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 of connecting and bringing 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 marketing strategies for hybrid and virtual b2b events 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 japan whatsapp number data 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 marketing strategies for hybrid and virtual b2b events business opportunities, to educate 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 ej leads 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.
Have a plan B
No one likes surprises when it comes to budget execution, but things often change. Plan different options to cover the same objectives and set aside 10% of your funds for contingencies.
Includes an estimate of income
You should not only consider direct income such as sponsorship sales and registrations (if they are paid for), but also indirect income. Consider the cost of achieving each of your objectives by means other than an event as income.
Analyze the event’s ROI
Once the event is over, review the budget and apply each expense to its corresponding KPI. By doing so, you will see where you overspent, where there is room for savings, and where you could have achieved higher revenue.
Types of hybrid events
Fairs
There are many technological platforms that allow companies to have a virtual space similar to a stand, where attendees can take a look at your commercial offer, receive live attention and obtain valuable documentation. Hybrid events that simulate trade fairs allow you to offer a wider variety of products and services without the limitations of a physical stand and a significant saving in logistics, travel and necessary staff.
Conferences
Virtual conferences allow us to reach many more people and at the same time have more diverse and relevant speakers since no one is limited by mobility restrictions.
Product launches
Technology and hybrid events have emerged as the best alternative for product launches. Virtual platforms allow us to showcase the features of our products or services through experts who perform live tests and demonstrations.
Examples of hybrid events
Apple
Apple has been leading the pack in hybrid events for some time now , even before the pandemic, and we’re no longer surprised. The company with the bitten apple has used hybrid events to demo products to millions of fans around the world. Featuring top industry experts, their speakers often present information about their products while generating viral online content.
Twitch
Online streaming platform Twitch hosts its annual TwitchCon. The event attracts millions of users as it features live music streamed through its own platform. Attendees can log in from anywhere and share the experience without being physically there.
HubSpot
HubSpot’s 3-day conference, Inbound, is a space where all kinds of professionals come together to share knowledge on how to market their business and brand. Hubspot offers the event on-demand, one of the main advantages that hybrid events offer , since attendees can watch the event when and from where it suits them. Additionally, being a very exclusive and difficult-to-access event, it makes it easier for participants to share the content with interested members of their team who were previously unable to attend.
Hybrid events are here to stay8
In our opinion, the benefits of hybrid events are not just for now, but also for the future. In fact, the hybrid events industry has grown over the past year and will continue to grow in the future. The Covid-19 pandemic has made us aware that things can change overnight and yet technology is on our side and allows us to adapt and evolve.
As we around the world try to get our lives back outdoors, hybrid events offer us the opportunity to stay safe.
The team of professionals at PGR Marketing & Technology work together, taking care of even the smallest details and providing the most innovative.