So much has changed in the events industry in the past few years. Globalization and a need for more refined technology have shaped the latest innovations. But perhaps one of the most significant changes has been the switch to hybrid events.
In the past, scientific organizations would host large conferences over several days at a specific venue. While traditional conferences provide valuable opportunities for networking and collaboration, incorporating virtual components adds a world of possibilities for increased reach and inclusivity.
What Is a Hybrid Event?
Hybrid events combine elements of both in-person and virtual gatherings. And this is what makes it such an attractive format for organizers. By leveraging the proximity of in-person events and the extended reach of the virtual component, organizers can offer the best of both worlds and give attendees the choice to enjoy the event in their preferred format.
Setting Goals and Objectives
But before planning an event, you need to know if hybrid is the best format. Now ask yourself: what do you want to achieve from this hybrid meeting? Whether your objective is expanding audience reach, increasing attendee engagement, or reducing costs, these goals should be clear and measurable.
Keep in mind the unique characteristics of the format as well. If one of your goals is to promote networking to foster collaboration among attendees, remote participants might not feel included in onsite conversations. Include virtual networking opportunities to engage both in-person and remote attendees.
So why go for a hybrid format after all? Let’s explore some of the benefits that hybrid events offer compared to onsite ones:
Benefits of Hybrid Meetings
Increased Audience Reach
All your remote attendees need is an internet connection and a device to access the streaming. Imagine all the time – and money – saved compared to having to fly to the venue, book accommodation, take days off from work, etc.
Physicians and researchers are busy people, so they will surely appreciate all these accommodations to enjoy the event content at their own pace from the comfort of their homes. They can even listen to on-demand sessions like a podcast while they commute to work; talk about multitasking!
The point is that people appreciate the freedom to choose when to consume the content, especially those in a different time zone. So why not turn your onsite event into hybrid? You attract more attendees, and those attendees can enjoy the meeting content however they wish; it’s a win-win situation.
Enhanced Attendee Engagement
Organizers do not want to bore their audience; just sitting and listening to the speakers isn’t always an engaging way to learn. That’s where event technology comes into play: it offers many possibilities to keep your attendees engaged.
Live polls, Q&A sessions, or virtual networking rooms can be used during your event to create an interactive environment. The best part? It’s easy for remote attendees to join; no need to miss the fun. Attendees will appreciate the interactivity during these long sessions and will focus better. As for organizers, you can gauge the audience’s knowledge about specific topics and gain helpful insights for future meetings.
Extended Event Lifespan
Most scientific events are a few days, a week maximum – but organizers can continue to leverage event content after the conference to extend the event lifespan.
Record sessions and make them available on-demand. Remember when we mentioned that attendees love flexibility? This is your chance to offer them all your event content at their disposal to view as they prefer.
Think about going to the cinema or watching a movie at home. The cinema offers a few daily showtimes for your film of choice. Plus, you need to drive there and sit down with other watchers who might be loud or eating during the film. However, watching at home means you can start the movie whenever you feel like it, stop it whenever you want, and even grab some snacks!
The same goes for your event. While attendees may be more engaged while attending sessions in real-time since it’s easier to ask questions of the presenters, offering the content on-demand brings in extra individuals who might not have been able to make it to the onsite presentation.
Furthermore, on-demand content gives organizers extra information about attendee behavior and preferences. Use it to segment your audience and invite them to future events.
Cost-Effectiveness
Virtual components reduce costs associated with travel, accommodation, and venue rental. While organizers still need to invest in software and staff, the total cost is lower than an onsite-only meeting.
Also, new opportunities like offering content on-demand might bring in more attendees. This means more money for the organization, so any extra costs regarding the hybrid part of the event are easily covered.
Data Analytics and Reporting
One of the main benefits of using event software is leveraging its features to track attendee behavior. Analyze session attendance, engagement levels, and conversion rates.
As an organizer, this information is imperative to tailor future events to your audience’s needs. Use it to your advantage!
Planning Your Hybrid Meeting
Once you have clear goals, start planning your event. Now, if you’ve never hosted a hybrid – or virtual – event before, you might not be familiar with the features to look for in a software provider.
The right features depend on your goals, meeting format, and budget. But there are some key attributes that every reliable software provider must offer to guarantee a successful event experience:
- Content collection
- Speaker management tools
- Communication system
- Live streaming options
- Interactivity tools
- Robust analytics
Now, there are almost as many event software providers as fish in the sea! So take your time to research and choose wisely. The safe option is going with an experienced provider such as CTI Meeting Technology. Explore our meeting solutions!
