Three Starter Tips for Hybrid Event Planning

While we will forever view 2020 as the year of the virtual event, 2021 may well be the year of the hybrid event.

A hybrid event is broadly defined as an in-person (live) experience that is also live-streamed or broadcasted to virtual attendees in remote or offsite locations. 

As we start to see more cities relax their COVID-19 restrictions and the events industry begins its gradual return, there is no denying that virtual events aren’t going away any time soon. In fact, we are encouraging some of our clients to opt for a hybrid event approach as a way to reach a wider audience and make their events more accessible. We are even going as far as saying that an in-person event will likely never exist without a virtual component again!

Planning a hybrid event has never been an easy feat, even for the most seasoned event professional. If you are thinking about producing a hybrid event, here are three tips to get you started.

Stay up to date on the current COVID-19 safety protocols and guidelines

The ever-changing nature of the pandemic has made planning a challenge for event producers. Plus navigating the COVID-19 guidelines and restrictions can be tricky. It is important to understand what is safe for people as more and more events try to make a comeback this year. Lean on your venue contacts and/or work with a local DMC to help understand the logistics of how to successfully host your live event. They will likely be some of the first to receive updates on COVID restrictions and re-opening guidelines.

Produce the virtual and live components as two distinct experiences

Think about how the two components need to have their own set of features and experiences to drive value -- but also some overlap that ties into the overall event messaging. You may want to enlist outside support to help for one or both elements. Event production agencies can be a wealth of support for ideas and logistics management. Managing one event experience is a lot, but this is essentially managing two. So, get the help you need to make sure the event is a success.

Consider charging a registration fee for the “premium” live event pass

The days of free virtual events may be over. More and more of our clients are looking for ways to monetize the virtual event experience. While there is no easy answer to how much you should charge for premium ticket experiences, but it is an exercise worth doing. Consider this: attendees are not going to as many events and they may be willing to pay a higher price to attend a live event - especially if it is tailored to their professional development or supports a great cause. 

While you may have some program elements that overlap with your hybrid event strategy, we believe creating experiences with distinct differences between the virtual and live event will not only grow your attendee base but ensure your event is tailored to different audiences. This also gives you more opportunity to look at revenue and ticket prices for the premium experience. 

We will be writing more about hybrid events in the future, so stay tuned.