The world of events is changing drastically and hybrid events have become an inseparable part of the future. Events are no longer limited to either virtual or in-person events, hybrid events combine the best of both worlds ensuring inclusivity, maximum engagement and better outreach. It gives rise to some questions like- how do you plan an event flawlessly integrating both virtual events and in-person while keeping all the attendees engaged? How do you leverage hybrid technology to create an event experience that is memorable for both remote and virtual participants?

 This road map will guide you through the special types of hybrid event planning from choosing the right event platform to managing hybrid event logistics and ensuring accessibility for all the attendees. If you want to guarantee a hybrid event success do continue reading.

 Why are hybrid events the future of event planning?

Hybrid events are not going anywhere because they are breaking barriers. Nonetheless, they allow businesses and event organisers to reach a global audience while still maintaining the interactive and networking benefits of in-person events.  A well-executed hybrid event will not only improve your event engagement online but it will also bring about necessary flexibility for attendees ensuring that no one is left behind due to travel and other limitations.

 Step One

 Defining your event audience

Before you dive into the logistics you must ask certain questions such as what is the objective of your event? Who is the target audience? What type of content will be delivered in in-person and online events? How will you ensure both the audiences feel properly engaged? 

Defining the clear goals will help you determine the structure of your hybrid event from the selection of the venue to choosing virtual-level platforms and online strategies for better event engagement online. 

Step Two

Choosing the correct venue and virtual event platforms

In-person and virtual events can work together seamlessly when both the digital event management platform and physical venue must be optimised for smooth interaction. The venue should have a strong Internet connection for managing the live streaming properly. On the virtual side having robust event platforms is necessary. Moreover, choose virtual event platforms that allow chat functions, instant interactions, breakout rooms and streamless streaming to keep all the attendees engaged and entertained.

Step Three 

Creating and engaging hybrid event

One of the primary challenges of hosting hybrid events is to ensure that attendees feel equally involved.  It is noticed too often virtual attendees feel like passive viewers and they fail to become active participants. Henceforth, for maximising engagement online you must have interactive sessions where both audiences can contribute simultaneously such as hybrid panels, virtual record rooms or real-time polls. Moreover, you must also encourage in-person attendees to engage with the remote past participants through virtual event platforms or mobile applications.  A successful hybrid event will make everyone feel included no matter whether they are attending the event in person or a remote setup. 

Step Four

Managing hybrid event logistics

Hybrid events need detailed hybrid event logistical planning because unlike traditional events here you have to think about both digital and physical experiences. Certain things you need to keep in mind such as coordinating event schedules across different time zones, having a smooth registration process, training the speakers on engaging attendees of both the hybrid and the virtual audiences and testing technology in advance to prevent any kind of streaming issue or connectivity problem. Hybrid events require proper planning so that everything runs smoothly. 

 Step Five

Give better event accessibility to everybody

 One of the primary advantages of hosting hybrid events is the potential for event accessibility. Nonetheless, to ensure the success of the hybrid event planning using transcripts and live captions is necessary. Other accessibility features such as elevators, ramps and assistive listening devices are also important. The flexibility with options allows attendees to have more sessions based on the demand. Hence, a truly successful hybrid is accessible and inclusive to all attendees who are participating. 

The future of the event is hybrid which should offer flexibility, accessibility and greater outreach with the right hybrid event technology, meticulous event logistics and engaging structure. It will assist organisers in creating an unforgettable event experience for both hybrid and in-person attendees. 

By combining in-person and virtual events,  you can unlock new opportunities for building a more engaging and inclusive audience for years to come.