Hybrid events

It is hardly imaginable that until recently you could organize a conference or seminar in the format of a physical event. At best, it could be followed online via live streaming.

Today, as an organizer, you’d better opt for hybrid events. And make sure that all participants can also participate in your event through a digital platform.

But how do you approach this? We give you a few tips for a successful hybrid event.

Step 1

Place your participants at the center.

In a true hybrid event, you start from the participant’s point of view. As an organizer, you can invite potential customers to physically attend your event, but that doesn’t mean they will.

Maybe they don’t want to travel at all. Or do they find the day’s program a bit too broad and only want to attend one specific workshop or keynote? And what if they decide shortly before the event to participate digitally because an important meeting has come up?

A hybrid event can only succeed if you treat all participants the same from the start.  This means that you have one common list of participants and accept that some only decide at the last minute to be there physically or not at all. As an organizer, this is a challenge, but rather a digital participant than a no-show.

Step 2

Choose the right digital event platform.

Between the registration for your hybrid event and the event itself, there are usually a few weeks. A period in which the agenda of your participant can be changed considerably. But that doesn’t have to be a problem.

By using a hybrid event platform, managing registrations becomes a lot easier.  In fact, because physical participants also get access to the event platform, they can join in the chat and interactively participate in the polls from the room. That also makes your event more interactive. For everyone.

Haven’t found a suitable platform yet? Then definitely take a look at Hopin.

Step 3

Choose the right audiovisual support.

Did you also used to doubt which sessions you would offer online via live streaming and which were reserved for the attendees at your conference? Don’t. In fact, if you want to treat attendees equally and use the right platform, there’s little reason to do so. In a hybrid conference, all technology is controlled centrally.

Controlling lights and cameras, operating presentations or even establishing remote connections with presenters abroad is done from one common control. Inevitably, hybrid events require custom audio-visual support.  But through cleverly assembled sets of materials, this can usually be done in a cost-effective manner.

Some new conference centers or meeting rooms are equipped with the necessary equipment for hosting hybrid events. But even if this is not the case, a mobile control set can quickly provide a temporary solution.

Step 4

Smart use of data.

In many cases, the memories of a few inspiring presenters are all that’s left after an event. With a bit of luck, they will be supplemented with some nice photos and a list of participants with the contact details of your new prospects.

With digital events, things are a little different. Not only do you know exactly who attended which sessions, you also have an overview of what participants have shared via the chat. This information allows you to work in a much more focused way on the relationship with your participants. Or to make the next edition an even greater success, of course.

And did we mention that all sessions are now also available as video content within your organization?