Author: Prachee Mishra

Strategizing Success: Setting Event Goals Tailored to Your Business Objectives 

We have mentioned this before, but it is important to emphasise that before you start planning your event, the first step is to clearly define your event agenda and objectives. 

Defining goals for your event and outlining the necessary actions to achieve them can offer several benefits. Firstly, it helps you clearly define what success means for your team. Secondly, it allows you to anticipate any potential challenges or areas where different components of the event may align. Thirdly, it helps you understand the specific numerical targets needed for profitability or breaking even. Lastly, it enables smooth communication of your event requirements within your organisation. 

To determine your event agenda, it is important to document the purpose behind your event. During the planning phase of your goals, it is beneficial to engage in a series of inquiries to improve your understanding. The questions that are included are: 

• What motivated your organisation to hold the event in the first place?
• What does your audience look like? 
• What will motivate individuals in your audience to come to your event? 
• What kinds of knowledge do your attendees expect to gain by the end of the event? 
• Who are the important stakeholders who benefit from your event? 
• What is important to your stakeholders a/b/c within your event? 
• How would you measure your event being “successful” in the end? 

Recommended goals for events are to use the S.M.A.R.T. model. This tool is used to develop goals that are Specific, Measurable, Achievable, Relevant, Time Bound.This article will discuss an important set of goals that businesses should consider first before planning different levels of events. This article speaks to the importance of having a clearly defined event agenda. As an advertisement event can help create brand awareness and generate leads, an event will exist as a one piece of a larger marketing approach and not create reliance. 

CONFERENCES

Conference events provide an effective way to share knowledge, build professional connections and learn skills & insights specific to the industry. To maximise the benefits of conference events, businesses should establish their own event objectives: 

• Knowledge Sharing: Inspire your attendees by carefully selecting sessions, workshops, or keynote presentations that you will share important knowledge, information and developments in and about your industry. 

• Connections: Create opportunities for connections and meaningfully engage in networking opportunities with others attending, speakers and industry experts. 

• Thought Leadership: Elevate your business as an identified thought leader by including renowned speakers and subject matter experts and subsequently sharing content that aligns with your expertise. 

• Increase Brand Visibility: Use the conference to promote your brand’s visibility by showcasing your logo, using branded marketing materials and working on social channels to capture attention.  

• Lead Generation: Collect contact information from interested parties to grow your lead database and develop future clients. 

TRADE SHOWS

Trade shows are high-energy marketplaces where companies sell specific products and services to a targeted audience. Therefore, it is essential to formulate a well-planned agenda around the event to reap the most benefits from such high-energy events. 

• Lead Generation and Sales: Trade shows are an excellent opportunity to connect with prospects. Set your scope and determine how many qualified leads you want to generate, and how many sales will be made at the stand, if possible. Come up with exciting exhibits, demonstrations, and interactive engagement, to draw attraction to your booth to be able to convert them to clients. 

• Industry Networking: Our goal is to support the expansion of your network in your industry by connecting you with peers, suppliers and industry champions. Strong relationships can translate to collaboration opportunities, partnerships and insights that will only elevate what you do within your business. 

• Increase Brand Visibility: Amplify the visibility of your brand by creating an innovative booth set-up that is aligned to your branding. It is our ultimate objective, above all else, to ensure the construction of great signage, branding units around the event, and a display of your products that will make an impression on the attendees of the event. 

• Product Launch or Exhibition: Leverage the expo to officially launch or exhibit a new product, while also generating excitement and growing interest in your product and display. Develop product demonstrations, presentations, or sneak previews that excite the audience and keep them engaged. 

• Industry Trends / Competitive Information: Conduct detailed research on your trade show competitors – their product, marketing strategy, and display. Use this information to create your own positioning, differentiation and market strategies for opportunity. 

PRODUCT LAUNCHES

Congratulations! You are launching a new product and have evidence of planning in this process. A measure of success in launching your product is planful strategy and evidenced by a detailed plan of strategy. You will have a greater degree of success with an evidenced, measurable objective. 

• Build Excitement and Interest prior to Launch: Build excitement and interest in the new product by timing teaser and promotional materials to be distributed ahead of the launch. 

• Media Coverage: Using media coverage and the new product announcement build exposure of your product beyond your ability so scale within reason. 

• Target Audience: The objective is to identify any key decision makers, influencers, and potential customers, to engage these key audiences with purposeful and productive opportunity.   

• Product Awareness: Capture, educate, and excite attendees about the features, benefits, and unique selling proposition of your product through creative storytelling and demonstration.   

• Sales and Conversion: Show attendees your product in use while enabling for completion of on-site purchases and/or pre-orders.  

POP-UP EVENTS

Pop-up events are temporary experiential opportunities to connect with a specific audience in a transitional space. When designing pop-ups, please consider the below objectives:  

• Time-limited: Provide limited-time, promotional, discount, or other availability of product to encourage urgency with attendees to buy. This objective generates urgency and allows for enthusiasm and excitement with your product to generate urgency with attendees to motivate them to attend.  

• Customer Engagement: Engage your customers to connect with you and your product by using memorable and shareable experiences. Attendees will engage with your brand when you are using interactive elements, photo opportunities, and immersion. 

• Data Capture: Use the event to capture identifiable data such as an email or social media interaction that will allow you to continue connecting to attendees to build a deeper relationship post-event and be familiar with your brand. 

• Test & Learn: Use pop-up events to test and learn ideas, products, and marketing campaigns about your product. Gathering feedback from attendees will help shape your future business decisions.  

SEMINARS

Seminars, like pop-up events, are education programs designed to share knowledge, expertise, and insights to audiences. When organizing seminars, consider the following objectives: 

• Education Value: Develop a calendar of seminars showcasing the needs and interests of your target audiences. The objective is for the attendees to leave with a plan of what they will implement, or the next steps based on the actionable takeaways and insights they will apply to their business or life. 

• Thought Leadership: Arrange to have a sampling of speakers and panellists who not only have knowledge, but expertise of to your industry that would position your organization as a leader in your industry. The objective: define credibility in your field. 

• Opportunities of Networking: Provide opportunities to network through networking breaks, question and answers, and/or interactive groups. Build in opportunity for the attendees form common experiences, and exchange knowledge. 

• Engaging the Audience: Organize an interactive and enjoyable Seminar style that allows deeper audience engagement. 

NETWORKING EVENTS

The goal of Networking Events is to develop connections in the industry. Be sure to establish the following goals so it will be a successful networking event: 

• Creating Connections: Create an atmosphere where people can forge real relationships and business partnerships. 

• Industry Learning: Give participants opportunities to learn about insights into key industry trends, challenges, and opportunities. 

• Mutually beneficial: Encourage collaborations and connections that are mutually enjoyable and beneficial resulting in a partnership or business venture. 

• Branding: Design an event, layout, messaging, and interactions that communicate your brand value and mission effectively. 

• Keeping in Contact: Make Post Event connection, and communication possibilities available for participants. 

WEBINARS

Webinars are seminars or workshops where businesses can connect with their audience virtually online. When planning webinars, you should consider: 

• Educational: Providing your audience, with educational, and value laden content, your primary consideration should be providing insight, tips for application, strategies to use, and information on current industry updates that would address the needs and interest of your audience. 

