What You Need to Know About Hybrid Events in 2021

1. What You Need to Know About Hybrid Events in 2021 https://www.thepromoapp.com/

2. Hybrid events certainly aren’t new, but they have been growing in popularity. Thanks to the pandemic, event organizers have turned to new ways of hosting. With online events dominating the first half of 2020, the Fall brought some sense of normality. This didn’t mean that full-blown in-person events were back however, as many were still cautious.  Due to this, hybrid virtual events have become a happy medium. If attendees are either concerned about their health, or are unable to travel due to restrictions in their state, they can tune in online. Hybrid events also have various additional benefits, including reaching a wider audience.  Planning a hybrid event in 2021, but not sure where to start? Read on for six things to consider while planning your hybrid meetings and events. 

3. 1. Your Content Should Be Engaging

4. Now that you are speaking to both a virtual and in-person audience, your content needs to adapt. A typical setting for a hybrid virtual event consists of a live audience engaging with a speaker, or panel, and virtual attendees signing in. You should have more engaging content than a virtual or in-person event, as you’re trying to captivate two different audiences at once. Your speakers or panelists should also be aware of this fact. When speaking to the audience, they need to use inclusive words that make both audiences feel heard and spoken to. When asking questions to the audiences, they need to specify that both virtual and in-person attendees can respond and give their input. 

5. 2. Reach a Wider Audience With Your Hybrid Events One of the greatest benefits of hybrid events is that you can reach a whole new audience. While marketing your event, it is of course important to prioritize your primary target audience. But with the added benefit of the internet, you should be marketing to your potential audience too. Be it through social media or Google ads, bear in mind that you now have opened the door to a whole new base. Your attendees can tune in from anywhere and still feel like they are there in person. 

6. 3. Have a Safety Protocol in Place for in-Person Attendees While we are moving towards a safer future with vaccines, the pandemic is not yet over. It is still important to create a space that is as safe as possible. Before the event, make sure your attendees know which protocols will be put in place. State whether they need to wear a mask, or if they will be screened on entry.  Additionally, put signage up around your event to make sure people are aware of the health and safety guidelines. Hand sanitizing stations should also be available around the venue. Where possible, implement social distancing practices. 

7. 4. Get Creative With Your Sponsors for Hybrid Events

8. Now that you have attendees both in person and virtually, your sponsorship branding should reflect that. Having a few banners up at the venue won’t be enough. You need to ensure that you deliver on your sponsor’s messaging requirements. Think beyond branded bars and stationery – people at home won’t be able to engage with that. For your virtual audience, you need to include online advertising.  • Depending on the virtual event platform you use, look at the options you have for customization. Ideas you could use for virtual branding include: • Banner ads on your website before, during and after the event • Branding on your virtual event platform • Branded breakaway rooms during the event  • Giveaways for virtual attendees only 

9. Virtual advertising or branding can also be significantly cheaper than physical banners or swag. This should be seen as an opportunity to onboard more sponsors, who couldn’t afford a package before. You can offer online-only sponsorship packages. This will bring in more revenue for your event, and add more credibility to your event.

10. 5. Adapt the Experience for Online and in-Person Attendees  While your content should be engaging, it should also be adapted to both audiences. For example, your in-person attendee has the benefit of putting up their hand to ask a question. To make the same possible for your virtual attendees, allow them to ask questions too. You can do this through comments sections on your virtual event platform, or the option to raise hands. This is available on many platforms now, including Zoom and Google Meet.  Another way to adapt the experience is by doing giveaways both online and in-person. It gives both audiences the feeling that they are at the same event. You can also facilitate networking that would generally take place in person. Consider installing iPads or pods around your venue where people can have breakaway sessions. This allows people attending in person to chat with those signed in virtually. 

11. 6. Don’t Forget About Surveys in Hybrid Events

12. An underrated tool is the use of surveys. Sending your attendees surveys after your hybrid events is a great way to improve your offering. Depending on how much time you have, you should be sending out two separate surveys – one for the live audience and one for virtual attendees.  You need to make sure that the experience you tailored for each audience reaches its goals. Include questions that help you answer whether you achieved your goals or not. In addition to quantitative questions, ask qualitative ones as well. Give your attendees the opportunity to provide their opinions. You should also encourage them to provide suggestions on how to improve. Questions you can ask include:

13. What do you think about the way the virtual breakaway rooms were set up? • What would you like to see at the next event? • How did you think the speakers engaged with the virtual attendees? • What would you improve about the hybrid breakaway rooms?  These six tips can be used as a basis for planning your upcoming hybrid events. You can of course use whichever applies best to your events, and add more elements where necessary. As you host more of these, you will see the benefits of hybrid events. By improving as you go, you stand a better chance of retaining not only your attendees, but your sponsors too. 

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