Hybrid events combine the best of both worlds: the reach and convenience of online platforms and the interactivity and excitement of live experiences. However, producing a successful hybrid event requires careful planning, execution, and evaluation. Here are some best practices for hybrid event production that can help you create engaging and memorable events for your audience.
Before you start planning your hybrid event, you need to have a clear vision of what you want to achieve and who you want to reach. What are the main objectives and outcomes of your event? Who are your target segments and personas? How do you want to communicate your value proposition and brand identity? These questions will help you shape your event strategy, content, format, and budget.
One of the most important decisions for hybrid event production is selecting the right platform and tools that can support your event goals and audience needs. You need a platform that can seamlessly integrate your live and online components, such as streaming, chat, Q&A, polls, networking, and analytics. You also need tools that can enhance your production quality, such as cameras, microphones, lighting, and software. Do your research and compare the features, benefits, and costs of different options before you commit.
A hybrid event is not just a live event with a webcam or an online event with a stage. It is a unique experience that requires a different approach to design and delivery. You need to consider how to engage and interact with both your in-person and online attendees, and how to foster a sense of community and connection among them. You can use various techniques, such as gamification, personalization, feedback, social media, and breakout sessions, to create an immersive and interactive event.
Having “zoom fatigue” by the middle to end of the pandemic made it more challenging to create an engaging experience online. Keeping the program at 30-45 minutes with a 15 minute Q&A should be the max. Having a fast paced, tightly scheduled program will ensure maximum engagement from your participants. It’s always better to “run out of time” and build in the ability to drop something vs filling dead space with boring content. Whether you are using polls or demonstrating precise actions (ie: cooking or art exercise), you need to communicate to your audience ahead and learn how to troubleshoot every single potential issue and having an alternative solution. Think about your audience and what they want to takeaway from your brand experience.
An event I attended in February of 2023, promoted virtual attendance, when in fact the event team dropped pre-recorded sessions onto their website, at the scheduled session time. This infuriated the online attendees as no one was able to ask a question in real time. It did not help that the cost of the virtual was hundreds of dollars. A better way to engage attendees both in-person and virtual, would be to use an event platform that allows an in-person host to see what questions or comments are being asked online. This would allow the host to provide real time feedback and questions of the panelists or speakers onstage, creating an interactive experience for all.
Producing a hybrid event involves a lot of coordination and collaboration among your team and speakers. You need to make sure that everyone is on the same page and knows their roles and responsibilities. You also need to train and rehearse your team and speakers on how to use the platform and tools, how to address and engage both audiences, and how to handle any technical issues or glitches. A well-prepared and confident team and speakers will make a big difference in your event quality and outcome.
The benefit of a hybrid event is maximum engagement with in-person and external audiences. Having an airtight run of show business that details out every beat and “cutaway” to speakers/guests with a host who knows how to engage the audience is crucial to a smooth program. Scheduling a couple dress rehearsals prior to the event will help iron out kinks and technical issues to ensure a smooth presentation on “game day”.
To attract and retain your attendees, you need to promote and communicate your event effectively. You need to create a compelling event website and landing page that showcases your value proposition, agenda, speakers, and registration details. You also need to use various channels, such as email, social media, blogs, and podcasts, to spread the word and generate interest and excitement. Moreover, you need to communicate with your attendees before, during, and after the event, to provide them with relevant information, reminders, feedback, and follow-up.
The last but not least best practice for hybrid event production is measuring and evaluating your event performance and impact. You need to collect and analyze data from your platform and tools, such as attendance, engagement, satisfaction, retention, and conversion rates. You also need to solicit feedback from your attendees, speakers, sponsors, and partners, to understand their perspectives, opinions, and suggestions. These insights will help you assess your event success and identify areas for improvement.