• Thought Leader: Build your reputation, and credibility in the industry by inviting guest speakers, and/or internal thought leaders to share the responsibility and bring new knowledge. Position you organization as a go-to, or trusted resource for information on the industry, and in the moment. 

• Lead Generation: The goal of your webinar is the hand select the audience you would like attending. Make sure you keep participant information contact (like email) so you can use it to promote discussion to discuss feedback, constructive suggestions, and general asks and requirements from your partners. 

• Engagement and Interaction: Incorporate interactive elements, such as polls, Q&A sessions, and live conversations, into the webinar to promote engagement and meaningful interactions between the presenter and attendees.

CHARITY EVENTS

Charity events are organised to raise money, awareness, or support for a particular cause. When planning charitable events, consider the following objectives: 

• Fundraising: Set a specific fundraising goal and create strategies to encourage attendees, sponsors, and supporters to donate. Create engaging donation platforms and giving opportunities for your visitors. 

• Awareness: Inform participants about the cause you’re supporting and the impact their contributions will have. Utilise narratives, visuals, and compelling stories to convey the significance of the cause.

• Community Engagement: Strive to emotionally engage and personally connect attendees with the cause. Provide opportunities for attendees to interact with beneficiaries and hear from those whose lives have been affected by the cause. 

• Partner Collaboration: To amplify the impact of your event, collaborate with local businesses, influencers, and organisations aligned with the cause. Establishing effective partnerships that benefit both parties and the cause should be your objective. 

PARTNER MEETS

Partner meetings bring together business partners, distributors, resellers, and other stakeholders to strengthen relationships and discuss potential collaborations. When organising partner meetings, consider the following objectives: 

• Relationship Building: Establish the objective of fostering stronger relationships with partners and collaborators. Provide opportunities for informal interactions and networking. 

• Opportunities for Collaboration: Identify prospective areas of partnership collaboration or joint ventures. Establish the objective of initiating discussions and agreements that can lead to initiatives that are mutually beneficial. 

• Product or Services Update: Utilise the partner meeting to provide updates on new products, services, and business strategies. Establish a target to ensure that your partners are well-informed and outfitted to promote your products. 

• Feedback: Collect feedback from partners regarding their experiences collaborating with your organisation. Establish a goal to identify areas for improvement and address any partner concerns. 

Setting definite, detailed event goals/agenda is comparable to plotting a successful journey. These objectives act as compass points, pointing your efforts, resources, and innovation in the direction of obtaining worthwhile results.  

However, it’s especially important to stress the significance of not combining goals and anticipating various results from the same occurrence. Each objective has a unique focus and purpose, and attempting to combine or compel them can result in confusion, ineffective efforts, and ultimately unsatisfying outcomes. 

Your Ultimate Virtual Exhibition Guide: Maximizing Engagement, ROI, and Success 

In today’s rapidly evolving world, the traditional concept of exhibitions has been redefined through the power of technology. Virtual exhibitions have evolved as a novel and game-changing alternative for event organisers and company owners looking to reach a worldwide audience while overcoming the restrictions of real events.

In this in-depth study, we will delve into the concept of virtual exhibitions and explore the plethora of capabilities they offer to revolutionise the way events are organised and experienced.

This guide will cover the following topics:

CHAPTER 1: Understanding Virtual Exhibitions

A virtual exhibition is an entirely digital event that simulates the experience of a real exhibition via an online platform. It allows exhibitors to present their products or services, interact with visitors, and network with potential collaborators or clients from all over the world, breaking the barriers of time and space.

Virtual shows provide several advantages over traditional exhibitions. They are more affordable and give a more convenient platform for both customers and brands. Virtual exhibits have arisen as an extremely dependable method of networking, building community ties, and successfully exhibiting a company’s narrative.

Advantages of Virtual Exhibitions

Virtual exhibits have significant benefits over traditional physical exhibitions, making them a valuable tool for displaying content and engaging people.

Global Accessibility: One of the most major advantages of virtual exhibits is that they can be accessed from anywhere in the globe by anybody with an internet connection. This worldwide accessibility broadens the exhibition’s reach to a considerably bigger audience than a physical event would, allowing individuals from other nations and regions to participate without having to travel.

Enhanced Interactivity: Interactive components like as 3D models, multimedia presentations, audio tours, and clickable material can be included in virtual exhibitions to improve the visitor experience and make it more engaging and instructive.

Timeless Access: Due to space limits and scheduling, physical displays have a limited lifespan. Virtual exhibits may be kept online for a long time, allowing viewers to access and review the content whenever they plan.

Analytics and Insights: Digital platforms offer useful insights into visitor behaviour and preferences. Organisers can collect statistics on the number of visitors, popular displays, time spent on each item, and other factors to help with future planning and increasing the exhibition’s effect.

Types of Virtual Exhibitions

Virtual exhibitions have emerged as powerful alternatives to physical gatherings, offering diverse benefits like global accessibility, cost-effectiveness, and flexibility. Each type of virtual exhibition caters to specific interests and industries, fostering networking, knowledge exchange, and community engagement in the digital age.

Technology and Electronics: Virtual exhibitions in this field showcase the latest innovations in gadgets, software, and consumer electronics, allowing participants to interact with cutting-edge technologies from the comfort of their own homes and explore virtual showrooms for a hands-on experience.

Healthcare and Medical: Virtual exhibitions in healthcare and medical domains serve as platforms to present advancements in medical equipment, pharmaceuticals, and telemedicine solutions. Participants can engage in live webinars, virtual demos, and networking opportunities to stay informed about the latest developments in the industry.

Automotive: Virtual automotive exhibitions offer car enthusiasts and industry professionals a digital space to explore the latest car models, concept designs, and automotive technologies. Attendees can view 3D models, participate in virtual test drives, and attend product launches, all without leaving their homes.

Fashion and Apparel: In virtual fashion exhibitions, designers can showcase their latest collections through high-resolution virtual runways, enabling fashion enthusiasts and buyers worldwide to attend fashion shows, explore new trends, and interact with virtual showrooms to place orders and gain insights into the industry.

Real Estate and Construction: Virtual exhibitions in real estate and construction offer a 3D immersive experience for property developers, buyers, and investors. Attendees can virtually tour properties, explore architectural designs, and attend seminars on the latest trends and technologies shaping the industry.

Food and Beverage: Virtual exhibitions in the food and beverage industry provide a digital platform for food vendors, manufacturers, and restaurateurs to showcase their products, offer virtual tastings, and engage in B2B networking to foster new business partnerships.

Energy and Renewable Resources: Virtual exhibitions in this field present the latest advancements in renewable energy technologies, sustainable practices, and energy-efficient solutions. Participants can attend webinars, explore interactive displays, and connect with industry experts to promote eco-friendly practices.

Education and Training: Virtual exhibitions in education and training focus on e-learning platforms, digital learning tools, and educational resources. Educators, students, and institutions can participate in virtual classrooms, demo educational technologies, and discuss the future of online education.

Finance and Banking: Virtual exhibitions in finance and banking offer a platform for financial institutions, fintech companies, and investors to showcase their services, hold webinars on financial literacy, and engage in discussions about the evolving landscape of the financial sector.

