One of the most important lessons event managers learned during the pandemic was that while virtual events have their benefits, live-in-person events will always be an important part of an event program. Now, it’s full speed ahead as Hybrid Events become a permanent model moving forward.
Broadcast Management Group has 5 things to consider before planning your next Hybrid Event:
Attendees who would normally attend in person may not for various reasons. The attendee cannot or does not want to travel due to health or safety concerns. The attendee’s organization has a limited travel budget and, therefore, cannot send people to the event. The venue where you will be hosting the on-site portion of the event has capacity limitations, so invitations are capped. Live-Streaming a hybrid event may be the best way to go, as you will ultimately reach a much larger audience without alienating those who would like to attend but can’t. Some examples where Hybrid Events work well are Trade Shows, Global Town Halls, Investor/Analyst Days, Conferences, Executive Panels, etc.
When you host a hybrid event, you will be live-streaming your speakers and sessions for virtual attendees to view. This also allows you to record these sessions and send them out after the event. Attendees who couldn’t make certain sessions due to scheduling conflicts or simply those who want to rewatch can engage with the content weeks or even months after the event is over. With a hybrid event, you will also get content for social promotion and to build out your video-on-demand content. This will keep your event, and your company, top of mind long after the event is over.
Creating a successful hybrid event takes a lot of work, and you should think of yourself as the designer of the event program but outsource a hybrid event producer/event manager to handle the technical logistics such as live-streaming, audio, lighting, and staging. It’s important to work with a production company that has experience producing hybrid events, as it is key to produce effectively and seamlessly for both the local audience and those viewing the event remotely. Broadcast Management Group has a national footprint which makes our team local in New York, Washington DC, Las Vegas, Chicago, and Los Angeles.
Hybrid events help capture remote attendee information and attendees can participate in online surveys. In addition, sponsors will reach a larger audience by having the opportunity for digital and/or on-site sponsorships.
By reducing the number of on-site attendees, your event’s carbon footprint will also decrease. There will be less travel by attendees, fewer meals thrown away, and less transportation needed for furniture rentals. Your company will not only be positioned as an effective leader in the event space but also as an environmentally conscious organization.
In conclusion, Hybrid Events aren’t seen as a backup plan anymore, the reality is one event can have two experiences.