Author: Prachee Mishra

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. 

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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! 

Tips to Drive More Leads for your Sponsors at Hybrid Events

Sponsors have always been an integral part of event planning, playing a critical role in supporting and enriching events. Sponsors serve a significant part in the success of events, and their engagement extends far beyond financial assistance. They provide knowledge, industry insights, and essential resources to the event, which improves the overall event experience for attendees. Sponsors demonstrate their dedication to community participation, brand loyalty, and corporate social responsibility by investing in events. Sponsors, in essence, serve as the events’ backbone, encouraging their growth, influence, and long-term viability.

But in return, we need to understand their objectives from participating in the event. It could be to generate leads; it could be to create brand awareness or may be just part of their CSR. Nevertheless, they expect a return on their investment. What if we told you there’s a way to increase the value of your sponsors even more? Event organisers may create tactics that not only benefit sponsors but also improve the entire event experience for attendees by recognising the importance of sponsors and their aims.

Let’s explore some strategies in detail, ensuring that sponsors can maximize their participation and achieve their desired outcomes in hybrid events.

Tips to drive value and leads to sponsors

1. Hosting Hybrid Events
Hybrid events, increases the impact of your events and opens new opportunities for sponsors. Why simply hold traditional in-person events; when you can use the potential of hybrid events to increase sponsor ROI, broaden reach, and create amazing moments for every individual involved. Don’t believe us, here’s a recent report that shows, “50.7% of event marketers surveyed believe that all live events in the future will include some form of digital components.”

2. Give Sponsors Their Own Digital Footprint
Brochures and catalogues are no longer satisfactory for captivating attendees. Provide sponsors with their own digital presence to ensure they stand out. Within the event platform, create a dedicated sponsor page or microsite that includes a visually appealing product gallery, a resource centre, and engaging material. This approach will assist sponsors in efficiently showcasing their products, increasing brand awareness, and encouraging consumers to connect with their information.

3. Implement Multiple Lead Capturing Alternatives
By providing a variety of lead capturing options, sponsors will be able to interact with potential prospects more efficiently. On the sponsor page, provide choices such as a meeting calendar, a “enquire now” button, or a “get in touch with the team” function. By providing different touchpoints, attendees may interact with sponsors in a way that meets their interests, resulting in increased lead generation.

4. Gamify Lead Capturing
By gamifying the process, you can turn lead generation into an engaging experience. Instead of just putting business cards into a bowl, try scanning business cards or scanning QR codes to collect leads. Visitors who attend the event and scan QR codes at booths get points, and the top 100 participants are qualified to win prizes. This approach provides organisers with useful information such as popular booths and the average number of visitors to the exhibition halls. It also aids exhibitors in generating leads. This gamification feature will not only make lead generation more pleasant, but it will also inspire attendees to interact with sponsors.

5. Use AI Match-Making for Product Discovery
Use AI matchmaking to improve the attendance experience and drive more leads to sponsors. Create a product discovery tool that offers suitable products based on the interests and preferences of participants. Attendees are more inclined to investigate sponsor products that correspond with their needs when personalised suggestions are made, resulting in greater lead conversion rates. Further, attendees should also be able to search for products while applying necessary filters.

6. Pre-Event Meeting calendar
Before the event, set up a pre-event meeting calendar to allow participants to book meetings with sponsors ahead of time. Send out personalised “Book a Meeting” invitations through email or send engaging push notification that attract the audience, allowing attendees to reserve time slots with potential sponsors. This proactive strategy guarantees that sponsors spend one-on-one time with potential leads, resulting in more meaningful interactions and improved lead conversion rates.

Remember that the relationships established, and the value created are at the heart of every successful hybrid event. By allowing sponsors to shine and engage guests in unconventional ways, you will generate a buzz that will last long after the event has ended. Attendees will recall the unique experiences and conversations, sponsors will value the leads and exposure, and your event’s status as a go-to industry meeting will be cemented.

