Hybrid Events Guide : The only guide you'll ever need!
A quick handbook to all your event-related queries about the hybrid event and hybrid event platform
What is The Latest Event Trend and How to Host One?
A hybrid event is in trend recently and is likely to grow in the coming years. The hybrid event format comprises of in-person as well as virtual components of an event. Attendees are offered the option to attend the event either in-person or virtually through a digital device.
There is no barrier in hosting any type of hybrid event. Right from hybrid conferences, AGMs, town hall meetings, trade shows, fairs, award shows, and much more, it’s all possible.
70% of marketers didn’t have a virtual event strategy before the onset of the global pandemic. The year 2020, upsurged the demand of the virtual event industry. Reviews in G2’s Virtual Event Platforms category have increased 2,777% since May 2020. As per the research- 75% of users implemented a virtual event platform in 3 months or less whereas nearly 60% of virtual event software users saw ROI in less than 6 months.
But, the future is hybrid. As soon as things start to settle down with the distribution of vaccinations. Every physical event will have a virtual component attached to it to extend event reach. As per Global DMC Partners, 72% of event planners will move to a hybrid event format in 2021. Whereas it is estimated that the hybrid event market will take the front seat between 2022-2027 completely.
Catherine Chaulet
Global DMC Partners
President & CEO
“While the majority of the industry feels that a COVID-19 vaccine is a key to being able to resume hosting in-person physical events and meetings, there are a lot of health protocols that can be put into place to ensure a safe, successful event in the meantime”
Catherine Chaulet
Global DMC Partners President & CEO
1. What are Hybrid Events?
A hybrid event is a mix of online virtual and physical events.
This event format offers flexibility to attendees to attend an event in-person either by visiting the event venue or virtually from their respective remote locations via any device supported by an internet connection.
Hybrid event formats focus to deliver immersive experiences to both the set of attendees i.e. virtual and in-person attendees.
It converges the gap between a physical event and a virtual event.
- 1
As per Wild Apricot, people crave in-person interaction and networking in 2021, multi-location hybrid events are popping up rapidly.
- 2
70% think that hybrid events will be important in the future as an important indication to look further into hybrid events.
- 3
As per the research by the Lab University of Applied Science out of 7086 poll respondents, 62% predicted that most events will become hybrid in coming years.
These stats clearly unravel the future of the event industry will be hybrid events.
Now, when you have a clear insight into hybrid events, let’s explore different types of events that can go hybrid.
2. Types of Hybrid Events
You can transform any type of physical event into a hybrid event by pairing it with a virtual component. We have listed some of the most common types of hybrid events that will give you some idea.
Hybrid events offer enormous possibilities to host any kind of event. It reaches widespread global attendees while holding the essence of face-to-face interactions. Now, let’s see what difference hybrid, virtual events, and in-person events hold.
3. Physical vs Virtual vs Hybrid
Every event format holds its list of pros and cons. Before deciding upon the event format one needs to consider these factors and make a final choice accordingly that suits the best to their event requirements.
| Factors | In-person Event | Virtual Event | Hybrid Event |
|---|---|---|---|
| Cost | The large capacity venue, Accommodation, Food and Drinks, Technical staff, Lighting, Camera, Arrangements and more | Virtual event platform, Good quality microphone and speakers | Small venue, hybrid event platform, and slight arrangements for limited no. of in-person attendees |
| Number of Attendees | Limited as per venue capacity | Unlimited as attendees can attend the home from remote locations | Unlimited as attendees can join the event virtually. A small portion of attendees can attend an event in-person |
| Geographical Restrictions | Local | No Restriction, Global Reach | No Restriction, Global Reach |
| Content | Easy distribution. Multiple sessions at a time | Multiple session can stream live in different auditorium | Distribution to be decided upon response |
| Navigation | Map is required | Easy navigation and teleportation provided to attendees | Mix of both |
| Engagement | Face-to-face interactions, hugs & greets, handshakes, eye contact | Multiple engagement features are available such as Gamification, live polls, Q&A, quizzes, AR photo booths, social wall, emoticon integration and more | Mix of both |
| Data Collection | Manual collection of data at the time of registration and sessions | Can be tracked digitally with Digital Footprinting | Digital footprinting for virtual attendees and manual data collection for in-person attendees |
| Environmental Impact | Not eco-friendly, tons of waste disposed of after every physical event, increased carbon emissions | Eco-friendly alternative, eliminating waste and carbon footprints during events. | Eco-friendly. Reduced wastage and carbon emissions. |
| Feedbacks | Difficult to gather | Gathered by sending feedback forms via email | Emails for virtual attendees. In-person feedback form for limited physical attendees |
Now, when you know different aspects of each event format, it’s time to understand the merits of hybrid events.
