Did you know that 73% of event planners believe hybrid events are the future of the industry? If you’re also thinking about organising a hybrid event, then this guide is just what you need to make your hybrid event a hit.
These types of events have gained so much popularity today. They combine in-person activities with online participation, meaning people either attend the event in person or join it from home or anywhere else they prefer.
Hybrid events can be exciting and engaging, but they require careful planning and close attention to detail to take place without a hitch.
Here are 15 practical tips to guide you every step of the way and help you create a successful hybrid event.
1. TREAT IT LIKE TWO EVENTS IN ONE
Treat the hybrid events as if you are planning two different events happening at the same time. One for in-person attendees and one for virtual participants attending online. This way, you can make sure you’re planning everything for both types of guests. It’s like hosting two parties at once, so everything must be well organised.
2. GIVE YOURSELF PLENTY OF TIME TO PLAN
As the saying goes, “Rome wasn’t built in a day,” and neither is a successful hybrid. Planning for a hybrid event takes time and should not be rushed.
Coordination of both in-person and virtual elements significantly takes up the action plan. Your in-person event might be only several hours long, but virtual elements can quickly go on for days.
This requires balancing both elements to keep your guests engaged and excited. The more planning time you give, the smoother everything will run. So, start early, create a detailed schedule, and plan your equipment needs well in advance. Putting in the time to plan appropriately will help everything run smoothly and make sure your guests have a great experience.
3. PRIORITISE HIGH-QUALITY SPEAKERS
A good speaker can totally transform your event. No matter if it’s filling the room with sound or delivering clear audio to online attendees, you need audio equipment that does both. Look for a sound speaker hire providing crisp, high-quality sound for in-person and virtual audiences. The right setup will bring your event to life and make sure everyone hears every word.
4. RENT EQUIPMENT INSTEAD OF BUYING IT
Hybrid events often require a lot of equipment, such as microphones, cameras, and lights. It is a good idea to rent all the equipment instead of buying it. This will save you money and provide extra help from professionals who know how to set every technical thing up correctly. This will make your life easier and help your event to run smoothly without a hitch.
| 🌟 Fun Fact: Hiring AV equipment for hybrid saves anywhere from 30% on the same goods if purchased. Rental options offer cost-effectiveness, flexibility, reduced administrative burden & hassle-free maintenance. |
5. BE PREPARED FOR UNEXPECTED ISSUES
Things don’t always go as planned, and hybrid events can face unexpected problems like internet connectivity issues or technical glitches. It’s a good idea to make backup plans. For example, if the internet goes down, you could have a backup connection ready to go. Being prepared for problems will help make sure your event runs as smoothly as possible.
6. MAINTAIN A UNIFIED EVENT DESIGN
When people attend in person and online, everything must look the same for both groups. Use the same colours, logos, and style in your online and in-person parts. This will make your event feel like one big, unified experience instead of two separate ones. A consistent look helps people feel connected no matter how they attend.
7. REPURPOSE CONTENT
If you have hosted events before, do not start again from past events or videos you have produced. For instance, you may record speakers for your current event and share them later with people who missed the live version. This way, your content goes a long way and saves you money and time.
8. MAKE THE VIRTUAL EXPERIENCE SPECIAL
It is also important to make the online experience as fun and engaging as the in-person one. You can send virtual attendees helpful materials before the event, like session links and schedules. Keep the online sessions short and fun with interactive elements like polls or quizzes. You want online guests to feel like they are part of the action.
9. MAKE EACH GROUP FEEL SPECIAL
While both groups (virtual and in-person) should feel included, you can make each group feel special by offering them unique perks. Virtual guests can join private online workshops, while in-person attendees get exclusive networking opportunities. This way, everyone feels like they are getting something special for their type of attendance.
10. ENCOURAGE EVERYONE TO JOIN IN
The best events are those in which everyone participates. Tools such as polls, quizzes, or even games can be used to get people involved. Online attendees can participate through chat features, while in-person attendees can ask questions or share their ideas directly. This keeps the event exciting and fun for everyone.
11. APPOINT A SKILLED MODERATOR
A moderator helps keep the event going smoothly, introducing speakers and managing the flow of the event. A great moderator will know how to talk to both live and virtual audiences. They will also keep things on schedule and help manage any problems that come up. A skilled moderator plays a pivotal role in making your event feel organised and engaging.
12. PRACTICE MAKES PERFECT
Before your event, practice with everyone who will be speaking or presenting. This will help them feel more comfortable with the equipment and format. It’s also a good chance to check that everything works, like the microphone, camera, and online features. So you can fix any problems ahead of time. Practice helps reduce mistakes during the event itself.
13. GET YOUR TEAM READY
You will need a team to assist in running the event, mainly when it’s hybrid. Everyone should be clear about their responsibility: managing the tech aspect, helping the guests, or monitoring the online chat. Hold a training session for your team so they know what to do when the big day comes. A well-prepared team ensures things will run smoothly on that day.
14. USE CAMERA AT EYE LEVEL
Make sure the camera is at eye level for virtual attendees. Things just don’t feel connected if the camera is too high or too low. The more personal the online audience feels the speaker is speaking directly to them when the camera is set at eye level. That is a pretty minor adjustment, yet it will help your virtual guests feel more included.
15. HAVE A BACKUP INTERNET PLAN
Good internet is super essential for hybrid events. If your connection goes down, your whole event could be interrupted. Always have a backup plan, like a mobile hotspot or a second internet connection, to keep things running smoothly. This way, even if the internet goes out, you can keep your event going without big problems.
LAST BONUS TIP – DON’T FORGET TO MEASURE SUCCESS WITH METRICS
After your event is over, check the numbers to see how well it went. Look at things like:
- How many people attended?
- How engaged they were.
- And which parts of the event were the most popular.
This data will help you understand what worked well and what can be improved for your next hybrid event.
WRAP UP
Hybrid events are an incredible way to unite people, blending the best in-person and online experiences. By following these simple but important tips, you can develop an event everyone enjoys. Also, with careful planning, the right technology, and a focus on engaging both audiences, you can create an event that hits the audience. If you want to host a hybrid event that’s truly unforgettable, don’t hesitate to reach out to EMS Events. Our expert team specialises in providing top-notch event production services, ensuring your in-person and virtual guests have an amazing experience. EMS Events is your trusted partner in making hybrid events a resounding success.