CHAPTER 2: Steps for Planning a Virtual Exhibition

To ensure the success and engagement of a virtual exhibition, numerous things must be carefully considered. Here is a step-by-step approach to organising a virtual exhibition:

Specify Goals: Begin by identifying explicitly stated goals for your virtual exhibition. Understand your objectives for the event. Among the objectives might include raising brand awareness, generating leads, educating participants, or establishing collaborations. Having well-defined objectives will assist guide the planning process and assess the success of the event.

Create an Event Plan Strategy: Create an event plan strategy that covers the full process, from pre-event promotion to post-event follow-up. Include important milestones, deadlines, roles and duties, and marketing techniques to entice attendees. This strategy should also include content development, speaker selection, and sponsorship options. Below are some example questions that should be addressed while organizing an online exhibition:

• How will attendees interact and connect during the event?
• How will you onboard exhibitors?
• What will be the registration process for participants?
• How do you plan to promote and market the event effectively?
• Are you considering sponsorship opportunities for the exhibition?
• What engagement and networking features do you intend to incorporate into the event?
• Will the online exhibition be gated with restricted access or open to all attendees for free?
• Which content elements are required to be provided to users during the virtual exhibition.

Selecting the Right Event Tech Platform: Choosing the right virtual event platform is critical for a successful exhibition. Consider elements like as usability, interaction, scalability, and audience reach. Look for solutions that can host webinars, live streaming, virtual booths, and networking places. Test the platform properly to verify that it suits your needs.

Make the Exhibition Interactive with Amazing Features: Engagement is critical for the success of a virtual exhibition. Include interactive elements such as product finder, search & filter options, scavenger hunts to boost interaction. Make it possible for attendees to communicate with exhibitors via chat or video calls. To improve the experience, consider incorporating 3D virtual booths with product demos and swag bags.

Gather Feedback: Attendee satisfaction and areas for development may be greatly improved by gathering feedback. Collect input from participants via surveys or polls both during and after the virtual display. Inquire about their overall experience, favourite aspects, and any future event recommendations. Utilise this input to improve future exhibits.

Track event analytics to acquire insights into attendee behaviour, content performance, and overall event success. Keep track of KPIs like the number of registrants, session attendance rates, engagement levels, and lead conversion rates. This information will be used to assess the event’s impact and give vital insights for future planning.

CHAPTER 3: Onboarding attendees and exhibitors

Registration for users and exhibitors is a crucial aspect of virtual exhibitions. For users, the process focuses on creating a seamless and personalized experience, while exhibitors go through a more involved process to showcase their offerings effectively.

With proper registration and preparation, virtual exhibitions can be highly successful in connecting businesses and individuals across the globe.

User Registration

The first step that potential attendees must do to participate in a virtual exhibition is to register as a user. The registration procedure varies according on the platform hosting the event, but it usually consists of the following steps:

Landing Page: The website for the virtual exhibition will have a landing page with information about the event, its schedule, and major attractions. Users will be able to begin the registration process by clicking a visible “Register” or “Sign Up” button on the website.

Personal Information: Users will be routed to a registration form where they must submit personal information such as their name, email address, and, in certain cases, a phone number. This data is essential for event organisers to engage with participants and offer event-related updates.

Establish a Profile: Some virtual exhibition platforms allow users to establish personalised profiles that include professional information, interests, and social network handles. This facilitates networking and helps exhibitors to better understand their target demographic.

Ticket Selection: Virtual exhibits may ask consumers to pick a ticket type depending on their preferences in some situations. For example, various ticket categories might have differing degrees of access or additional privileges.

Payment: While many virtual exhibits are free to visit, others may charge a registration fee to support event costs. Users will be requested to make a safe payment using the site.

Confirmation and Access Details: After completing the registration procedure, users will get an email with their access details, event links, and any additional instructions they may need to join the virtual exhibition.

Exhibitor Registration

Organization Information: During the application process, exhibitors will be asked to provide details about their company or organization, including name, description, logo, and contact information.

Select Exhibition Booth: Virtual exhibitions often offer different booth with varying levels of visibility and features. Exhibitors will choose a package that aligns with their marketing goals and budget.

Booth Customization: Exhibitors can customize their virtual booth using the dashboard. They can upload branding elements such as logos, banners, and booth designs to create a visually appealing and on-brand representation of their company.

Dashboard: The dashboard provides exhibitors with real-time analytics about visitor engagement. They can see the number of visitors, the duration of their visits, popular booth sections, and more. This data helps exhibitors understand their audience and make informed decisions. It allows to capture and manage leads generated during the virtual exhibition. They can view contact information of potential customers and export the data for further follow-up.

CHAPTER 4: Essential Features for an Exceptional Virtual Exhibition

Pre-event Meeting Scheduler

A pre-event meeting scheduler is a tool that allows attendees and exhibitors to schedule meetings before the virtual show begins. It allows participants to organise their calendars ahead of time and maximises networking chances.

Attendees can explore the list of exhibitors and their profiles, see their products/services, and then request appointments with certain exhibitors during specific time windows. Likewise, exhibitors may contact potential leads and set up appointments with interested attendees. This feature simplifies the process of interacting with relevant individuals and guarantees that important interactions do not go unnoticed during the virtual event.

Attendee and Exhibitor Matchmaking

The tool uses AI algorithms to link attendees with exhibitors based on their preferences, interests, and business objectives. Attendees may be expected to fill up a thorough profile showcasing their industry, interests, goods of interest, and so on when they register for the virtual expo.

Exhibitors, meanwhile, submit information about their services, target audience, and business objectives. This data is then analysed by the AI-powered matching engine, which suggests appropriate exhibitors to attendees and vice versa. This guarantees that guests are linked with the most appropriate exhibitors, which improves their entire experience and increases the possibility of fruitful connections.

Product Finder

Matchmaking is just a simplified way of connecting the participants with relevant exhibitors. To further improve the experience for the attendees, consider a platform that offers a tool that enables attendees to quickly search for products & sellers that they wish to explore.

Digital Booth & Showcase

The digital booth and showcase are virtual representations of an exhibitor’s actual display at the event. It is a customised online platform where exhibitors may showcase their products, services, promotional materials, and corporate information. To successfully engage guests, the digital booth frequently contains multimedia features including as movies, photos, brochures, and interactive demos.

Exhibitors may use the digital booth to present their services, communicate with visitors via live chat or video conferencing, and generate leads in a virtual setting. Attendees may tour various digital booths at their leisure, obtain information, and engage in real-time dialogues with exhibitors without having to physically present themselves.

Event Apps to Promote Personalised Engagement

Event applications have evolved into significant tools for interacting with participants in real time. Event applications keep attendees informed and involved during the event by using push alerts, personalised agendas, and interactive elements.

Organisers may send personalised messages to attendees, propose services based on their interests, and encourage networking opportunities, resulting in a more rewarding and personalised experience.

Digital Floor plan

A floor plan is a digital depiction of the virtual exhibition venue that shows how booths, stages, networking spaces, and other event features are laid out. It acts as a navigation tool for spectators to quickly navigate the virtual exhibition.