4. Merits of Hybrid Events
There are ample benefits of hosting hybrid events. Some of them are listed below:
Budget-Friendly
A large sum of money is saved by booking smaller event venues and no accommodation. A majority of attendees join the event virtually.
Enhanced Reach & Accessibility
Hybrid events expand your event reach at lower costs as it allows you to reach global attendees effortlessly by pairing a virtual component to in-person events.
Substantial ROI
With reduced cost, hybrid events offer you a substantial ROI (Return on Investment) when compared to in-person events.
Flexibility
- The virtual event offers a lot more options for engaging the attendees.
- Offers flexibility to attendees either to attend an event in-person by visiting an onsite event location or virtually from remote locations.
- 60% of hybrid events witnessed more attendance than in-person events.
Maximised Attendance
Hybrid event experiences maximised attendance. Attendees from any part of the world can be part of an event at their convenience without having to pack travel bags.
91% of respondents said they attended events virtually.
Better Engagement
The hybrid event format offers endless possibilities to engage attendees effortlessly. Here are some features to engage attendees effortlessly during hybrid events.
AR/VR Photobooths, Gamification, Live Polls, Quizzes, Giveaways/competitions, Social Walls, Leaderboard Challenge, and much more.
Engagement activities accelerate the success of your events.
Eco-Friendly Alternative
Hybrid events are an environmentally friendly option as it reduces the paper wastage and carbon emissions.
Easy to Collect Attendee Feedback
Hybrid events help in gathering attendee feedback seamlessly. Send feedback surveys to attendees via emails. However, even organise live polls, Q&A, rating system, and more during the event to gain attendees insight for future events.
Offer Real-Time Analytics
- Keeping a track of every attendee move is not possible with in-person events. But, with hybrid events, the complete data of virtual attendees are tracked digitally. Whereas tracking data of the limited number of attendees is not tricky.
- You can track every digital move of attendees right from the time of registration till they leave the event.
- It includes the number of booths they visited, whom they interacted with, downloaded, or shared, number of sessions they attended, locations at the event they visited, engaging hotspots, and much more.
- These are some of the benefits of hosting hybrid events. Now let’s move towards the steps to organise the one.
6. How to Keep Your Attendees Engaged With Your Hybrid Event?
Engaging Content
To engage both the set of attendees, you must ensure that your content is captivating and engaging. It should grab the attendee’s attention instantly. Your content should be up to the mark.
Excellent Production Quality
Live Polls
Live Survey
Live Q&A Sessions
Engaging Content
To engage both the set of attendees, you must ensure that your content is captivating and engaging. It should grab the attendee’s attention instantly. Your content should be up to the mark.
Excellent Production Quality
You must have a brilliant production quality as the majority of attendees are virtually attending it. They should experience the live stream of your video in full HD quality. Remember, no one likes a buffering video or a poor video quality.
Live Polls
Organise Live Polls on relevant topics to engage attendees instantly and gain their opinions on relevant topics.
Live Survey
Conduct Live surveys two keep your attendees engaged with the event and know their opinions and preferences.
Live Q&A Sessions
Organising Q&A sessions is another effective way to engage attendees effortlessly. It allows attendees to clear their queries and remain hooked in the event throughout.
Gamification Techniques
Gamifying the event is one of the most effective ways to keep attendees interested and engaged in the event. Offer your attendees a chance to play games during events. You can incorporate games like spin the wheel, shooting games, crossword, and more. Additionally, you can organise a leaderboard challenge for your event. It will help in motivating attendees to navigate all the aspects of the event in the lure of scoring more points. However, resulting in keeping them engaged throughout.
AR/VR Photobooths
Other Engaging Interactive Features
Social Media Integration
No Elongated Sessions
Gamification Techniques
Gamifying the event is one of the most effective ways to keep attendees interested and engaged in the event. Offer your attendees a chance to play games during events. You can incorporate games like spin the wheel, shooting games, crossword, and more. Additionally, you can organise a leaderboard challenge for your event. It will help in motivating attendees to navigate all the aspects of the event in the lure of scoring more points. However, resulting in keeping them engaged throughout.