Choosing a Venue
For the in-person segments, select a venue that aligns with the event’s theme and safety protocols. Consider hybrid-friendly spaces equipped with high-speed internet and AV facilities. Some of your attendees might want to join the sessions online even if they are at the venue, so make sure your internet provider can support many people being connected without lags.
Integrating Virtual and Physical Components
Design a cohesive experience. In-person and remote attendees should feel that they are attending the same event. Ensure consistent branding and seamless transitions for an enjoyable experience.
Thankfully, using a reliable software provider makes this step a breeze. Quality meeting platforms have visual customization options so the virtual platform can reflect organization branding and venue signage.
Software Solutions for Hybrid Meetings
One of the crucial aspects of hosting the perfect hybrid event is leveraging the right software solutions.
- Virtual Event Platforms: Choose a platform that offers a customizable and user-friendly interface. You want to make the experience enjoyable for both organizers and attendees.
- Streaming Services: Partner with reliable streaming providers for high-quality live broadcasts. Test and research backup options beforehand to be ready on conference day.
- Interactivity Tools: Encourage audience participation and facilitate discussions with chat features, live polls, and Q&A sessions.
- Registration and Ticketing Platforms: Offer tiered ticket options for in-person and virtual attendees. Make the registration portal easy and user-friendly for a better experience.
- Data Analytics: Track attendee engagement, session popularity, and conversion rates. Export these results and analyze them to improve future events.
This sounds great, but relying on multiple providers for different parts of your event can quickly become confusing and inefficient. If you can, choose a software provider that offers all the features you need for your hybrid event.
Execution and Management
Selecting the right software provider is pivotal in planning a successful hybrid event. Time to get familiar with this new technology and test different scenarios before the actual event.
Technical Rehearsals
Conduct thorough technical rehearsals. These rehearsals serve as a critical step to ensure smooth execution on the day of the meeting:
- Virtual Rehearsals:
- Test all virtual components, including streaming platforms, interactive tools, and virtual networking features.
- Verify the stability of your internet connection and establish backup options.
- Run through presentations, ensuring seamless transitions between speakers and sessions.
- Address any technical glitches promptly.
- Onsite Rehearsals:
- For physical segments, organize onsite rehearsals at the event venue.
- Test audiovisual equipment, lighting, and stage setup.
- Confirm that all physical components align with the virtual experience.
- Train staff members on their roles during the event.
Organizers must have onsite and virtual support teams to assist with the rehearsals and address any issues that might arise during the meeting.
Clearly communicate all event-related information to participants beforehand. Include safety guidelines, event program, and login instructions for virtual attendees. Additionally, you can utilize social media channels to create buzz and share details about the upcoming event. The virtual platform or event apps can also provide real-time updates during the event.
Post-Event Analysis and Follow-Up
Your event doesn’t end with the last session! Post-event activities are essential for continuous improvement:
- Collecting Feedback:
- Send out post-event surveys to both in-person and virtual attendees.
- Ask about their overall experience, session relevance, and satisfaction.
- Use feedback to refine future events.
- Analyzing Performance Metrics:
- Leverage data analytics tools to assess event success.
- Measure engagement levels, attendance rates, and interaction patterns.
- Identify areas for enhancement.
- Follow-Up Communication and Engagement:
- Express gratitude to participants for their involvement.
- Share recorded sessions and additional resources.
- Foster ongoing connections through newsletters, webinars, or virtual meetups.
Wrapping Up…
Hosting a successful hybrid event is not easy. It requires meticulous planning, robust event technology, and seamless execution. We understand how daunting the hybrid format can be, especially when it’s done for the first time!
However, scientific organizations are always looking for ways to spread their message further, and hybrid events are the perfect opportunity to do it! This format allows you to reach a wider audience, enhance engagement, and gather valuable insights.
Remember, the future of the events industry lies in the ability to seamlessly integrate physical and virtual aspects. Stay innovative, and you will be able to host memorable events that leave a lasting impression.
We hope this guide gave you some helpful insights about the nitty gritty of hybrid meetings. But if this is your first time hosting a hybrid event – or if you’re looking for event technology that adapts to your needs – check out our solutions.
