Nowadays, we are unsure of whether to organize an in-person event or a virtual one. What if we were to say that it’s possible to have both?
Hybrid events are the solution to catering to all kinds of audiences located in different places. And, yes, it is as complicated as it sounds. Professional event organizers are still trying to figure out the best way to host a hybrid event. They have to focus on making it an enriching experience for both physical and virtual audiences. Hybrid webinar software plays an important role in planning and hosting successful hybrid events. Let’s see how.
- Picking the Right Event Venue
Whether it’s in-person or not, your event venue is crucial. Hybrid events require you to be in a place with an excellent Internet connection. On top of this, you also need safe cyberspace and suitable video and audio reception for streaming purposes.
In a post-pandemic world, you’ll also need to check on an increased capacity to handle hygiene measures. Make sure to pick a hybrid-friendly venue. If you don’t, you’ll find yourself covering additional costs for the equipment and Internet above your venue rental.
- Choosing the Software
Hybrid webinar software is vital. This is because the virtual side of your event is likely to have more people connected than the in-person event. In addition to fast connectivity, the software should be easy to use. In addition, you must make sure you have it fully equipped, with interactive features, such as polls and surveys.
Platforms, such as webinar.net, offer prerecorded live webinars and on-demand webinars with excellent audio and video quality. Also, your hybrid webinar software should support live streaming. It could also use features, such as lobby rooms for networking, sponsor ads and areas, and powerful analytics.
Curating Interactive Content
Your virtual and in-person audience should have the same session but in two experiences. You interact one way with your in-person group, but your interaction with your virtual group has to happen on another level.
You must create content that will fit both, keeping in mind the nature of interaction with both groups. For instance, content can be crisper with virtual audiences. An in-person audience would prefer more elaborate information and can manage with lesser breaks. On top of this, the audience may want to view your event through an on-demand video.
- Sponsorships and Collaborations
Sponsorships and collaborations are great ways to reach out to a bigger crowd. They can take the form of companies that spread the word about your event. Also, they can help you provide gifts or giveaways to speakers and participants.
Working with certain tech companies can also help take care of your technical needs. While collaborating, choose sponsors whose work is somewhat similar to what you are presenting at your event. Remember to give them good visibility in terms of event-related communications.
- Marketing It Right
The scope for a hybrid event is tremendous. It can attract both in-person and virtual participants. Marketing your event can happen through beautifully designed material and e-mail invites for prospective attendees.
Pricing your event is also paramount. The best way to understand the difference in pricing is to assess if there’s a difference in value. But it’s not just value you should consider; it’s also the experience both groups are having. If you find your virtual attendees aren’t engaging, you should be willing to reduce the price for their event.
Flexibility is an Asset
The best part of planning hybrid events is they offer a flexible event program. Especially in times like these where everything is uncertain, it never hurts to have a backup plan. In-person events will never go out of style. But hybrid events can be that missing link to the event strategy that you need right now.