AR/VR Photobooths
Having photo booths at an event is always fun. Integrate photo booths in your hybrid event to engage attendees effortlessly. Allow them to get clicked with branded photo booths instantly.
Other Engaging Interactive Features
There are many other features that you can embed in your hybrid event to keep attendees engaged. Social walls, emoticon integration, etc, are some of them. Additionally, you enable the signature wall in the event. It allows attendees to leave a note while leaving the event. You can also offer a Digital certificate to attendees who attended the whole event.
Social Media Integration
You can integrate social media profiles with your hybrid event platform. Additionally, you can run a contest on social profiles surrounding your event to create excitement among attendees.
No Elongated Sessions
Deciding upon your session length is a significant aspect. The virtual attendees are likely to get distracted watching long sessions on screen. Trim the length of your sessions to keep attendees engaged. Ensure your sessions are not elongated as it will result in dropping out attendees.
Engaging Content
To engage both the set of attendees, you must ensure that your content is captivating and engaging. It should grab the attendee’s attention instantly. Your content should be up to the mark.
Excellent Production Quality
Live Polls
Live Survey
Live Q&A Sessions
Gamification Techniques
AR/VR Photobooths
Other Engaging Interactive Features
Social Media Integration
No Elongated Sessions
Engaging Content
To engage both the set of attendees, you must ensure that your content is captivating and engaging. It should grab the attendee’s attention instantly. Your content should be up to the mark.
Excellent Production Quality
You must have a brilliant production quality as the majority of attendees are virtually attending it. They should experience the live stream of your video in full HD quality. Remember, no one likes a buffering video or a poor video quality.
Live Polls
Organise Live Polls on relevant topics to engage attendees instantly and gain their opinions on relevant topics.
Live Survey
Conduct Live surveys two keep your attendees engaged with the event and know their opinions and preferences.
Live Q&A Sessions
Organising Q&A sessions is another effective way to engage attendees effortlessly. It allows attendees to clear their queries and remain hooked in the event throughout.
Gamification Techniques
Gamifying the event is one of the most effective ways to keep attendees interested and engaged in the event. Offer your attendees a chance to play games during events. You can incorporate games like spin the wheel, shooting games, crossword, and more. Additionally, you can organise a leaderboard challenge for your event. It will help in motivating attendees to navigate all the aspects of the event in the lure of scoring more points. However, resulting in keeping them engaged throughout.
AR/VR Photobooths
Having photo booths at an event is always fun. Integrate photo booths in your hybrid event to engage attendees effortlessly. Allow them to get clicked with branded photo booths instantly.
Other Engaging Interactive Features
There are many other features that you can embed in your hybrid event to keep attendees engaged. Social walls, emoticon integration, etc, are some of them. Additionally, you enable the signature wall in the event. It allows attendees to leave a note while leaving the event. You can also offer a Digital certificate to attendees who attended the whole event.
Social Media Integration
You can integrate social media profiles with your hybrid event platform. Additionally, you can run a contest on social profiles surrounding your event to create excitement among attendees.
No Elongated Sessions
Deciding upon your session length is a significant aspect. The virtual attendees are likely to get distracted watching long sessions on screen. Trim the length of your sessions to keep attendees engaged. Ensure your sessions are not elongated as it will result in dropping out attendees.
Frequently
asked questions
Hosting a hybrid event sounds easy as you have to add a virtual component to a live physical event. And yes it is. All you need is a partner with the right virtual event technology platform that offers a range of exuberant features. Right from engagement, networking to data analytics.
Pair your live physical event with a virtual hybrid event platform that offers exciting features to deliver immersive experiences to attendees globally. Right from hybrid conferences, AGMs, trade fairs to product launches you can host all.
How attendees can interact with other participants, hosts, and speakers in a hybrid event?
There are a number of ways to connect and network in hybrid events. Attendees present at event locations can have face-to-face interaction. Whereas attendees attending an event virtually can utilise networking features offered by the platform to have 1:1 and group interactions right from their own comfort.
As you have paired with a virtual event platform, you can even utilize engagement features like live polls, Q&A sessions to create an immersive and interactive event experience for attendees. It offers enormous opportunities for attendees to connect, network, and engage.s
Ready to eliminate entry-lag? Deploy Dreamcast’s high-velocity check-in system to reduce arrival-to-badge time by 70%. By integrating AI-powered QR scanning with industrial printing, we ensure a frictionless, high-throughput experience for events of any scale. So what are you waiting for? Book a demo now and see how fast your check-in can really be.