How business can transition to hybrid events seamlessly

The current reality of the industry is that events have evolved significantly in the past one year. With the introduction of virtual and hybrid events, event experiences now need to account for off-site, on-site and the mixed use journeys event attendees will be taking.

Though virtual events have been flourishing successfully, with the rise of vaccination drives globally, in-person events are making a comeback in the market. The ideal set up is, therefore, going to be hybrid events-a juxtaposition of virtual and live events.

The year 2022 is going to be the year where businesses will have to be experts in organising glitch-free hybrid events. Even so, in the past year, many organisers have seamlessly adapted the virtual events settings; there are still many who struggle to find the silver lining of going virtual or hybrid. Here are a few tips and tricks to help your business transition to an online or virtual event.

1. Assess if your event needs to be hybrid or virtual

The thing you need to do foremost is to analyse whether the event you are planning requires a 100% virtual set-up or a hybrid interface. Think about your target audience and what they would prefer. If you opt for a hybrid event, here are a few things you need to consider

● Flexibility of Hybrid Events - Simply live streaming your in-person event to your virtual audience is not the correct approach. You need to think of the ways through which you can equally involve your in-home attendees at your event. You have to take an approach that connects both your audiences to your event. Craft a strategy that can elevate your audiences' experience. Here are some strategies that have proven to be successful:

● VIP Events: Include VIP in-person ticket packages to an event that is virtually open to all. This can help you maximise your revenue from a virtual event that is free to attend. Limited number of attendees can make it easier for you to manage and engage both audiences equally.

● Viewing Parties: Host event viewing parties for your in-home audience. This gives them a chance to join groups and virtually attend an event together. They also get an open opportunity to network within their groups.

You can design an enthralling experience for your audience by offering unique and engaging event components. There are various technology platforms that can help you to generate a customised experience for your online participants.

2. Acclimatise yourself to the technology being used

By now, you might have already organised at least one virtual event and are aware of the tools out there in the market. Even if you have used these tools several times, it is essential to double-check your toolkit. Re-familiarise yourself with its processes and possible glitches.

Here are some of the tools you would definitely require for your online/hybrid event:

● Live Streaming software: This one is a no brainer. The most crucial tool you require to organise a virtual/hybrid event. Analyse which tool will help your attendees engage better during the course of the event.

● Event-Specific technology: Study the technology required in accordance to your event type. For a webinar, a normal streaming event would do; however, for a fundraising event, you need to set up mobile bidding tools as well.

● Registration and ticketing tools: It is crucial to provide a registration and ticketing experience that is streamlined for both your in-person & in-house audiences. Creating multiple platforms for different audiences can become a hassle for you for lead generation.

3. Create Virtual-Friendly Experiences

Like stated before, merely streaming your event on a digital platform is not going to be enough. Creating virtual experiences can enhance the overall experience of your event. A dynamic digital experience can add an element of interactivity and can help you keep your online audience more engaged in the event. You can bridge the gap between online and in-person participants by including activities like games, Q&A's session, polls, etc.

Including AR(Augmented reality) and VR(Virtual Reality) experiences is a great way to really keep your attendees involved. This is a sure-shot way to decrease the number of attendee dropouts from your virtual platform.

The type of interactivity you choose entirely depends on your event's genre and budget. It isn't necessary to go all out with these virtual experiences; small scale activities like polls and q&a's have also proven to escalate the user experience.

4. Always do a Pre-run

Event rehearsals are vital to be a hundred per cent prepared for your final big day. It can help you in foreseeing any last-minute glitches, technical issues and prepare you for them. Doing a pre-run with your in-home speakers/presenters will help them be more prepared to face the camera and make them feel at ease

Also, be mindful of the possible things that can go wrong and analyse how they can be addressed. Prepare for any queries that your audience may have and consider having a team member on standby to help with any technical glitches that might occur.

As businesses transition to virtual and hybrid events, following these methods can make the transformation effortless and impeccable

By  Nishchal Dua, Director of Marketing, Airmeet