Everything you need to know about hybrid events
Posted: Sun Jan 19, 2025 8:14 am
Hybrid events are events that combine the typical components of in-person events with those of virtual events. In other words, some events may take place physically, but one or more speakers may be in a different location. Likewise, we consider a hybrid event to be one that takes place in a physical location and is followed by participants online.
Over the past year, companies have needed to make an effort to be creative in order to broaden their horizons and seek new ways to globalize while people have seen their mobility restricted.
Hybrid events offer us the possibility to connect and bring together people from all over the world. While many countries are in the process of vaccinating their populations, the return to normality and the end of restrictions are moving at different speeds.
Hybrid events can bridge this gap between companies, attendees and opponents, regardless of where they are located.
How to organize a hybrid event?
Organising hybrid events is more difficult than organising in-person or virtual events, as these events combine elements of both. However, their preparation requires specific expertise, so if you cannot afford a specialised external agency such as PGR, it is advisable to have someone take charge of the in-person event and another person lead the virtual event section.
Let's now look at the points to consider when organizing a hybrid event:
Before the event
Establish the objectives to be achieved with the event
Describe the profile of the ideal participant
Create relevant content for participants
Choose the space for the in-person part of the event based on comfort criteria
Choose the technological platform for the virtual part of the event that best suits your needs and those of the participants
Allocate a reasonable budget
Think about how your partners and/or sponsors can contribute to financing the event
Choose a date
Consider offering training to speakers and participants on the technology platform
Prepare tutorials and a technical support team for the day of the event
Develop and execute the event's communication and marketing plan
Implement an easy and clear registration system for participants
The day of the event
Exquisite attention to event participants is vital, as many of your attendees may be unfamiliar with the virtual elements of hybrid events . Welcome them and offer any assistance they may need at the event.
Encourage your attendees to interact with each other and with the speakers. The level of interaction is one of the main metrics to measure the success of an event.
Record your virtual sessions so that attendees can access exclusive content on demand. You can also offer this content to potential clients who were not available on the day of the event.
After the event
Thank the attendees for their participation
Contact registrants who did not attend to offer them the recorded content
Analyze data on attendee participation to measure the success of the event and draw practical conclusions for improvement for the next one.
Follow up with participants, ask them about their level of satisfaction regarding the type of event
Steps to budgeting a hybrid event
An event budget is an estimate of the expenses and income associated with your event. Creating it may seem like a tedious task, but it is certainly essential. A realistic and tight budget will help you keep expenses under control, know what is within your means, and support all your decisions.
On the other hand, it will allow you to have a real picture of the return on your investment by analyzing the KPIs that you have been able to establish, which is crucial for post-event reporting to senior management executives.
Set the event objectives
Ask yourself if your event should serve to generate business opportunities, to educate greece mobile phone number list participants about your products and services, to generate networking opportunities, or to do all three at the same time.
Research events in your sector
Before making any decisions about investing in one thing or another, compare prices and see what your competition is doing. Analyze the results of other events and if you have any doubts, contact a professional organizer to share their experiences and avoid extra costs.
Share a first draft of the budget
Make your budget known to the team that will be in charge of running the event and the salespeople with complete transparency. Listen to their opinions and prioritise the aspects that are essential for them. Not only will you obtain valuable and accurate information, but you will also achieve a higher level of commitment.
Detail the budget
Once the first draft is approved, specify every detail. Regularly track budgeted and actual costs to stay on top of any deviations. Make sure to share this information with stakeholders throughout the process.
Over the past year, companies have needed to make an effort to be creative in order to broaden their horizons and seek new ways to globalize while people have seen their mobility restricted.
Hybrid events offer us the possibility to connect and bring together people from all over the world. While many countries are in the process of vaccinating their populations, the return to normality and the end of restrictions are moving at different speeds.
Hybrid events can bridge this gap between companies, attendees and opponents, regardless of where they are located.
How to organize a hybrid event?
Organising hybrid events is more difficult than organising in-person or virtual events, as these events combine elements of both. However, their preparation requires specific expertise, so if you cannot afford a specialised external agency such as PGR, it is advisable to have someone take charge of the in-person event and another person lead the virtual event section.
Let's now look at the points to consider when organizing a hybrid event:
Before the event
Establish the objectives to be achieved with the event
Describe the profile of the ideal participant
Create relevant content for participants
Choose the space for the in-person part of the event based on comfort criteria
Choose the technological platform for the virtual part of the event that best suits your needs and those of the participants
Allocate a reasonable budget
Think about how your partners and/or sponsors can contribute to financing the event
Choose a date
Consider offering training to speakers and participants on the technology platform
Prepare tutorials and a technical support team for the day of the event
Develop and execute the event's communication and marketing plan
Implement an easy and clear registration system for participants
The day of the event
Exquisite attention to event participants is vital, as many of your attendees may be unfamiliar with the virtual elements of hybrid events . Welcome them and offer any assistance they may need at the event.
Encourage your attendees to interact with each other and with the speakers. The level of interaction is one of the main metrics to measure the success of an event.
Record your virtual sessions so that attendees can access exclusive content on demand. You can also offer this content to potential clients who were not available on the day of the event.
After the event
Thank the attendees for their participation
Contact registrants who did not attend to offer them the recorded content
Analyze data on attendee participation to measure the success of the event and draw practical conclusions for improvement for the next one.
Follow up with participants, ask them about their level of satisfaction regarding the type of event
Steps to budgeting a hybrid event
An event budget is an estimate of the expenses and income associated with your event. Creating it may seem like a tedious task, but it is certainly essential. A realistic and tight budget will help you keep expenses under control, know what is within your means, and support all your decisions.
On the other hand, it will allow you to have a real picture of the return on your investment by analyzing the KPIs that you have been able to establish, which is crucial for post-event reporting to senior management executives.
Set the event objectives
Ask yourself if your event should serve to generate business opportunities, to educate greece mobile phone number list participants about your products and services, to generate networking opportunities, or to do all three at the same time.
Research events in your sector
Before making any decisions about investing in one thing or another, compare prices and see what your competition is doing. Analyze the results of other events and if you have any doubts, contact a professional organizer to share their experiences and avoid extra costs.
Share a first draft of the budget
Make your budget known to the team that will be in charge of running the event and the salespeople with complete transparency. Listen to their opinions and prioritise the aspects that are essential for them. Not only will you obtain valuable and accurate information, but you will also achieve a higher level of commitment.
Detail the budget
Once the first draft is approved, specify every detail. Regularly track budgeted and actual costs to stay on top of any deviations. Make sure to share this information with stakeholders throughout the process.