So, include these ideas into your next hybrid event with Samaaro’s holistic solutions. Accept the endless potential of fusing the physical and virtual worlds, and watch as sponsors grow, attendees connect, and your event climb to new heights. Let’s work together to generate more leads, leave a lasting impression, and carve a successful route in the ever-changing world of hybrid events.

Enhance The Engagement at Your Hybrid Events with These 5 Must-Have Features 

Based on a survey, it has been found, “34% of event professionals plan to use the hybrid format for the majority of their events in 2023.” This demonstrates the increasing prominence of mixing in-person and virtual elements in the event sector. Organisers can reach beyond their physical restrictions through hybrid events. They can cater to a bigger audience by allowing people who are unable to attend in person due to distance, travel restrictions, or other factors to participate virtually. Sponsors also stand to gain significantly from hybrid events, as they obtain more exposure for their brand across two unique platforms, resulting in equal benefits on both fronts.

Having said that, effectively engaging attendees at hybrid events poses significant challenges. A hybrid event can provide distinct experiences to broad groups by incorporating both styles, but at the same time, it entails investing twice the effort in crafting distinct participant experiences, catering to both on-site and remote participants. Regardless of the event type, ensuring participants feel included requires active engagement with them. The above statistics show that hybrid events have grown in popularity in recent years, as they offer the best of both worlds. In this blog post, we’ll look at five trending features for hosting effective hybrid events that attract and engage your audience.

Features for Maximum Engagement –

1.Photo Booth & Gallery

The introduction of photo booths in hybrid events expands the opportunity to create lasting memories that extends beyond just in-person attendees to virtual guests as well. Hybrid event platforms enable organizers to create a visually appealing photo booth area at the physical event location, complete with artwork, backdrops, and professional lighting, catering to the in-person audience.

Simultaneously, an online photo booth can also be enabled that allows virtual guests to click and post their own photos with a variety of backgrounds, frames & filters. Moving forward, an attractive photo gallery can be created to display all the pictures posted by both in-person and virtual attendees. This will help build a delightful sense of community where attendees can have access to like and comment on pictures posted by everyone.

This feature encourages conversation, networking, and a sense of support among players, regardless of whether they are present on-site or joining electronically. Attendees get the opportunity to make relationships through face-to-face interactions and mutual recognition.

2. Treasure Hunt

Incorporate a virtual treasure hunt into your hybrid event to provide an intriguing and challenging experience. Use a dedicated event app or web-based platform that allows participants to participate in riddles, find clues, navigate spaces, and earn rewards.

This interactive activity fosters a sense of competitiveness and camaraderie among participants by encouraging exploration, teamwork, and the development of problem-solving skills. It not only allows participants to have fun during the event, but it also helps them collect prizes and achieve recognition on the leaderboard as they successfully navigate the treasure hunt.

3. Activity Leaderboard

In B2B conferences and workshops, a leaderboard for attendees would be highly valuable, allowing organizers to identify their most engaged attendees, customers, or new prospects. Gamification is a powerful tool for driving engagement, and an activity leaderboard adds a healthy dose of competition to your hybrid event. Create a leaderboard that tracks and displays the progress and accomplishments of attendees throughout the event.

Points can be awarded for a variety of activities, such as attending sessions, engaging in conversations, visiting booths or completing challenges. The real-time leaderboard could be visible both at the physical event location and on the virtual event platform, encouraging attendees to participate actively in order to secure a spot on the scoreboard.

4. Social Media Challenges

Social media plays a substantial role in event marketing by increasing event awareness. Utilize the power of social media by incorporating interactive challenges that encourage participants to connect with and share event-related content. Create unique tasks, such as photo-sharing, event update dissemination, or active participation in event hashtags. Participants that actively contribute should be rewarded with unique items, discounts, or VIP access to future events.

