How do you create a seamless and interactive experience for online and onsite attendees?

1 Choose the right platform

The first step is to choose a platform that supports both online and onsite participation. You need a platform that can handle live streaming, video conferencing, chat, polls, Q&A, and other features that enable interaction and feedback. You also need a platform that is reliable, secure, and easy to use for both attendees and speakers. Some examples of platforms that offer hybrid event solutions are Hopin, Swapcard, and EventMobi.

2 Design the agenda

Designing an agenda that balances the needs and preferences of both online and onsite attendees is the next step. You should avoid creating two separate events, but rather one integrated event that offers value and relevance to both groups. To do this, you should align the content and objectives of the event with the interests and goals of both audiences, provide a mix of formats and sessions that appeal to different learning styles and engagement levels, schedule breaks and networking opportunities for both online and onsite attendees to interact, encourage speakers and moderators to acknowledge and address both online and onsite questions and comments, and offer on-demand access to recordings and resources for online attendees who may have missed some sessions or want to revisit them.

3 Prepare the speakers

The third step is to prepare the speakers for delivering a hybrid event. You want to ensure that they are comfortable and confident with the platform, the format, and the audience. To do this, provide clear guidelines and expectations for the speakers on how to present and engage with both online and onsite attendees. Additionally, conduct rehearsals and technical checks with the speakers to test the equipment, the connection, and the audiovisual quality. Furthermore, provide support and feedback to the speakers before, during, and after the event. Lastly, recognize and reward the speakers for their contribution and participation.

4 Engage the attendees

Engaging attendees throughout the event is the fourth step. To create a sense of community and interaction among both online and onsite attendees, you should create a pre-event communication plan to inform and invite them to register, access, and participate in the event. Utilizing social media, email, and mobile app can be used to share updates, reminders, and highlights of the event. Gamification, incentives, and prizes can motivate and reward both online and onsite attendees for their involvement and feedback. Chat, polls, Q&A, and breakout rooms should be used to facilitate dialogue and collaboration among both online and onsite attendees. Finally, live polls, surveys, and analytics can measure the satisfaction and impact of the event.

5 Optimize the venue

Optimizing the venue for hosting a hybrid event is the fifth step. To ensure that the venue is safe, comfortable, and conducive for both online and onsite attendees, you should follow health and safety protocols and guidelines. Additionally, it should have adequate space, lighting, and ventilation. The stage, screen, and camera should be set up in a way that captures and showcases both online and onsite attendees. Furthermore, you should provide reliable and fast internet connection, power outlets, and technical support for both online and onsite attendees. Signage, directions, and assistance should also be provided to help them navigate and access the venue and the event.

6 Evaluate the event

The sixth step in planning a hybrid event is to evaluate the event and gather feedback from both online and onsite attendees. You can send post-event surveys and thank-you messages, collect and analyze data from the platform, social media, and mobile app, identify strengths and weaknesses of the event and platform, solicit and implement suggestions from attendees, and celebrate and share the success of the event. This will help you learn from the event and improve your future hybrid events.

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?