The floor design includes an interactive map that allows participants to view exhibitor information, join seminars, and engage in other activities by clicking on certain booths or regions. It assists guests in planning their event experience, locating relevant exhibitors, and identifying the schedule of talks or presentations they wish to attend. The floor layout improves the entire event experience by organising and making it more accessible to all participants.

CHAPTER 5: Sponsorship Management at Virtual Exhibitions

Organisations or people that support an event financially or in-kind in exchange for different perks are known as sponsors. A successful and gratifying collaboration for both the sponsors and the exhibitors depends on proper sponsorship management.

Documentation:

• To manage sponsors, it is frequently necessary to keep meticulous records of all contracts, agreements, and commitments.
• Details on branding possibilities, advertising, speaking engagements, exhibit space, and other promotional activities are frequently included in these packages.
• Keeping track of all correspondence with sponsors, including emails, meeting minutes, and any modifications to the sponsorship agreement or deliverables.
• Creating and outlining different sponsorship levels or packages with corresponding benefits for each level.

Sponsor management also involves creating and executing comprehensive plans for sponsors’ involvement during the event.

• Coordinating logistics related to the sponsor’s presence at the event, such as booth setup, materials delivery, and technical requirements for presentations or demonstrations.
• Planning activities or events where sponsors can interact with attendees, such as workshops, product demos, or networking sessions.

By effectively managing sponsors, exhibitors can build strong relationships, deliver on promises, and create a positive experience that encourages sponsors to participate in future events, leading to a successful and sustainable event ecosystem.

CHAPTER 6: Leveraging Event Tech: Enhancing Exhibition Attendee Engagement and Boosting ROI

Increase Networking Opportunities (AI matchmaking, one-one/group chat & video calls)

Through AI matchmaking algorithms that join people based on their interests, industries, and preferences, event tech facilitates effortless networking. Participants can have meaningful conversations and create enduring relationships by meeting other like-minded professionals.

Additionally, one-on-one and group chat features offer in-the-moment conversations, enabling participants to share ideas, work together on projects, and talk about new business partnerships. By allowing face-to-face talks even in a virtual context, the integration of video call capabilities further increases the physical touch.

Generate Leads and Sales (virtual booths)

Exhibitors can create interactive and immersive digital booths, complete with product demonstrations, promotional videos, and downloadable resources. Attendees can access these booths at their convenience, facilitating a steady stream of leads throughout the event and beyond.

Organisers can track which sessions were the most popular, which booths had the most footfall, and which components of the event were the most popular with guests. Event organisers can take data-driven decisions to better future events, allocate resources, and ultimately boost ROI by analysing this data.

Showcase New Projects and Innovations & Education (conferencing)

Conferencing tools integrated with event technology platforms provide educational sessions and presentations where business leaders may discuss their latest projects and discoveries. In addition to fostering thought leadership and a culture of continual learning inside the exhibition space, these seminars offer insightful information.

Attendees are more likely to stay interested during the event by providing a wide variety of instructional information, which improves the whole event. Additionally, taped sessions may be made accessible for on-demand access, expanding the reach of the event past its scheduled duration.

Engagement – Games, Quizzes, Swag Bags

Event tech platforms can incorporate gamified elements like interactive games, quizzes, and competitions to keep attendees actively involved. This stimulates healthy competition, encourages guests to explore all exhibition areas, and increases the amount of time attendees spend interacting with exhibitors. Therefore, exhibitors benefit from more visibility, while attendees have a more engaging and collaborative event experience.

Sustainability and Responsibility

Event organizers and attendees are growing more aware of their environmental effect. By lowering the demand for physical resources and lowering the carbon footprint connected with conventional events, event technology may aid in sustainability initiatives. With virtual exhibits, less paper and other resources are used, and the accompanying travel for visitors may be minimised or avoided.

Gather Feedback – Strategic polls, surveys, pop-ups

For organisers and exhibitors, feedback is a significant asset for understanding visitor preferences, assessing event performance, and identifying areas for development. Strategic polls, surveys, and pop-ups strategically positioned around the event may capture real-time input from guests using event tech platforms. The information gathered can provide useful insights on attendee satisfaction, preferences, and pain points. Organisers may constantly improve their event plans and create more engaging and rewarding experiences for future guests by acting on this input.

Hybrid Event Technology: Revolutionizing the Future of Event Experiences 

Did you know that, according to a new Markeltic report, it says “87% of B2B companies receive a positive return on investment on their hybrid event within 7 months after the closing of the event”? Clearly, hybrid events will soon be the most popular and the future of events.  

Hybrid events have transformed the event space. They provide a vibrant and welcoming atmosphere for all attendees and even creators or organizers that is is not restricted to size, location, or venue limitations. Whether it is a conference, trade show, concert, or business meeting, hybrid events are breaking down the traditional barriers to reach a wider audience: scalability, accessibility, and cost efficiency as it allows attendees to attend in person or remote or via online channels.  

In previous blogs, we have cautioned on how to save on venue rents, lodging, food, and transportation for your in-person and speaker attendees, and now, once you add a virtual component, so remote attendees add affordable easy-to-attend options for the event as well as cut down on lodging and transport expenses all together. This doesn’t just save money: the smaller organizations or individuals who are historically cut out of engagements, can create and attend an event they otherwise would not.  

HOW ARE HYBRID EVENTS THE FUTURE

Hybrid events are incredible at considering quality because they are sustainable, profitable, and will be accessible. The future of events will lie in the integration of hybrid experiences, where attendees will continue to expect personalized and participatory levels that are extraordinary for an event. This hybrid phenomenon will start to seamlessly run in-person meetings alongside online events, allowing agility and inclusivity without hindering experience. Attendees can participate from anywhere in the world, with a variety of virtual activities designed to eliminate time and location barriers. 

But that’s just the beginning. Organizers have endless opportunities to provide engaging and truly immersive interactions for attendees – both at the event, as well as online – with an array of interactive tools, live stream options, and virtual networking platforms at their disposal.  

Hybrid events blend physical and digital elements together. This unique combination helps to combine the best of both worlds into a memorable, energetic event. 

Event Technology for Hybrid Events

A. Registration & Ticketing

Efficient registration and ticketing technologies, make managing attendance process straightforward. When participants want to come to the event, they can easily register for the event, choose their attendance type, and pay securely online. Samaaro allows organizers to obtain complete data on all attendees to ensure personalized communication and effective logistical planning. 

B. Event Management Software

EMS has become important for Hybrid Events; give organizers the suite of tools event managers need to efficiently execute planning an event. Samaaro provides event organizers with the ability to have event websites, manage registrations and deliver customized communication to the participants. Event Management Software can also ensure excellent operational efficiency, though ease of scheduling and managing speakers, and working with exhibitors through an EMS. Along with interactive technologies for virtual events that can offer opportunities for attendee virtual networking, gamification options and attendee engagement measurement are included in event management software. Event organizers can leverage robust analytic and reporting tools to observe attendee behaviour, review event success, and make data-informed decisions for future events. The all-in-one platform allows organizers to quickly and easily manage all aspects of the hybrid event through each of the event stages. 

C. Live Streaming & Broadcasting

Live streaming and broadcasting capabilities are essential to hybrid events because they serve as a conduit between in-person and online attendees. Live streaming allows virtual attendees to participate in and log in to the event through high-quality video streaming technology.  Engagement with the hybrid event still exists through virtual attendee behaviours like live chat and Q & A, as attendees connect with speakers (online attendees) and their peers (in-person attendees) and develop a sense of connection. Virtual and in-person photo booths can also be included in the experience for memory making and sharing on social media. 