This feature not only increases the event’s visibility on social media but also builds a sense of connection and excitement among participants. Consider including a Q&A session or a live social wall during your hybrid meetings as well. Allow both virtual and in-person attendees to submit questions or tag you on social media in order to appear in the live feed.

5. Pop-up Games

Rather than relying on pop-ups for merely sales, a more productive strategy involves integration of pop-ups allows participants to get involved in a variety of activities like contests, networking lounges, and demo sessions. You may also choose to include interactive and fascinating pop-up games in the event that can also provide moments of enjoyment and relaxation.

Word finder puzzles, image puzzles, trivia quizzes, and mini-games can be smoothly integrated into session breaks or designated game zones at the event venue. Further, the games can be made available to virtual participants via the event app or website. These activities provide a refreshing break, fostering an atmosphere of relaxation, socialization, and enjoyment, thereby promoting engagement among individuals.

You can build immersive and engaging events that bridge the gap between virtual and in-person attendees by using technology and innovative concepts. As hybrid events become the norm, incorporating these significant traits will allow you to stay ahead of the curve and provide exceptional experiences that will leave a lasting impression on both virtual and in-person attendees. Embrace the power of Samaaro’s engagement features and unlock the full potential of your hybrid events to foster connection, collaboration, and inspiration in a rapidly changing digital landscape.

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Mastering Virtual Exhibition: Creative Product Showcasing in the Digital Age

Virtual Exhibition have gained immense popularity in recent years, especially with the advent of the pandemic. With businesses and organizations moving online, Virtual Exhibition have become a preferred option to showcase products and services. They offer a unique opportunity to connect with a global audience and provide a platform to display products to potential customers, without the limitations of physical space.

Table of Contents

• Introduction
• Importance Of Effective Product Showcasing in Virtual Exhibition
• Choosing The Right Product Showcase Approach
• Creating An Immersive Product Showcase
• Adding A Human Touch to Virtual Product Showcases
• Conclusion

Introduction

In this article, we will delve into the world of Virtual Exhibition and explore how businesses and organizations can creatively showcase their products in these digital spaces. We will discuss the importance of product showcasing in Virtual Exhibition and provide insights into how to make the most of this online medium. With Virtual Exhibition becoming a norm, it is imperative for businesses and organizations to adopt innovative ways to showcase their products and services. By the end of this article, readers will have a better understanding of the creative ways to showcase products in a virtual exhibition, and the potential benefits of product showcasing for their business or organization.

Importance Of Effective Product Showcasing in Virtual Exhibition

Virtual Exhibition have emerged as a popular alternative to traditional physical exhibitions, offering convenience and accessibility for businesses and attendees alike. However, with the absence of physical interaction, it becomes crucial for businesses to showcase their products in a virtual environment to engage potential customers and drive sales. Product showcasing in Virtual Exhibition can create an immersive and interactive experience, leaving a lasting impression on customers and ultimately leading to increased brand awareness and loyalty.

Why Showcasing Products Is Crucial in a Virtual Exhibition?

Virtual Exhibition have become increasingly popular due to their convenience and accessibility. However, without physical interaction, showcasing products effectively in a virtual exhibition becomes crucial to engage potential customers and drive sales. By using high-quality images, videos, and 3D models, businesses can present their products in an interactive and visually appealing way, providing potential customers with a better understanding of the product, which ultimately leads to increased engagement and sales.

How Product Showcasing Can Improve Engagement and Drive Sales?

Product showcasing in Virtual Exhibitions is a powerful tool that can boost sales, drive engagement, and provide valuable data analytics for businesses. By showcasing products in an immersive and interactive manner, businesses can create a memorable experience for their customers, leading to increased brand awareness and customer loyalty. One of the key benefits of this approach is lead generation, as providing visitors with an opportunity to engage with products in a virtual setting allows businesses to capture their interest and gather valuable information about their preferences and behaviors. This data can then be used to tailor marketing strategies and improve customer experiences, ultimately driving sales and growing the business.

