Seven fool proof steps to mastering hybrid events

Hybrid events enable you to tap into both live and digital audiences, making it easy to scale your events and enjoy the benefits of both virtual and in-person formats. Our comprehensive guide will help you get the most out of your hybrid events in no time. Let’s dive in.

Understanding what hybrid events are

If you’ve ever watched a sport on TV, you’ve attended a hybrid event. People at the game are having a markedly different experience than those on their couches or at the bar, but everyone gets to enjoy the event and feel connected as they do.

Hybrid events combine all the best parts of in-person and virtual events, making it possible for attendees to interact with each other from anywhere. They have lots of built-in opportunities for folks to engage across mediums.

Any company looking to reach a wide audience and make memorable events can craft the perfect blend for hybrid engagement.

Types of hybrid events

While sporting events and streamed concerts are a great baseline for what a hybrid event can be, your business probably won’t be hosting one any time soon. When it comes to creating a hybrid event for marketing and customer engagement, it’s going to look a little different.

• • Conferences – Attendees can choose to attend physically or virtually, and sessions can be simultaneously broadcast to both audiences

• • Trade Shows – A combination of physical booths and virtual booths so both attendees and exhibitors can be remote if they choose. There’s an option to visit the trade show floor or explore a virtual exhibit hall

• • Meetings – On a smaller scale, you can conduct meetings with folks in multiple offices, or bring in remote workers with a hybrid model

• • Product Launches – These events combine the excitement and engagement of an in-person product launch with the reach and accessibility of a virtual event. In-person attendees can experience the product first-hand while remote participants can join through live-streaming or virtual platforms

• • Webinars – You can add a physical element to your webinars by bringing in a live audience to engage with presenters in person

• • Training Sessions – Moving your training sessions into a hybrid space allows in-person learners to get hands-on experience, but doesn’t limit the number of people who can participate. It also lets you train folks from multiple places at once

As you can see, the medium of hybrid events is as flexible and diverse as it can be. Whatever kinds of events your team is looking to put together, whether it be internal or external, you can bring in some hybrid flare.

Hybrid event benefits

Just because you can make any event hybrid, does that mean you should? Every situation is unique, but there are a lot of upsides to bringing in hybrid elements. Putting in the extra effort leads to

• • Increased reach and attendance – Folks can join in from anywhere in the world, bringing in a larger audience without the constraints of a physical location or travel concerns

• • Cost savings – By splitting attendance between in-person and online, you can bring down the costs associated with using a physical venue. With fewer on-site people to worry about, you can look for smaller venues and still bring in large crowds

• • Opportunities for sponsorship – With their increased reach and opportunities for 1:1 connection, 72% of corporate sponsors have hybrid events at the top of their list

• • Flexibility and convenience – People love choice. When you allow them to decide between virtual and in-person attendance, you make your event that much more inclusive and accommodating

• • Deeper engagement – Integrating technology into your events can create a more interactive and engaging experience for all attendees. Folks can ask questions, engage with speakers, and participate in sessions in real-time no matter where they are, and they can re-visit the event long after it’s over

• • Enhanced data collection – Bringing in tech allows you to track engagement across the board so you can get a handle on audience preferences, behavior, and interests

• • Environmental benefits – Hybrid events have a lower carbon footprint, showing your commitment to being eco-friendly. This is especially important as people are far more likely to support a company that aligns with their values

With so much to gain, including a hybrid element in your events should be a top priority for forward-thinking businesses.

Hybrid event planning

To cash in on all those benefits, you’re going to need a foolproof plan for getting a hybrid event off the ground. All it takes is seven easy steps and you’ll be ready to dial in.

Step one: Set clear goals

If you don’t have goals when you start on a major project like this, you run the risk of losing the plot. This is especially true when you’re working with a team. Everyone needs to know why you’re setting up a hybrid event, and what success will look like.

Before you get far in the planning process, you need to know

• • • Why is the event happening?
    • What is the big-picture goal?
    • What is the unique offering we have for our audience?
    • What can we give our sponsors that they can’t get elsewhere?
    • What expectations will in-person attendees have, and how can we exceed them?
    • What expectations will remote attendees have, and how can we exceed them?