D. Mobile Web Apps

Mobile web apps can increase engagement and participation for both in-person and online attendees. With apps, the experience can be tailored by using interactive tools like full session schedules, interactive event maps, and notifications for multi-sessions and reminders.  

Communication and engagement are seamless between onsite attendees and encourages sharing of attendee information while also allowing for important announcements related to the experience and the event. Mobile web apps enhance participant connection to information to improve overall event experience. For event organizers, mobile web apps provide an experience for all participants as well as valuable insights and information. Organizers can capture participant engagement through polls and surveys on what activities were completed, track who attended the sessions, and even collect feedback. Interactive maps and event catalogs allow for further information sharing about exhibitors and enhance navigation experience for the attendee. 

E. Networking 

The blending of technology and many digital tools provides enhanced opportunities for networking in hybrid learning events. AI matchmaking can connect attendees, furthering optimized networking opportunity as well as a space for related conversation and engagement. Pre-event meeting schedulers also exist that allow participants to connect and setup pre-scheduled meetings which allows for efficient time management and engagement-focused attendance among the event.  

With the digitalisation of business cards, and connection request, sharing information is often managed in one digital source making it easy for attendees to grow their connections. In addition, event live chat can promote real-time engagement between in-person and virtual attendees through sharing, exchanging information, developing a collaborative experience, with information sharing all because of hybrid events. 

Conclusion

Event organizers can create immersive, engaging experiences to a varied audience using event technology. A blend of in-person engagement and online accessibility provides various avenues of sharing knowledge, engagement, and developing networking and business opportunities. Future event experiences will almost certainly depend on the events industry continuing to develop and evolve hybrid events and the technology to enhance hybrid engagement.

Whether it is a greener experience, more engagement experience, business networking and/or engagement experience, or an event in the future, hybrid events represent the future of events! Get ready with Samaaro to put the revolution of event planning and engagement into a world of possibilities! 

Hybrid Events 2023: The Ultimate Guide to Successful Planning and Hosting 

Hybrid events are events that give the option for the event to take place in person and virtually. This means attendees can participate in person or virtually, and allows flexibility in hosting events and/or virtual attendance by participants. 

This guide will cover the following topics:

Chapter I.

Understanding Hybrid Events

What are Hybrid Events?

Hybrid events are events that combine both in-person and virtual experiences. This allows attendees to attend either in-person or virtually, providing greater flexibility and convenience.

Advantages of Hybrid Events

A recent poll of event planners indicated that 86% of event organizers received positive ROI from their hybrid event. Some of the benefits of hosting a hybrid event- 

• Reach-The best of both worlds, hybrid events have both in person and virtual participants, this can greatly improve an events reach, by providing access for both physically attending and those attending virtually.  

• Flexibility- Hybrid events have the flexibility to allow attendees to attend either virtually or in person depending on their individual preferences or circumstances, and can alleviate any travel concerns.  

• Cost-Savings- Because hybrid events incur less cost involved with travel, venue, and accommodation, they can be significantly less expensive than in person events. This makes presenting events easier for organizations and can also allow organizations to maximize access to a much larger audience.  

• Improved Engagement- Hybrid events can provide more engagement opportunities for attendees. For virtual attendees, they can fully engage in Q&As, polls, and other interactive engagement, which improves total engagement levels and overall attendee satisfaction.  

• Better Analytics- Hybrid events can provide organizers with better analytics and data on their attendees. This can provide organizers with a better understanding of attendee preferences and behaviours, and improveSustainability: Hybrid events are relatively more sustainable than in-person events because they are less reliant on travel and venue carbon emissions. 

In conclusion, hybrid events have many advantages for attendees and the organizers. Hybrid events maximize both in-person and virtual benefits and produce a more immersive event experience that is cost-effective and flexible. 

Types of Hybrid Events

There is not just a single hybrid event format that is appropriate for all organizers. It is important for event organizers to consider the kind of event, the audience, the budget and the overall strategic objective/ultimate goal before settling on a hybrid event model. Once a hybrid event format has been decided, event planners will need to consider how interactive they wish to make the participation of virtual attendees. At the end of the day, the level of interactivity will depend on mixture of the nature of the event, and the preferences of the attendees. 

There are many aspects to hybrid events, however, all event organizers need to think along a few different types of hybrid events – 

Event organizers have a range of hybrid event types to choose from –

A synchronous hybrid event is an event that has both a in-person event as well as a virtual event and the content will generally have a start invocation that will permitted both the in-person and the virtual attenders to undertake experiences all at the same time.  

In general, synchronous hybrid events are becoming increasingly accepted because they enjoy the benefits of in-person and virtual content and provide the attendees an opportunity to engage in an event how they want. 

An asynchronous hybrid event is a hybrid event that has aspects of both in-person and virtual events but does not require that people undertake at the same time. Individuals can engage with and access the content and activities to the event when they wish.  

In general, asynchronous hybrid events are best suited to participants that cannot engage in real time events as they can engage with and access the content when they wish. There is value in the participants not needing to undertake together creates a more holistic and subjective experience to the larger audience shares with the add clarity that all participants in hybrid events may not need to partake together. 

Multi-Modal Hybrid Event: 

A hybrid combination event (also called a multi-modal hybrid event) is a combination of synchronous and asynchronous events in one hybrid event. A participant engaging in a hybrid experience to be more capable to segment the event participation based on their needs and preferences. 

In general, combination hybrid events create a variety of possibilities for participants to interact with the events based on their preferences or needs. In a hybrid event format with synchronous and asynchronous events, event organizers can combine the benefits of synchronous and the benefits of asynchronous event formats to create a more interactive environment for all participants of hybrid events. 

To Continue Reading…

Chapter II.

Planning A Hybrid Event

Planning a hybrid event involves its own set of issues and challenges, such as, How do you engage the virtual audience to reach the same level of remote engagement as the in-person audience. Below is step by step outline to assist you in the planning and will ultimately help in the successful execution and understanding key aspects to your planning process when planning a hybrid event.  

1. Setting Goals and Objectives and Deciding Event Format 

All hybrid event planning starts with creating your event goals and objectives. Establishing clear goals is an important step in successful hybrid event planning. 

The following are a few questions, event planners should work through in establishing the goals and objectives of their hybrid event:  

• What is the overall goal of the event? For example, to educate, network, showcase new products/services?  

• Who is the target audience of the event and what are the needs and wants of the audience? How will the hybrid format serve the event goals and audience best? 

• What is the desired outcome of the event? 

• Will we generate leads, create brand awareness, or provide attendees with value? What Key Performance Indicators(KPIs) will be used evaluate for event success?  

• How will we meet the objectives to both in-person and virtual attendees? 

• What type of content and activities can we develop to engage and satisfy the audience? 

• Are there any key messages or themes our event should use to align to our organizational goals and values?   

Thinking about these questions will help establish the event’s objectives, which in turn will help support the plan to prepare and deliver a successful hybrid event. 