Comparison With Traditional Physical Exhibitions

Compared to traditional physical exhibitions, Virtual Exhibition offer several advantages, such as reduced costs and increased accessibility. However, product showcasing remains a critical component for success in both types of exhibitions. While physical exhibitions provide the opportunity for customers to physically interact with products, Virtual Exhibition offer a unique opportunity to showcase products in an interactive and visually appealing manner, leading to increased engagement and sales.

Choosing The Right Product Showcase Approach

When it comes to showcasing products in a virtual exhibition, it’s essential to choose the right approach that fits your business needs and objectives. There are different types of products showcases that businesses can consider, depending on the nature of their products and the desired level of interactivity.

Types of Product Showcases

In Virtual Exhibition, there are various approaches to showcase products effectively. Some of the most common types include:

• 3D Models: These allow customers to interact with a three-dimensional representation of the product, giving them a more detailed view of its features and functionality.
• Virtual Tours: This approach creates an interactive experience for customers by taking them on a virtual tour of the product. It can include 360-degree views, multimedia content, and interactive elements.
• Product Demos: These are interactive presentations that showcase the product’s functionality and features. They can include videos, images, and interactive elements such as quizzes and surveys.

Factors To Consider While Choosing the Right Showcase Approach for Your Products

Here are some factors to consider when choosing the right showcase approach for your products in a virtual exhibition:

• Type Of Product: Consider the type of product you are showcasing, and which showcase approach will best highlight its features and benefits.
• Target Audience: Think about your target audience and which showcase approach will resonate with them the most.
• Budget: Determine how much you are willing to invest in showcasing your products and which showcase approach will fit within your budget.
• Technical Requirements: Consider the technical requirements of each showcase approach, such as the hardware and software needed, and ensure that you have the resources to support them.
• Brand Image: Choose a showcase approach that aligns with your brand image and messaging.
• Level Of Interactivity: Consider the level of interactivity you want to provide to potential customers, and which showcase approach can best provide that.
• Compatibility With Virtual Exhibition Platform: Ensure that the showcase approach you choose is compatible with the virtual exhibition platform you are using.
• Capturing Interest: When choosing a showcase approach, consider options that allow for lead generating CTA’s like “enquire now”, “meet our team / chat functions”, as they can help to convert visitors into leads and ultimately drive sales.
• Options for Scheduling Meeting/Call: Choose a showcase approach that provides options for scheduling meetings or calls with potential customers, allowing for further engagement and discussion of your products.

By considering factors such as the type of product, target audience, budget, technical requirements, brand image, level of interactivity, and compatibility with the virtual exhibition platform, you can choose the showcase approach that best highlights your products and resonates with potential customers.

Creating An Immersive Product Showcase

In today’s digital age, creating an immersive product showcase has become an essential component of successful marketing strategies. To achieve this, businesses must focus on designing an attractive and user-friendly virtual booth that incorporates interactive features and gamification to engage visitors.

Designing An Attractive and User-friendly Virtual Booth

When designing a virtual booth, it’s crucial to ensure that it is visually appealing and easy to navigate and displays your brand. The following are some ways of achieving this:

• Incorporate high-quality images and graphics to showcase products and services.
• Use a color scheme that aligns with your brand and makes your virtual booth stand out.
• Create a layout that is intuitive and easy to navigate, with clear menus and categorization.

Utilizing Interactive Features

Utilizing interactive features is another way to make your product showcase more engaging. Here are some ways to do this:

• 360-degree Product Views: This allows visitors to see a product from every angle, giving them a more immersive experience.
• Zoom: This feature allows visitors to zoom in on a product’s details and get a closer look.
• Multimedia Content: Incorporating videos and animations can help visitors better understand your products and services.
• Product Description: A detailed and accurate description of your product is essential to help visitors make informed purchase decisions.
• 3D Walkthrough: This feature provides a three-dimensional view of a product, allowing visitors to examine it from all angles and get a better sense of its dimensions and features.
• Virtual Walkthrough: This feature allows visitors to explore a physical space, such as a showroom or store, from their own device. It can provide a realistic experience that helps visitors better understand the layout and products available in the space.

