The event business continues to adapt daily to the new demands imposed by the Covid pandemic, and more and more organizers are choosing to run hybrid events. One of their big advantages is their greater predictability, compared to physical ones, and the fact that they reach a wider audience thanks to online broadcasting. Hybrid events hold a combination of in-person elements and online components – hosts, moderators, speakers, audience who can all be either on-site in a studio or online. An event is being broadcast thanks to online streaming, thus, its scope is bigger and people who cannot be present live can still participate.
You would probably ask yourself the question, “Could it get any better than this?”. Like anything, hybrid events also have their difficulties, namely – developing a proper strategy when planning.. The organization of a hybrid format is different from that of a standard in-person one, but with the right technology and information, the results will not disappoint you.
Clear and high quality video broadcast
If you have decided to organize a hybrid event, you should be aware that only broadcasting from the event location is not enough. You need to make sure that the streaming platform you are using can integrate the online and in-person audiences. Remote attendees should be able to access live chats, connect with other attendees, and be able to browse exhibitor and sponsor booths.
In addition, you should plan so that presenters can engage with the virtual audience. This could be done by taking the time for a Q&A or participating in an online poll to get the views of the rest of the audience who are not in the room.
Interaction with an online component
The best way to turn a physical event into a hybrid one is to broadcast it online. This way attendees will be able to access the video recording after the event, and those who are remote will be able to watch it online.
Optimal video quality must therefore be ensured, which is accomplished with excellent equipment, proper streaming settings and a high-quality internet connection from the event venue. If you decide to use a pre-recorded video, you need to make sure that it is of sufficient length in order to be uploaded to the streaming platform and to serve for your webinar, hybrid conference, meeting, etc.
Ability to communicate
Events may have moved to a fully online or hybrid format, but that doesn't mean participants don't want to connect with each other. Just the opposite - this is their exact purpose. People attend webinars, conferences, and other virtual formats to get the information they need, but also to connect with others in their industry, their field of operations or just scope of interest. Therefore, it is imperative that you provide them with this opportunity – for example, a live chat with specific topics that both in-person and virtual audiences can join in.
If you're recording a video beforehand, make sure it’s engaging and dynamic. To achieve this, you can hire a video operator - in addition to a dynamic and creative video, they will shoot content that you can use for marketing purposes at a later stage.
Online surprises and gifts
Surprises and gifts have always been and will remain pleasant for your audience, so you should not deprive online participants of them. First, this will increase their incentive to join in the future, and second, they will not feel isolated.
More detailed presentation of speakers and program
It is important to have a more detailed presentation of the program and speakers. This will facilitate a potential connection between the on-site presenter and the online audience, as well as help your sponsors and exhibitors promote their content. Prepare the information so that it can be easily accessible.
If you're planning to host a hybrid event soon, but still have questions, don't hesitate to contact us.