2. Keep in mind the time zone & location for the event

Next you want to consider the target audience’s time zone, as well as the location of the event. With planning an event that is global in nature, look to use a venue that is easy to access and has a number of hotels, transit available to your participants. Look for ways to welcome virtual participation, whether that is because a participant cannot travel to the event venue or simply wishes to participate virtually (it is still participation). If you want to create equitable access for participants no matter their time zone, you should consider a hybrid event that provided both live stream and on-demand content. This allows value for participants who want to be involved live and value for participants that cannot or do not want to be involved live but can participate only by viewing on-demand content.  

3. Creating personas (target audience) 

Finding your audience is extremely important to assist with preparing for a hybrid, planned learning opportunity. The goal of creating personas is to help you visualize, think about, and try to develop an event for your participants.  

4. Determine your budget

Budgeting is an important part of the planning process.We want to make sure you have enough resources and a enough budget to execute everything you want. When you are budgeting you will want to include venue, all food and beverages, audio visual, marketing, and staffing. 

 When considering making efforts to defer costs, please look for sponsors and/or exhibitors who can help either financially, and/or in-kind with their costs at a discounted rate for exposure. You may also have a hybrid event concept that could provide you the features and services that cost less than traditional event planning. 

5. Analyze platform options

Finding the right hybrid event platform is very important consideration for your hybrid event. You want to find the one that facilitates for seamless engagement with in person and virtual attendees while being flexible to assist with online features such as live streaming, chatting, networking, breakout sessions, customer experience on an as needed basis. 

6. Assemble a team

Assembling a team is an important step for the successful execution for your hybrid event. You are going to need people with a number of different skills and range of experience related to event planning, marketing, technology, customer service, etc. You will want each team member to understand their role and responsibilities but work seamlessly together as a team. 

7. Book the right speakers

Speakers are an important part of the success of any event. You want to gather enough information about potential speakers and book speakers that are knowledgeable, engaging and relatable for committee members and participants whether in-person or virtual attendees because they are delivering their content via different channels (live, on demand, and content). 

You could book the right speaker(s) by conducting background checks or references or previous engagements. You may also want to intentionally invite a few industry expert(s) and/or thought leader(s) who can provide levels of insight and views in their trends or topics they present. 

8. Locate sponsors

Sponsorship is an effective option to achieve revenue and create interest and exposure for your hybrid event. For example, sponsors may provide your event with products, service(s) or financial contribution in exchange for gifts of appreciation or consideration can promote and market their association with our events. 

You may want to consider creating a sponsorship prospectus outlining opportunities and perks in becoming a sponsor. You will also want to find sponsors who have similar values and objectives as your initiative and target audience. 

9. Event agenda

Creating a strong agenda for the hybrid event is arguably the most important piece of being successful of your hybrid event. The agenda should consist of a healthy amount of keynote speakers, breakout sessions, networking, and some engaging activities to keep both in-person and virtual attendees attentive. 

To create a strong agenda, you need to have identified what our target audience is and what their needs and wants has to do with the content being engaging and relevant. You may also want to consider how you find the right technology to help create engaging interactive and immersive experiences for our audience. 

Chapter III.

Event Technology for Hybrid Events

Hybrid events are quickly becoming the standard for connecting both face-to-face and virtual audiences at the same event. However, to have an integrated experience, the event planners will require creative ways to link the remote audience with live audience. This is where event technology will come in. Event planners will require pre-event technology, in-event technology and post-event technology to have a successful hybrid event that requires a results-oriented approach. Below are examples of types of event technology that will enhance the hybrid event experience as well as a variety of best practices using event technology to create a successful event. 

Pre-Event Technology

There will be a range of key pre-event technologies to consider before a hybrid event, as the event will affect many audiences with respect to both and virtual settings face to face 

Registration and Ticketing: The event planner will want to ensure that the registration process is simple/streamlined and easy. Using registration and ticketing tech platforms to attend the event will create an efficient registration experience by allowing attendees to sign up and pay online. The registration and ticketing platforms will help maximize the benefit of tracking attendance, monitoring payments, and real-time information with respect to how many attendees have shown up to the event. 

Virtual Event Platforms: In a hybrid environment virtual attendees will need to have equal access to the in-person audience. There event technology available can be used to support the planning stages, help develop a customized website, manage the conference and the sessions, and have interactive tools like networking capabilities that will help keep virtual attendees engaged throughout the event.   

Communication Tools: Event planners want to ensure that attendees have means to communicate with each other, as well as with event staff. There are a variety of communication tools available to event planners, such as email marketing platforms, chatbots, and different social media platforms, which provide event planners with ways to communicate with attendees before the event, give real time updates during the event, and gather feedback after the event.  

Event Management Software: Event management software can help event planners with everything involved in executing an event, from the planning to event delivery. Event management software can help event planners with scheduling, budgets, vendor management, and attendee registration.  

In Event Technology  

In-event technology involves technology that planners can utilize in a way that enhances the experience for in-person and virtual attendees, and provides a seamless experience. In-event technology generally includes analytics, live streaming, virtual event platforms, mobile event apps, sponsor and exhibitor technology, digital signage and audio-visual technology.   

In a hybrid event platform typically has elements of features including access live streaming, virtual networking, and engagement tools for in-person and virtual participants to provide a seamless and engaging experience for event participants. (Note: Be sure that you select a platform that meets your event planning requirements) 

Live Streaming and Broadcasting: Live streaming technology allows broadcasting the in-person portion of the hybrid event to remote attendees. This includes cameras, microphones, and any A/V technology needed for quality streams as well as of a virtual event platform. 

Digital Signage: Digital signage is the presentation of various formats such as displays, projectors, and screens in a way that conveys up-to-date event-related information to attendees. This may include the schedule for the event, notices, sponsorship advertising, etc.  

Mobile Web Apps: Mobile web apps can also help in-person or virtual attendees find the necessary information to help navigate their way through the experience. Mobile web apps may include the schedule, speaker information, maps, etc. Mobile web apps can help attendees connect with each other; further communication and sharing of event information will also occur. 

Technology for Sponsors and Exhibitors: Technology for sponsors and exhibitors at hybrid events includes many different and varied methods including virtual booths, lead capture software and other means of facilitating engagement and interaction amongst attendees. 

Contactless Check-in & Badge Printing: Contactless check-in and badge printing systems can ensure a page check-in experience for any in-person attendees while minimizing wait times and face to face contact, for all.  

Engagement: Engagement options statistically show that this can include but are not limited to gamification, audience response systems, interactive displays, and a networking option for attendee engagement and interaction. 

Analytics & Reporting: Analytics & Reporting can support attendees to discover and learn about its own attendee engagement and satisfaction and measure the outcome from the hybrid event. Using analytics, event developers can measure attendance, active engagement, and feedback surveys. 

A/V Equipment: A/V Equipment such as sound systems, lighting systems, and projection systems can be critical elements of an immersive experience for in-person and virtual participants in a hybrid event. 

Post Event Technology  

There are many technology options available to help purposes maximize the value and experiences of a hybrid event for the attendees long after the event is completed. Below are some Post-Event Technologies for hybrid events: 

Content Distribution Platforms: Use the content distribution Platforms to broadcast and share the event’s recordings, presentations, and associated materials with attendees.  

