Hybrid Events Guide : The only guide you'll ever need!

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.

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.

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

1. The virtual event offers a lot more options for engaging the attendees.
2. Offers flexibility to attendees either to attend an event in-person by visiting an onsite event location or virtually from remote locations.
3. 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

1. 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.
2. You can track every digital move of attendees right from the time of registration till they leave the event.
3. 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.
4. These are some of the benefits of hosting hybrid events. Now let’s move towards the steps to organise the one.