Whenever you answer a question, devise some KPIs you can turn to throughout the process. Measuring your success allows you to stay on track and improve for the next event you plan.

Step two: Decide on a venue

When planning an event for two entirely different audiences, choosing a place and time becomes a lot more complicated. There are essentially two venues that you’re preparing, an in-person one and a virtual one.

An often-overlooked factor is the time zone in which your event will take place. If you’re looking to draw in an audience from across the globe, you’ll want to run multiple sessions that line up with separate time zones so attendees can choose the time that works best for them.

On the other hand, if your target audience is based entirely in the same time-zone, or close by, you can get away with a more unified schedule.

Step three: Crafting personas

Understanding your target audience and what makes them tick is the best way to create an event that gets them excited and invested. You should always be doing market research to find out who you’re catering to.

One of the most straightforward ways to compile this research is with a persona. These models show off your perfect audience members and allow you to create marketing campaigns and events that check all their boxes.

A fully formed persona will include information like

• • • Demographic
    • Location
    • Interests
    • Pain points
    • Behaviors
    • Goals

With this information in hand, you can craft an event that speaks directly to your target audience, addressing their needs and interests in a way that resonates with them.

Step four: Assign budget

Budgeting for a hybrid event can be tricky as you’ll need to consider costs for both the in-person and virtual components.

Some potential expenses to keep in mind include:

• • • Venue rental
    • AV equipment
    • Marketing and promotion
    • Food and beverages
    • Technology and platform fees for virtual attendees
    • Staff and production costs

It’s important to prioritize your budget based on your specific event goals and target audience. For example, if your main focus is to create an engaging and interactive experience for virtual attendees, you may want to invest more in technology and platform fees.

Step five: Choosing your tools

If you’ve mainly produced either virtual or in-person events, you likely have a set of tools that you love for that process. However, as soon as you layer in the need for interconnectivity, things get a lot more complicated.

The right technology for a hybrid event will focus on engagement and have features like:

• • • Clear and top-quality broadcasting
    • Customizable calendars
    • Live quizzes and polls
    • Breakout sessions
    • Networking capabilities
    • Live chat and 1:1 communication
    • Fun reactions and emojis
    • Cross-platform integration

With so many moving pieces, it can be helpful to look for a tool that can act as an all-in-one platform for all your hybrid needs.

Step six: Hone branding and messaging

Because you’re looking to attract two entirely different audiences, your marketing needs to be robust and cohesive. Having a clear handle on your branding, and a united message across all channels is key to appearing professional and getting results.

You can’t show too much love to one audience, both the in-person and virtual events must feel innovative and exciting. Some things will be more important to one audience or the other.

In-person advertising should highlight

• • • Venue
    • Social networking opportunities
    • Food, drinks, and vendors
    • The community experience

While the virtual component will want to focus on

• • • Flexible timing
    • Integrated interactions
    • Cost-efficiency
    • Convenience
    • Learning

Ultimately, your goal is to create a sense of excitement and anticipation for both sections of your audience. Your marketing should highlight the unique benefits of attending each type of event while also conveying a seamless and unified experience for all attendees.

Step seven: Rehearse

When there are so many things happening for one event, you truly cannot get too much practice. You need to make sure that both your online and offline components are well-rehearsed and seamlessly integrated.

This may involve holding test runs, practicing with your team, and testing technology and equipment to ensure everything runs smoothly on the day of the event. You should also have a plan in place for how to handle technical difficulties or any other unexpected challenges that may rear their ugly heads.

Meet Kaltura Events: The ideal hybrid solution

If you’re looking for an all-in-one tool to help you seamlessly integrate and host hybrid events, Kaltura has your back. Our platform allows you to create, manage, and measure your event all from one convenient platform.

Kaltura’s customizable templates allow you to stylize every aspect of your event’s virtual venue. With tons of options for interactions and opportunities for connection and networking, your virtual guests will forget they aren’t in the room with speakers and other attendees.

With a truly immersive interface, extensive data collection, and the ability to record and edit your event, there’s nothing you can’t do with Kaltura.