or not feeling that the event was meeting their requirements.
2. Use virtual to promote in-person
If you want to get the word out about your special event, then it is necessary to advertise it. Why not use your virtual website to advertise not just the web-based aspect of the event , but also the physical element? Make use of social media in your favor. Make content for the event using pictures, words, or video for promotional reasons. Use social media or even start a blog or YouTube channel to share your story to build your audience, and promote your event to the maximum number of people you are able to.
If your marketing the training course or ebook, a webinar, or even an event, if they like you and your perspective will be more inclined to buy whatever that you're offering them.
However, don't need to spend ALL your time and energy in social media. You don't need to have millions (or even thousands) of followers to promote your event hybrid. It doesn't require a celebrity like Oprah to get noticed. All you need is to generate an image and then make your followers excited!
Another method to promote on the internet is to create an online group. The power of being a part of a community as people are wired to it -- we're social creatures who crave connections.
The joy in the purpose, energy, and purpose feeling part of something bigger than you and working towards the same goal, gaining capabilities and improving, and also a safe space where people can feel vulnerable as they face difficulties and find solutions together. Communities can be a fantastic place to promote your hybrid event because your participants trust your organization (plus they're the primary supporter who is delighted by what you've got to offer ).
3. Bring your live members virtual
Did you remember how we discussed mixing the physical aspect of your business with the online component? Now is the moment to consider ways to get those who are in your living rooms to be engaged.
Maybe in between speakers You ask your present participants to respond to questions via live-streamed polling platforms (e.g. Slido). You can use questions as an way to break the ice (getting everybody warmed-up for the occasion), present them with some fun quizzes throughout the event and collect feedback following the event. The goal is to create interaction and dialogue between your guests and you.
While the event is taking place, you can also invite attendees in person to join chat online. That way, they can share their thoughts, connect to one another as virtual attendees, and answer any questions they ask in chat.
You can, of course, have part of your event held on the internet. It is possible that some guest presenters aren't able to attend to the event in person, and instead are able to present online. In this case, you might be able to host a guest presenter, interview, lecture as well as more, all via the internet!
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4. Live-stream your virtual members
Just as you want to get your in-person attendees on the internet, you'll want to do the opposite and get the virtual attendees online. This doesn't mean that you should get the members in person (because this would negate the purpose), but ensure they engage by engaging in live-streamed content, to make them feel as if they're part of the conversation!
How? Make use of live streaming to your advantage no matter if it's used in the context of main stage events, such as presentations, keynotes, or talks given by a person who is well-known. Livestreaming can also be used in smaller events like online workshops, discussions, breakout sessions, and webinars.
Similar to your actual attendees Virtual attendees are able to respond to questions and engage during live questions and answers that give you the chance to expand discussions and interactions. When you're an event planner is also crucial to ensure that the virtual participants have the same amount of weight and consideration throughout the meeting as the questions of in-person guests.
Consider having an emcee or host for your virtual audience to recap the most important moments and alert virtual attendees to the next event. You can even record and broadcast the excitement live so that viewers feel as if they're in the actual room.
5. Find plenty of networking space
Allow virtual attendees the possibility to meet with keynote speakers by ensuring that there's sufficient time for your speakers' agendas for them to connect with the audience.
Consider blocking off time throughout the event (and even add in time after) to be reserved to network. For this, consider having dedicated rooms (both in person as well as on the internet) to facilitate networking. You can even ask attendees to drop their name and job title, their Twitter handles and some other information about themselves in an online chat in order to create connections.
6. Make discussion topics in the community
In terms of having spaces where live and online members are able to interact, an ideal space to do this is within your online community! It's great for all attendees, whether they're in their home, or in the real world.
These are interesting questions you can pose to your guests:
- What's the challenge that you're facing right now?
- What constitutes an awesome result for you?
- What's your one-word concept for 2022?
- What motivates you the most?
- If you had the power to wave the magic wand of your choice and make an additional hour of your workday, what would you do with it?
- What's the most stunning spot you've visited?
- What achievement are you most proud of?
Based on interests of the members You can also establish different subgroups of your online community. It is also possible to use various types of content in order to draw members in these groups, like:
- Surveys (e.g. "What % of your day do you spend on being organized and re-evaluating your goals ?")
- Fill-in-the-blank questions (e.g. "The main reason I participate in networking is because of _____," or "I never go out without _ ")
- Use word-limits to ask questions. (e.g. "What's the first word that you want people to think of when they see your brand ?")