Content Distribution Platforms include you guessed it- Video hosting services, content management systems (CMS), or stand-alone event Platforms that are specifically dedicated to providing recorded programming on-demand accessibility for participants. 

Post Event Surveys & Feedback: Build and distribute post-event surveys and / or feedback forms for in-person, as well as virtual attendees. Post-event surveys can provide information, useful measures of satisfaction, and ways you can improve your event. You can use any in-market online survey instruments, plus event feedback solutions.   

Data analytics and metrics: Use tracking software to analyse the data you collected during the event and to subsequently create reports by participant actions taken. Reports can have information regarding participation engagement, the number of participants in any session, engagement interaction in networking, and so on. Use the data you captured related to the progress of your event goals and criteria, when evaluating the overall results, and consider all the information to assess your overall impact.  

Event analytics and ROI: Establishing ROI for your hybrid event might be based upon tracked collected metrics related to: attendee registration, engagement, the number of leads generated, – conversions etc. Event management software, or in-market event quality analysis metrics will assist in the aggregation process of the event.  

Follow-Up Emails and communications: Next is for you to send follow up emails to all the attendees, and hopefully incorporate a personal aspect to a touch point with each of the attendees follow up email. You want to express thanks for attending and include other additional resources for attendees to review such as event presentation slides, access to session recordings, or exclusives mentioned during the event. This is a good way to wrap-up their experience, and keep attendees more engaged.  

In summary the technologies mentioned above include pre-event, in-event, and post-event aspects that may be utilized within an all-inclusive event technology platform/service, such as Samaaro. Why is this a good example? Because Samaaro was purpose built for event professionals that conduct hybrid events in a broadly generalized sense. If you utilize Samaaro all of your event needs will be found through one solution to enable you to manage all of the needs of your events, motivate attendee engagement, provide hybrid-based virtual requirements, gain important data to use for any future iterations of your programming, and achieve integration of hybrid based events delivery.   

Chapter IV.

Designing Engaging Hybrid Experiences 

Hybrid events provide an opportunity to create meaningful experiences that harness the best of in-person and virtual components – below find some tips on designing engaging virtual, and in-person experiences, and create an experience that consists of both:  

Tips for designing engagement virtual experiences  

3D Platforms: 3D Platform increases a sense of immersion and interactivity and gives participants virtual booths, exhibition halls, and networking areas so participants will engage with sponsors and exhibitors and gives participants unique, immersive, and visually dynamic experiences.   

On-site access: Livestream or record key on-site experiences (presentations, panels, product launches, performances) and offer quality video production with multiple angles, sound options (presenters and audience). If planned strategically, participants will feel more connected and engaged while truly experiencing the event in the moment, or with exclusive access to behind-the-scenes content.  

Tips for designing engaging in-person experiences  

Scannable QR codes: How easy are they to scan for registration, accessing conference materials, downloading event apps?  

Accessing the agenda: Do attendees have one simple easy to use mobile app, or mobile friendly web app where they can see their sessions, bios about their speakers, and easily identify and access real-time updates? Does the app have search and filter capability? 

Let them network: The right technology, digital business cards, and areas that are conducive (and appropriate) to networking allows participants to connect and share information.  

Mobile: Assume all participants are attending solely via a mobile device, and make sure everything is mobile-friendly – screen, website/app (mobile friendly websites are designed to be used on any device, so check it for a smart phone).  

Creating seamless connections between face-to-face and virtual experiences  

Creating seamless connections between face-to-face and virtual experiences is critical to creating one cohesive hybrid event experience; however, it should be noted that when designing a hybrid experience, each audience group – face-to-face and virtual should not be treated the same based on their platform. Rather than treating the audiences the same, we need to acknowledge that each audience’s unique dynamics, needs, and wants will dictate way each audience (or group) crafts an experience for themselves. 

Synchronous content delivery – Connecting the audiences: Simply stated the best way to connect the audiences, is to make certain that webcams or other forms of visual technology are on during the sessions/activities and the virtual participants receive whatever in-person participants have during the event. More specifically make all sessions live, allow for virtual breakout rooms as well as the consistent schedule, and provide on-demand recordings of all live streams to your virtual audience.  

Engagement opportunities – Connecting the audiences: Make certain to have engagement opportunities for the virtual attendees to have a voice while physically engaging or participating with/among the face-to-face audience, and vice versa. Examples of engagement opportunities for the virtual audience include: remote attendance for Q & A, can have an exhibitor booth also; all audiences can use the event hashtags on Twitter and other social media during live interactive chats to involve both audiences in continuing a conversation.  

Hybrid networking opportunities – Connecting the audiences: Provide participants with the opportunity for the face-to-face participants and virtual participants to network. The networking component can be as simple as those face-to-face participant groups being directed to an online network/platform – essentially sending them to a virtual/form page to fill out; networking times for participants; can facilitate something hybrid, allowing the face-to-face to network and reflect for further action.  

Hopefully these tips will help event designers create effective, engaging virtual experiences, immersive and active face-to-face learning environments, and meaningful hybrid experiences that can link into one cohesive, active, engaging hybrid event experiences for face-to-face and virtual audiences.     

Chapter V.

Marketing and Promoting Your Hybrid Event

Marketing and promoting your hybrid event are crucial for its success. A well-executed marketing plan can attract both in-person and virtual attendees, generate excitement, and maximize participation. In this section, we will explore the key components of marketing your hybrid event effectively.

Developing a Marketing Plan

To create a comprehensive marketing plan for your hybrid event, consider the following steps:

Utilizing Social Media Platforms and Other Promotional Channels

To effectively promote your hybrid event, consider the following platforms:

Building Anticipation Through Pre-Event Marketing

Creating anticipation before your hybrid event can generate excitement and boost attendance. Implement the following strategies:

• • Creating excitement through your pre-event marketing           

   

  • Building pre-event excitement for your hybrid event will generate interest and ultimately attendance. Several ways to excite your audience include:         

   

  • Teaser Campaign: share sneak peaks, behind-the-scenes, or teasers about highlights of the event. This will generate excitement about your audience wanting to learn more about your event.            

    

  • Early Bird Offers: offer very early bird discounts or offers, to a few registrants. People love to receive an offer or feel special, it creates urgency, and they will want to act as FAST as possible.           

    

  • Speaker and Session Highlights: blog article, social media posts or video interviews highlighting your event speakers, panellists, and sessions. The most important thing to focus on is what attendees at the event will gain from attending these sessions.           

    

  • Interactive Contests and Giveaways: on social media platforms you can create interactive contests/giveaways. Participants may post something about the event, use a free event pass or merchandise as a prize. Not only does it create hype but also creates an engagement opportunity with followers and potentially new attendees.           

   

  • Event Partnerships: consider partnering with other business and organizations that have aligned missions, to promote and cross promote each other’s events. 

Chapter VI.

Executing the Hybrid Event

There are a few key areas to be aware of when executing a hybrid event. When executing the physical area of your hybrid event the following are important areas to explore.  

In-Person Event Logistics 

When facilitating a hybrid event, below are essential points to keep in mind when executing the in-person component.   

 Venue Set Up: It is very important to layout your venue with the in-person attendees that are going to be there and the production equipment that will be at the venue. When planning the furniture arrangement for seating and staging, include your AV in the planning so both audiences will have the same event experience.  

