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How can you make hybrid events more engaging?

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Hybrid events are a combination of in-person and virtual elements, allowing you to reach a wider audience and offer more flexibility. However, they also pose some challenges when it comes to engaging and connecting your attendees. How can you make sure your hybrid event is interactive, memorable, and valuable for both groups? Here are some tips to help you plan and execute a successful hybrid event.

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1 Choose the right platform

The platform you use for your hybrid event should be easy to access, reliable, and compatible with your goals and content. You want a platform that can support live streaming, video conferencing, chat, polls, Q&A, and other features that enable interaction between your speakers, hosts, and attendees. You also want a platform that can integrate with your registration, marketing, and analytics tools, so you can track and measure your event performance. Do some research and test different options before you decide on the best one for your hybrid event.

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Sean Specie

Inspire Leadership Academy | 635+ Events for 78 Clients with 190,000+ Attendees since 2011 | ?? Events Emcee, DJ, & Planner | ??? Founder of Event Builder | Romans 1:16
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One key feature that people forget for evaluating platforms for hybrid events is the delay in the video feed. If you design your event to interact with your audience via a poll or chat, but there's a 30 second+ delay from live video to what the audience sees - that creates a HUGE gap between the stage and the audience. Rather than being engaging - the event is then awkward because the person asks a question, waits for comments or polls to come in, but there's an additional delay. So you have two options: 1 - Design around the delay 2 - Pick a platform with less delay

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2 Design for both audiences

When planning your hybrid event, you need to ensure both your in-person and virtual attendees have a consistent and coherent experience that aligns with your event theme, message, and objectives. To do this, use multiple cameras and angles to capture and broadcast your live sessions, so virtual attendees can feel more immersed. Additionally, provide captions, transcripts, and translations for your live and recorded sessions to allow virtual attendees to follow along in their preferred language. Furthermore, offer on-demand access to sessions so virtual attendees can watch them at their convenience. Create a balance between live and pre-recorded content to optimize production quality and minimize technical issues. Finally, use a variety of formats such as panels, interviews, workshops, demos, and entertainment to keep all attendees engaged and interested.

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Paul S.

?? Helping enterprises standardize #eventtech, drive efficiency and scale programs | Head of Strategic Sales and Accounts | Fortune 500
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There is a lot of confusion on hybrid events but there are 2 major formats: 1) True Hybrid - You stream it to virtual audience from the venue. It’s extremely expensive but engagement rates are high 2) Mid Hybrid - Do an invite only in-person event, produce 4k videos and then simulive it for virtual (ensure your reg platform offers this feature) The most important piece is connecting the two audience. Let’s break it down : 1) True Hybrid - Mobile app chat is the best. And do a comment wall, think Facebook chat feed and promote it. Have an area for social media wall, promote virtual booth pictures and in person booth pictures for engagement 2) Mid Hybrid - Comment wall with slack/LinkedIn community.

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James Whitaker

Senior Young Member Programs Manager at SPE International
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Some great comments from the contributors here. It is helpful to remember that hybrid is essentially running two events at once. The same topics perhaps, but two very different audiences and logistical requirements. As a result to do it well needs dedicated staff on both sides focused on each audience. It’s also worth considering why you want your event to be hybrid. There are lots of good reasons to do it, but seriously considering why you want it can tell you how you can tailor each attendees experience to make it special.

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Sean Specie

Inspire Leadership Academy | 635+ Events for 78 Clients with 190,000+ Attendees since 2011 | ?? Events Emcee, DJ, & Planner | ??? Founder of Event Builder | Romans 1:16
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Don't just design the content and streaming experience around both audiences - design the interaction around both audiences. Not only that - make sure your speakers / presenters have designed their talk around both audiences. I produced an event where the keynote speaker kept forgetting about the audience tuning in virtually. They prompted the tables in the room with questions, gave time for them to talk, then asked for people to share. The speaker kept forgetting about the online audience and how they were supposed to interact also. Coach the speakers and if needed have a microphone with someone else ready to chime in.

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3 Encourage interaction and feedback

Hybrid events can offer a unique opportunity to foster more interaction and feedback between speakers, hosts, and attendees. To facilitate and enhance this communication, you can use different strategies and tools. For example, having a dedicated moderator or host for the virtual audience can be a great way to welcome them, guide them through the agenda, answer their questions, and relay their comments. Additionally, chat, polls, Q&A, surveys, and quizzes can be used to collect feedback from attendees. Breakout rooms, networking sessions, and gamification elements are also great ways to allow attendees to connect and collaborate with each other. Finally, encouraging social media engagement by creating a hashtag, live feed, and contest for your event is an excellent way to get your attendees to share their thoughts and experiences.

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4 Follow up and measure

After your hybrid event, you can measure its success by sending thank-you emails and feedback forms to attendees, providing access to recordings, slides, and resources, analyzing data and metrics from your platform, tools, and feedback forms, and identifying the strengths and weaknesses of your event. With this information, you can evaluate your event performance against your goals and KPIs and use the insights to improve future events. By following these steps, you can ensure that your hybrid event is engaging and successful for both in-person and virtual attendees.

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5 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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How can you make hybrid events more engaging?

1

2

3

4

5

1 Choose the right platform

2 Design for both audiences

3 Encourage interaction and feedback

4 Follow up and measure

5 Here’s what else to consider

Event Planning

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How can you make hybrid events more engaging?

1

2

3

4

5

1 Choose the right platform

2 Design for both audiences

3 Encourage interaction and feedback

4 Follow up and measure

5 Here’s what else to consider

Event Planning

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