- Ask questions with time constraints (e.g. "Based upon what you've learned in the past at this event, what's one thing you're planning to do now?")
The key thing is to ask questions that will get your members thinking and engaged.
You can get this guide to 1,000 discussions questions free of charge in our Mighty Community!
7. Maintain the spirit even after
After the event ends You can keep the spirit alive! The energy, the excitement, the sharing, the energy and the fun can keep in the air. There's so much you can accomplish to keep the vitality of your community.
Here are some good examples to keep up the momentum:
- Create a spotlight for members -- this could be by way of a live interview of several members (panel panel discussion). In the case of a group of coaches they could be asked, "What's the most effective method to get new customers? ?"
- Have members write about their experience. You can invite members each week to share their thoughts and the things they have accomplished. Of course, your members are thrilled to hear from you, but they'll also be thrilled hearing stories from each other.
- Create a live event It could be an event, a demonstration, webinar, workshop, or thought direction.
- Create a weekly challenge.
- Host a book or podcast discussion day that is related to the interests of your community.
The benefit of keeping the hype is that you get to create excitement for your next virtual and hybrid occasions!
8. Give more content choices
Another method to keep your clients engaged is to provide various types of material. As long as they are familiar with your brand, it will be that it is much simpler to provide them with additional services and products down in the future.
Here are some ideas for what you can cost for:
- Members (great option to create community as well as an online platform for members to interact with each other)
- Video recordings
- Livestreams
- Discussion boards, blogs, polls, and surveys
- Digital downloads (PDFs, ebooks, audio files, customizable templates)
It is also possible to make your hybrid events into online courses, mastermind groups as well as other events. It is possible to use audio recordings of the sessions (e.g. speakers) as well as recordings of the tales and experiences of other attendees as well and turn it into valuable content that is chargeable separately.
There are a variety of options to diversify your content, and charging for the content. You can even offer members that attended your hybrid events a discounted rate on an online course or ebook. Be aware that this is a marathon, not a sprint. As you learn about the members you have, you are able to modify the content for them.
9. Determine your technology needs
Your hybrid event needs to run without any issues. It is essential to have the technology aspects in place (like video and audio streaming ).
Here's a listing of things to consider:
- Audio recording: ensure that the audio recorded is clear and crystal clear. Also, you need your video and audio recordings to sync up.
- Microphones Your attendees don't want to be straining to listen to what your guests are saying, so make sure your microphones are in good working order and are wired (whether they're on their own or hooked up).
- Quality of video: make sure you use equipment that has high resolution. Don't settle for low-quality video that is difficult to make out while you're streaming or recording your attendees.
- Apps for engagement (e.g. Slido) ensure that you include intuitive applications (this is crucial for those who may not be tech-savvy) that have rich interaction and features for engagement.
- Community apps (e.g. ) make sure that you've created a dedicated community space where attendees can go to interact with one another, tell their storiesand build relationships (before the event, throughout, and after the occasion).
- Ticketing: to track sign-ups it is possible to use registration software or ticketing program. This ensures that everything is all in one place.
10. Test, test and test
Once you figure out what technology and tools you need to host your event It's now time to test the equipment and apps! One of the last things you'd like to see to happen at your event is something (on the technical aspect) to go wrong, which could have been easily avoided.
We suggest that you do an experiment with your hybrid event a few days prior to the event to ensure all is in order and give you peace of mind. Make sure you have two attendees test one online and one in person. This way, you can be certain the video quality is up to the standards you expect, that the PowerPoint presentation that you designed is working, the attendees are able to use any app, and the audio quality is crisp -- you do not want your speakers to become muffled or worse, inaudible.
No matter what equipment you're using, be sure that the guests and you feel comfortable using it. That way, if there's a problem in the course of your event, you can easily solve the issue. Because you'll be pulled in numerous directions during the event's hybrid nature it's a good idea to consider enlisting help -- whether from friends or professionals (e.g. videographer) to make sure everything goes without a hitch and allow you to focus on the most important thing ... your attendees.
11. Choose your platform
The next step is to decide on the best platform to use. Let's look at 4 options quick.
is an all-in-one platform that gives creators an extensive range of native features as well as tools for creating captivating and engaging content. It provides excellent online course choices that seamlessly integrate with memberships, communities as well as hybrid and virtual events.
Here are some other benefits to choosing for your hybrid event:
- Make simple-to-use RSVP announcements.
- Create interactive discussions boards, polls as well as Q&As.
- Write articles, live stream from Your Mighty Network, and post recorded videos.
- Send direct messages to the attendees. Set up reminders, so that nobody misses the deadline for anything.