Registration and check-in Process: The registration and check-in process for in-person attendees should be as seamless as possible from a in-person basis. This may include using technology such as QR Codes, or possibly technology with mobile check-in that does not have lines for in-person registration or check-in. 

Networking Opportunities: You can facilitate networking for in-person participants to engage, that may include planning a space for in-person attendees to network or be engaged in some activity. You may consider getting the virtual attendees engaged in some sort of online networking, or at least casual chatting.   

Event Amenities: Lastly, please take into consideration the way your participants will be attending and determine the amenities you will provide, refreshment and charging for in-person attendees. And you will obviously wish to provide various comforts for all of your participants at various points throughout your event. Live Stream – and Hybrid Event Platform  

When considering how to handle the virtual component of your hybrid event, there are a few things to account for:  

Live Streaming Setup – Be sure to set-up a reliable and robust live streaming platform and infrastructure to let the virtual attendees follow along with your event. Also, work through your setup and test internet, video, and audio, to be sure to provide the best possible streaming experience.  

Hybrid Event Platform – Finding a solid and easy to use hybrid event platform is an important component dealing with logistics of a hybrid event. Be sure to find a platform with good features, like: live-streaming, interactive chat, digital booths, and networking. Try to use a hybrid event platform that works with your registration and provide analytics you may need later.  

Technical Assistance Team – Designate a team for tech support, manage use of the hybrid event platform, help troubleshoot items, and assist attendees’ (if needed) troubleshoot technical problems. The tech support team needs to be completely comfortable with the hybrid event platform, and available to help any attendees as quickly as possible.  

Virtual Attendees & Engagement – Plan on including your virtual audience with some interactive components in the hybrid event platform. Examples include polling attendees live, plan for Q&A, assign chat moderators, and include virtual networking opportunities. It will be helpful to create dedicated moderators and assistants support events discussion and answer questions.  

Managing Technical Issues & Back-Up Plan  

You can prepare and plan for your hybrid event, but there is still a chance that technical issues will arise. To be able to face the unexpected here are few items to consider:  

Back-Up Equipment/Redundancy – Have back-up equipment available, in case you have be able to use back-up equipment (like another microphone, or camera, or internet). Redundancy will help smooth transfer when you need to move to back-up equipment.  

Tech Run-Through/ Rehearsals – Rehearse thoroughly to try to work through any tech issues. Test all your AV equipment, test your streaming, and your hybrid platforms.  

Communication – Establish the communication channels and links to on-site team, and those manage hybrid event platform, and finally technical support team, so that there is limited lag time to coordination or troubleshoot any tech issues.  

Contingency Plan – Having contingency plans for various contingencies (like internet outage, power outages, streaming interruptions), and what to do to minimize the impact on both in-person or virtual attendees. Let the appropriate teams know the back-up plans, and have it available during the live event.  

Coordinating on-site logistics, hybrid platforms, and any technical issues that might arise will make your hybrid event successful and engaging for all of the attendees. 

Chapter VII.

Post-Event Activities

The end of one event marks the beginning of the next, and it’s important to maintain a connection with attendees. After the conclusion of a hybrid event, it is essential to engage in post-event activities that not only evaluate the event’s success but also set the stage for future improvements. Here are three crucial post-event activities to consider: follow-up communication and engagement, measuring success and evaluating performance, and improving future hybrid events.

Follow-up Communication and Engagement

Measuring Success and Evaluating Performance

Improving Future Hybrid Events

By focusing on follow-up communication and engagement, measuring success and evaluating performance, and continuously improving future hybrid events, organizers can ensure that each event becomes better than the last, providing enhanced experiences and value to attendees, sponsors, and stakeholders.

Chapter VIII.

Conclusion

Hybrid events have emerged as a powerful and dynamic format that combines the best of both virtual and in-person experiences. This section provides a recap of key takeaways, explores the future outlook for hybrid events, and offers final thoughts and recommendations.

Recap of Key Takeaways

Throughout this guide, we have explored various aspects of planning, executing, and maximizing the potential of hybrid events. Key takeaways include:

Future Outlook for Hybrid Events

Predictions Regarding the Future of Hybrid Events 

The future for hybrid events is bright as they rise in popularity, flexibility and impact in response to rapidly evolving circumstances more than most programming formats. 

Here are a few possible predictions regarding hybrid events in the near future: 

More Flexibility: Hybrid events can include or exclude any aspect, in either a virtual or in-person format. Additionally, given that the hybrid event can be both virtual and in-person, organizers can be flexible when circumstances change, surrounding health concerns, travel restrictions, or the size of the audience, for example. 

More Accessibility: Hybrid events allow you to market to people from all over the world in a way that does not sacrifice in-person attendance for virtual attendees, and vice versa. 

Better Personalization: More engagement, interactive platforms, AI-generated recommendations, and customized content delivery will improve your deliverer for hybrid events, as each will offer a unique experience for attendees. 

New Technology: Look for new hybrid engagements that feature technologies like augmented reality (AR) and virtual reality (VR).These technologies will enhance immersion and interactivity to deepen participants’ experiences and allow them to feel connected to the event, regardless of where they are situated in relation to the event.  

Hybrid Networking: Organizers can take advantage of dedicated networking platforms, the use of matchmaking algorithms, and real-time communication tools to create proper networking opportunities for your attendees, speakers, sponsors and exhibitors.  

Hybrid Revenue Models: Organizers can easily implement options such as virtual sponsorships, digital advertising, premium access packages, and online marketplaces as revenue streams.  

Data-Driven Decision Making: As hybrid events provide extensive data around the amount of engagement, attendee interactions, and the content they favour, we can expect more data-driven decision making in the future. Organizers will be able to turn to these types of analytics and insights to refine the experience, tailor content, and analyse where there may have been potential opportunities for improvement.  

Final Thoughts and Recommendations 

With hybrid experiences becoming more common, it is essential to change as organizers and to embrace research, reflection, and the opportunities that hybrid events can bring.   

– Leverage technology: Keep an eye on new technologies and ways in which attendees engage. Continue to experiment with emerging tech, unlikely platforms or tools to develop a truly unique, memorable hybrid experiences.  

– Promote collaboration: Help foster collaboration and knowledge sharing between event organizers, industry actors, and technology companies. If we work collaboratively, we can continue to breakthrough challenges and advance in hybrid event space.  

– Consider inclusion: Both virtual and in-person experiences should be designed to be inclusive for everyone. Ensure both types of attendees have equal opportunities to engage, participate and network. Your thinking should also include providing for accessible experiences for individuals with disabilities and be aligned with the diversity of language and cultures.   

When taking these recommendations into consideration and focusing on industry developments, organizers will maximize the potential hybrid events can reach; resulting in great experiences for attendees, sponsors, and those involved.  

In conclusion, Hybrid events have incredible potential for disrupting the event industry and providing unique experiences for participants. If you want to access the full capabilities of hybrid events and manage the virtual and in-person aspects with ease, then it is recommended you check out superior event management platforms, like Samaaro.  

If you are ready to shift the paradigm of your hybrid events, schedule a demo or see what Samaaro can offer. Now, let’s get to planning!