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How can you use virtual and hybrid events to improve your conference?

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The pandemic has disrupted the conference industry, but it has also opened new opportunities for event planners to leverage virtual and hybrid events. Virtual events are online-only, while hybrid events combine online and physical elements. Both types of events can help you improve your conference by reaching a wider audience, enhancing engagement, reducing costs, and increasing flexibility. Here are some tips on how to use virtual and hybrid events to improve your conference.

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1 Choose the right platform

The platform you use for your virtual or hybrid event is crucial for its success. You need a platform that is reliable, secure, easy to use, and offers features that suit your goals and audience. Some of the features you might look for are live streaming, video on demand, chat, polls, Q&A, networking, gamification, analytics, and integration with other tools. Do your research and compare different options before you decide.

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Stephane MIRA Concepteur Rédacteur Event Freelance AI Centric

? Consultant Concepteur Rédacteur en événementiel Freelance AI Centric pour événements en Présentiel ou Digital | Formateur IA et Event pour Pros | Intervenant INSEEC, ISEFAC et EFAP #eventprofs
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L'intégration d'événements virtuels et hybrides dans les conférences est essentielle pour augmenter leur portée. Le choix judicieux d'une plateforme est crucial, nécessitant une solution qui facilite l'accès, favorise l'interaction en temps réel, et assure la sécurité des données. Les critères de sélection incluent l'intuitivité de l'interface, la qualité du streaming, la compatibilité avec divers appareils, et les fonctionnalités de collaboration. Une plateforme adaptée permet d'offrir une expérience enrichissante aux participants, en brisant les limites géographiques et en répondant efficacement aux besoins de communication et d'interaction de l'audience.

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2 Design an interactive agenda

One of the challenges of virtual and hybrid events is keeping the attendees engaged and attentive. You need to design an agenda that is interactive, dynamic, and relevant. Avoid long and boring sessions that can cause fatigue and distraction. Instead, use a variety of formats, such as keynote speeches, panel discussions, workshops, breakout sessions, and demos. Encourage participation and feedback from the attendees by using chat, polls, Q&A, and gamification. Also, make sure to include breaks, entertainment, and networking opportunities in your agenda.

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Ever Ruiz

Upgrading AV from Necessary Evil to "Good Thing We Have That" | Harnessing Strategy & Creativity for Maximum Production Value & Impact
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Connect virtual attendees with each other! Have breakout sessions where people can interact, learn from each other and collaborate around the topics that they're interested in.

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3 Promote and communicate your event

To attract and retain attendees, you need to promote and communicate your event effectively. Use multiple channels, such as email, social media, website, blog, and podcasts, to spread the word about your event and its benefits. Create a compelling landing page that showcases your speakers, agenda, and value proposition. Send reminders and updates to your registrants and keep them informed about the logistics, platform, and agenda of your event. Also, create a hashtag and encourage your attendees to share their experiences and feedback on social media.

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Elizaveta Ponomarenko

Head of Events | Hospitality Expert | Fashion | Luxury | Festival’s producer | Global MBA Candidate
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Provide on-demand access to conference sessions and content for virtual attendees who may be in different time zones or have scheduling conflicts. Allow attendees to customize their conference experience by choosing which sessions to attend live and which ones to watch later.

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4 Train and support your speakers and staff

Your speakers and staff are the key to delivering a successful virtual or hybrid event. You need to train and support them to ensure they are comfortable and confident with the technology, the format, and the expectations of your event. Provide them with clear guidelines, best practices, and tips on how to prepare and present their sessions. Conduct rehearsals and test runs to check the sound, video, and connection quality. Have a backup plan and a technical support team ready to handle any issues or glitches.

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5 Measure and evaluate your event

After your event is over, you need to measure and evaluate its performance and impact. You need to collect and analyze data on various metrics, such as attendance, engagement, satisfaction, retention, leads, revenue, and ROI. You can use the platform's analytics tools, surveys, feedback forms, and social media mentions to gather this data. Use this data to identify the strengths and weaknesses of your event, the areas for improvement, and the best practices for future events.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Staceyann Doria, CMP, CED, HMCC

Founder/CEO, The Event Narrative | Top 40 Under 40 Event Professional | Event Strategy Expert | Crafting Strategic, ROI-Driven Corporate and VIP Events | Expert in Event Design, Execution, and Brand Activation
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Utilizing virtual and hybrid events can enhance conferences by expanding reach and engagement. Going hybrid isn't just about streaming; it's about creating an immersive experience for all attendees. By incorporating interactive elements, virtual participants feel included and engaged, fostering a sense of connection and maximizing the conference's impact.

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How can you use virtual and hybrid events to improve your conference?

1

2

3

4

5

6

1 Choose the right platform

2 Design an interactive agenda

3 Promote and communicate your event

4 Train and support your speakers and staff

5 Measure and evaluate your event

6 Here’s what else to consider

Event Planning

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How can you use virtual and hybrid events to improve your conference?

1

2

3

4

5

6

1 Choose the right platform

2 Design an interactive agenda

3 Promote and communicate your event

4 Train and support your speakers and staff

5 Measure and evaluate your event

6 Here’s what else to consider

Event Planning

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