- The ability to connect is always available via a robust native mobile application (available on Android as well as iOS). Ideal for those making use of the app to complement their personal experience in person or for their primary method to participate in a full digital experience. There won't be any compromises in high-quality.
An HTML0 Mighty Network offers the best of both worlds by combining information and connectivity for your hybrid event with the possibility of expanding your event to a flourishing member-based site, community, series of online courses, and even more!
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Accelevents
Accelevents is an event management platform featuring robust functions where you can host your hybrid events. It's a reasonably priced solution (their starting pack to host a single event costs 500 dollars per event or unlimited events at $125/month, which is billed annually) designed for mid- to large-sized enterprises.
Accelevents allows businesses to embed live streaming, provide an immersive live polling feature and Q&As, and build interactive booths at exposgreat to auction.
While this event platform advertises its capacity to create connections among attendees with extravagant features such as AI-based matchmaking but there's really no way for attendees to stay connected after the event is finished.
Hopin
While this platform for hybrid events has only been developed in the last few years, it's a good alternative for the fresh and price-conscious planner who would like to offer the traditional conference experience. Through Hopin, organizers can create different types of tickets, make use of Hopin's central registration system that is available for both online and in-person attendees, and take advantage of their tools for marketing via email. Hopin offers plenty of opportunities for attendees to meet during the gathering (connection tools, roundtables virtual, break-out sessions for groups, and more ).
Hopin is focused on replicating the experience of an in-person event, so it's losing many of the elements that make the virtual experience unique. While the platform costs a reasonable amount, they retain a percentage of the ticket's commissions (even for their "starter" pack , they pay an additional 7% of commissions on top of charging $99/month billed annually ).
If you'd like to see if you can host a hybrid event, they offer a free trial (although it is important to note that the event length is limited to 2 hours ). You will receive 100 registrants in addition to 15% of ticket commission).
vFairs
vFairs is an extremely powerful hybrid event platform catered to large corporations and universities to hold workshops, conferences as well as trade fairs and more. This platform allows you to live stream live footage from the event to your web-based audience, has an immersive virtual venue, and allows you to connect in-person and virtual attendees with text chat as well as audio/video conferences. vFairs offers an app for mobile devices where participants can check-in to the event, interact with other attendees, and engage with exhibitor booths.
What vFairs is not quite as user-friendly is their experience. Users report that this platform has limited flexibility for customization and integrations aren't as seamless.
In general the hybrid platform can be useful for companies with a large number of employees.
Hybrid event examples
After we've gone over the basics of hosting a hybrid gathering Let's glance at some of the examples! These two examples initially focused on events in person prior to the outbreak, shifted to online the course of and are currently offering a hybrid experience.
The Outwild Hub
The Outwild Hub is a social network which has a monthly membership that is paid and event series for individuals who wish to make outdoors an integral part of their life. The Outwild Hub has an online community, as well as online and offline activities.
- What they have to offer: Outwild Hub members get access to the Outwild Hub online community, as well as an annual speaker series, workshops series, as well as early access to in-person events. The Outwild Hub also hosts online events (community gatherings, workshops, keynote presentations). They effortlessly connect events in person online by offering recordings of the presentation.
- Who should join: anyone who is interested in spending more time outside, but just not sure what to do. This is for people who wish to make significant changes in their lives. The community also assists people who relocated during the epidemic to make new friends and enjoy the great outdoor space together.
Within the Cut
In the Cut It is an online community that is open to BIPOC designers who are looking to make it into the TV and film industries (just like the show's host Rae Benjamin, had gone from full-time graphic designer , to becoming a script coordinator for "The Witcher").
-What they offer: a Free online community for screenwriters in the process of becoming screenwriters are able to network, learn about jobs or mentorship opportunities and receive advice and tips for filmmaking. It's a space where creatives gather to create virtual mock writers' rooms. The site also allows users to have all-year access to webinar replays (for an additional fee), online courses, and even in-person writing retreats.
-Who should join: BIPOC creatives who want to work as a screenwriter Hollywood. Those who have been able to find entry-level employment however aren't sure of how to make the transition to a better paying career. The events are authentic and open to let people understand the industry of entertainment.
Conclusion
We hope you're feeling inspired and ready to run an event with a hybrid that works after you've learned the advantages of hybrid events as well as how to run one, and the essentials will be required to succeed.
What do you really need ... while we covered several event platforms, provides the perfect balance of costs, customisation and functions for online and in-person attendees. You can try it for free!
Start building your event community today!