How to make hybrid events successful | Smart Live
Menu
Monday 4 October 2021

One event, two experiences

Let’s start with the basics.

How to make hybrid events successful

What is a hybrid event?

A hybrid event is where the event is both live in person and virtual at the same time.

Why choose a hybrid event?

Hybrid events have increased in popularity (and necessity!) over the past 18 months due to the pandemic, but they were growing in popularity even before then. The reason why? Hybrid events enable you to extend your reach to a much broader audience of people who perhaps wouldn’t ordinarily be able to join you due to location constraints or other commitments.

Hybrid events may also enable you to improve your ROI. Whether you are able to boost attendees through the extension of access channels, or reduce costs at a venue due to capacity limits, there are plenty of options.

Finally, a marketer’s dream. Better data. The internet is always watching, and that’s no different with virtual events. Ok, what we’re trying to say here is that everything is tracked because the virtual component is online. This data helps tremendously when planning your next hybrid event.

We want to share with you some of our top tips for a successful hybrid event, so here goes;

Venue

Find a venue that can ensure proper in-person protocol, and can support live streaming infrastructure.

There are plenty of logistical challenges when it comes to hybrid events, including reassessing how much extra onsite space is now needed for camera set-ups, production desks, screens and back-stage crew. Plus, with the ever changing rules and regulations around social-distancing, being able to ensure all attendees feel safe and can enjoy the event. Most venues will have protocols in place to ensure that this is a smooth process.

Test, test and test again

Spend time at the venue to test the connectivity and quality of the live stream.

You can never be too prepared when it comes to hybrid events.The bandwidth required is dictated by the number of remote speakers, streams and associated devices so only partnering with venues who have invested heavily in de-risking their connectivity will be a key planning decision.

Rehearse

It’s critical for your presenters to prepare, especially if they’re not experienced at talking to camera.

You may not have as much rehearsal time as previously held events. Rehearsals also give technical teams the chance to run through the event, ensuring transitions and camera positions are flawless before the main event. This is an essential time to find potential problems which may later impact the event.

Engage

Employ the right tools to engage both in-person and virtual attendees.

Digital whiteboards, polling, and interactive Q&A help to blend both groups for a seamless interaction. It’s also important to facilitate flexible networking opportunities through community portals and chat features. It’s also important to set your agenda early as giving events attention-grabbing or thought-provoking titles is business critical and especially works well on social channels.

Continue the conversation

You will have a wider audience to communicate with, so it's important to capitalise on that.

Keep that conversation going! You’ve got everyone’s data so really, it’s easy to share the content after the event. Think about a YouTube channel or use a platform that enables the videos to be available after the event.

Does this sound like what you've been looking for?

Why not get in touch with our team today to discuss your options and see how we can help you deliver that seamless hybrid event.
smartlive.co.uk uses cookies to enhance your experience. By continuing to use our website, you’re agreeing to our use of cookies.
Close