(Note: Features like 3D walkthrough and Virtual Walkthrough can be implemented in property exhibitions to enhance the overall experience of the attendees)

Incorporating Features to Enhance Engagement

Gamification is another way to engage visitors and make your product showcase more memorable. Some gamification ideas include:

• Quizzes And Surveys: Engage visitors by offering interactive quizzes or surveys related to your products or industry. This not only increases engagement, but also provides an opportunity to collect valuable feedback from visitors.
• Games: Include games such as “spin the wheel” or “submit a query to participate in a lucky draw”, which can incentivize visitors to interact with your products and create a sense of excitement.

Incorporating social features is another way to encourage visitors to engage with your virtual booth. Some examples include:

• Live Chat: Offer visitors the opportunity to chat with your team members in real-time and ask questions about your products or services.
• Social Media Integration: Allow visitors to share your virtual booth on social media platforms, expanding your reach and increasing engagement.
• User-generated Content: Encourage visitors to share their experiences at your virtual booth by offering incentives for user-generated content such as photos or videos.

By designing an attractive and user-friendly virtual booth, incorporating interactive features and gamification, and incorporating social features, businesses can engage visitors and increase brand awareness and is vital component of modern marketing strategy.

Adding A Human Touch to Virtual Product Showcases

Even if it is a virtual exhibition, businesses should not forget about the little but extremely important detail – i.e., human touch. Personal interaction is crucial for creating a positive customer experience, and it’s essential for businesses to find ways to add a human touch to virtual product showcases.

Importance Of Personal Interaction in Product Showcasing

• Builds Trust: Personal interaction allows businesses to establish trust with their customers, making it more likely that they will purchase products or services.
• Enhances Understanding: Personal interaction provides customers with the opportunity to ask questions and clarify doubts, leading to a better understanding of products and their features.
• Increases Engagement: Personal interaction can help increase customer engagement and interest in products, leading to a higher likelihood of conversion.

Ways to Add a Human Touch in Virtual Product Showcases

• Live Chat: Businesses can use live chat features to interact with customers in real-time and provide immediate support and assistance.
• Video Conferencing: Video conferencing allows businesses to connect with customers face-to-face, providing a more personal and engaging experience.
• Personalized Demos: Personalized demos allow businesses to tailor product demonstrations to individual customer needs, providing a more personalized and effective sales pitch.

Best Practices for Adding a Human Touch Without Compromising on the Virtual Experience

• Keep it Professional: Personal interaction should be professional and focused on providing value to the customer.
• Be Available: Businesses should make sure that they are available and responsive to customer queries and support requests.
• Don’t Overdo It: While personal interaction is important, it’s also important not to overdo it and compromise on the virtual experience.

Conclusion

Virtual Exhibition offer businesses and organizations a unique opportunity to showcase their products and services to a global audience, without the limitations of physical space. Product showcasing is critical to engage potential customers and drive sales. Samaaro, an event technology platform, provides all the necessary tools and integration for an excellent product showcasing experience in Virtual Exhibition. By using high-quality images, videos, and 3D models, and virtual event technology, businesses can create an immersive and interactive experience that leaves a lasting impression on customers. Choosing the right product showcase approach is crucial, and factors such as the type of product, target audience, budget, technical requirements, brand image, level of interactivity, and compatibility with the virtual exhibition platform should be considered. With the increasing popularity of Virtual Exhibition, businesses and organizations need to adopt innovative ways to showcase their products and services, and Samaaro can help achieve this. So, start using Samaaro to showcase your products effectively and stand out in the virtual exhibition space.