How do you combine live and virtual elements in hybrid events?

1 Choose the right platform

The first step is to find a platform that can support both live and virtual components of your event. You want a platform that can handle live streaming, video conferencing, chat, polls, Q&A, networking, and other interactive features. You also want a platform that is easy to use, reliable, secure, and scalable. Some examples of platforms that can host hybrid events are Hopin, Swapcard, and Bizzabo.

2 Design for both audiences

The second step is to design your event content and format for both your in-person and online audiences. To achieve a balance of live interaction with the convenience of remote access, while also avoiding making either group feel left out or bored, you may want to consider using a hybrid moderator who can engage both audiences and facilitate communication between them. Additionally, include both live and pre-recorded sessions that are relevant and valuable for both audiences. You can also provide opportunities for networking and collaboration among both audiences, such as breakout rooms, virtual booths, or gamification, as well as encourage feedback and participation from both audiences through polls, surveys, Q&A, or social media.

3 Test and rehearse

The third step in preparing for a hybrid event is to test and rehearse before the actual day. This way, you can ensure that everything works properly and that you are ready for any technical difficulties. Additionally, it is important to familiarize yourself and your speakers with the platform and hybrid format. To do this, you should test your equipment, internet connection, audio, video, and lighting; check your platform, features, and integrations; practice your backup plan and contingency plan; rehearse your content, timing, transitions, and interactions; and rehearse with your speakers, moderators, and staff.

4 Communicate and promote

The fourth step is to communicate and promote your hybrid event to your potential and registered attendees. You want to let them know about the advantages, logistics, and expectations of your hybrid event, as well as motivate them to join and stay involved. To achieve this, you should create a straightforward and attractive landing page and registration process for your hybrid event. Additionally, you should send regular email updates and reminders to your attendees with relevant information and tips. It would also be beneficial to create a social media campaign with a hashtag for your hybrid event, encouraging attendees to share their experiences and feedback. Finally, provide incentives and rewards for those who join and participate in your hybrid event, such as discounts, prizes, or certificates.

5 Monitor and measure

The fifth step is to monitor and measure your hybrid event during and after the event in order to track its performance, impact, and satisfaction. You'll want to identify the strengths, weaknesses, and opportunities for improvement. To do this, consider using analytics and metrics to measure attendance, engagement, retention, and conversion. Feedback forms and surveys can be used to collect opinions, suggestions, and testimonials from attendees, speakers, and sponsors. Additionally, you should monitor the sentiment, reach, and influence of your hybrid event through social media and online tools. Finally, use reports and dashboards to summarize and visualize your results and outcomes.

6 Follow up and follow through

The sixth and final step is to follow up and follow through with your hybrid event attendees, speakers, and sponsors. You want to thank them for their participation, support, and contribution to your hybrid event while also nurturing and maintaining the relationships and connections that you have built with them. To do this, you could send personalized thank you emails and messages with relevant links and resources, share the highlights, insights, and learnings from your hybrid event, provide access to the recordings, slides, and materials from your hybrid event, or invite them to join your community, newsletter, or social media channels for future updates and opportunities.

7 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?