Technology has been a major driver of changes in a variety of industries, and event planning is no exception. One particular trend that’s impossible to ignore in the events world in recent years: The rise of hybrid events that combine in-person gatherings with virtual formats for those unable to attend directly.
At In The Event, we’re proud to offer a huge range of corporate event planning and other event planning services, including for hybrid events. Our selection of event rentals contains a number of different products that can be helpful for a hybrid event, such as audio and video equipment rentals and more. Here are some of the chief priorities that often arise during hybrid event planning, plus how to navigate them (either on your own or with help from our event planners wherever needed).
There are a few specific priorities to keep in mind when planning a hybrid event, including:
Our next several sections will dig into how to ensure you’ve covered all these bases, plus any others particular to your event.
One element of hybrid event planning that’s not too different from any other event is defining your overarching goals and strategy. This will help guide all of the many decisions you’ll have to make when organizing a hybrid event, and ensure that both the live and virtual audiences are well-catered for.
Think about what you want to achieve with this event. Are you looking to promote a product or service? Educate your audience on a particular topic? Connect with potential clients or partners? Whatever your objectives may be, they should inform every aspect of your planning process.
To further clarify your goals, consider what success looks like for this event. How will you measure its impact and effectiveness? This could include metrics like attendance numbers, engagement levels, sales numbers and more.
Most hybrid events require some sort of technology to connect the in-person and virtual components. This may include live streaming equipment, virtual event platforms, video conferencing tools, and more. To ensure a smooth and seamless experience for both audiences, it’s important to plan out your tech needs early on in the planning process.
Our team has the expertise to help you determine the best technology solutions for your specific event needs. It’s also crucial to do thorough testing of all technology before the actual event to avoid any technical difficulties during the event.
One of the biggest advantages of hosting a hybrid event is being able to reach a wider audience by leveraging virtual platforms. In order to engage your audience across platforms, it’s important to have a cohesive online and offline strategy. This can include live streaming the event on multiple social media channels, setting up interactive chat rooms or Q&A sessions for virtual attendees, and creating engaging content specifically targeted towards those attending virtually.
It’s also important to consider accessibility for both online and in-person attendees. Make sure all materials are available in accessible formats and that any virtual platforms used are accessible to those with disabilities. This not only ensures inclusivity but also expands your potential audience reach.
One major advantage of hybrid events is the ability to collect data from both in-person and virtual attendees. Utilizing data and analytics can provide valuable insights into attendee preferences, engagement levels, and overall event success. This information can be used to make informed decisions for future events and improve the overall experience for attendees.
As you can see, there are a number of factors to consider when planning a hybrid event. By utilizing a combination of in-person and virtual elements, engaging both types of audiences, and leveraging data and analytics, you can create a successful hybrid event that caters to the needs and preferences of all attendees.
At In The Event, we’re here to offer the best corporate event planning and other event planning services available. Contact us today to learn more about our services and how we can help you plan your next hybrid event. Let’s work together to create a memorable and impactful experience for all attendees, in-person and virtual alike!