The events industry has faced unmatched challenges ever since the pandemic began. The way we perceive the idea of hosting events has changed, and this situation is not getting back to normal anytime soon. However, event planners successfully combated these challenges and came with the concept of virtual and hybrid events. The event industry has now blended with advanced technology, giving more prevalence to Event Technology.
For people planning to host events for their organizations in the present world, terms like Hybrid events or Virtual events are the first ones to come into their minds. But while the event industry has shifted online, the need for efficient event planning still prevails. The question is, how do you plan a successful Hybrid event in the current challenging times? Before exploring the answer, let’s understand the essence of a Hybrid Event.
What is a Hybrid Event?
A hybrid event is any event that brings together the traditional and advanced format of hosting events, i.e., physical and virtual events. It is when the event takes place physically but is also broadcasted on a virtual event platform at the same time. A hybrid event involves improvised strategic planning and production of the event as it should be equally engaging for remote attendees as for the in-person attendees.
The pandemic has paved the way for Hybrid Events to gain more and more importance in modern event hosting techniques. However, hosting the event successfully and efficiently remains equally significant.
So let’s explore some ways to make the most out of your Hybrid Event.
Following are the Top 5 Factors You Should Keep in Mind to Plan, Produce, and Profit from a Hybrid Event.
1) Strategize and Produce Valuable Content
Be it on a virtual platform or a physical venue, the content you present is always the king! It has many different functions that help you accomplish the goal of your hybrid event. From interacting with the attendees the right way to keeping them engaged, the content fulfills all the significant requirements of any event.
Your content has to be so many things, but most importantly, it has to be interactive and engaging, as that is what makes your event successful. To plan a profitable Hybrid Event, you need to first plan and strategize the content you want to present in both the physical venue as well as on the virtual event platform. Whether it’s the words being said on the live talk session or the media that appear on the venue/platform, everything is a part of the content that needs to be strategized according to the event theme and target audience. This element is not only a significant part of planning or producing but also helps you in executing a profitable hybrid event.
Sponsorship is one of the key elements that help you in hosting a successful event. It facilitates you with a greater opportunity to engage with your audience as tools like sponsored swag bags or sponsored meals motivate your attendees to interact in your Hybrid Event. There are multiple ways in which you can put your sponsors in front of both your in-person and remote attendees.
Begin by bringing on board the industry-related sponsors with high brand value so, this also benefits you with an augmented reach of your event. Next, produce effective sponsored sessions and content that is to be branded in your event. You can also add elements like sponsored booths to provide your virtual attendees with more reasons to engage. This element will not only minimize your expenses but also maximize your revenue.
Be it in-person attendees or virtual ones, all of them have networking expectations. Generating leads or expanding contacts is always on the checklist of every participant. This element is not only beneficial for the attendees but for you too because, the more your attendees communicate or engage, the more impressions you receive as an organizer. This will enhance the user experience for most of your participants, leading to a good event experience too. With each step your attendees take in the process of networking, the success of your Hybrid event gets upgraded. Therefore, work efficiently on the planning and production of networking tools for both your physical venue and the online event platform. The more your participant’s network, the more profitable results you get.
4) Interactivity and Engagement
As every other element somehow relates to planning more interactive and engaging tools, we might as well understand their importance separately. Why is it so significant to make your Hybrid Event extra interactive and engaging? It is so because as we shift to virtual platforms, meeting your attendee’s expectations becomes a difficult task. However, your attendee’s satisfaction is what brings value to your event as well as your business. Even if it’s about monetary profits or long-term goodwill, you can’t succeed with anything if it’s not for your attendees or customers. So, when planning a Hybrid Event, make sure you add components that make your event more interactive and engaging. Producing an engaging event will automatically improvise your organization’s both short and long-term ROI prospects.
5) Choosing the Right Platform
Once the process of planning and strategizing for all the other elements is done, the next step is to work on production and execution. And, to move ahead, choosing the right virtual event platform is very significant. In simple words, all your hard work can go to drain if the virtual platform fails to execute your event according to the requirements. Even this element of hosting a hybrid event requires separate planning. You need to analyze your requirements of all the tools to further check if the event platform is providing you with those facilities or not. Make a list of all the requirements and confirm with the event platform provider if their platform can render you with all the important tools or not.
This element is extremely significant as if the online event platform fails to integrate tools and provide a good virtual event experience to your attendees, the hybrid event can go downhill. Efficient virtual event platforms facilitate the attendees with the best networking, sponsorship, and engaging opportunities. Dreamcast also gives its audience the option to schedule meetings according to their time slot preferences before or after the event and also the excellent AI matchmaking tool to elevate the networking experience. Book a demo with Dreamcast now to ensure the success of your Hybrid Event!