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Planning a Hybrid Event: 10 Tips and Tricks

Events have traditionally been in-person - a chance to engage and celebrate with others. And, with all of the changes that have taken place in recent years, we’ve had to rethink how to create and host successful events.

Hybrid events are a perfect blend of the traditional and current event styles. Offering increased marketing potential and engagement, they have become more and more popular for all types of businesses.

Knowing what to do and not to do when planning a hybrid event will help maximize your chances of a successful outcome.

What is a Hybrid Event?

Hybrid events are a blend of a live, in-person event, with a virtual or online component. This could be a workshop, seminar, conference, trade show, or other types of meeting or gathering.

People attending your event can experience a high-touch, in-person experience. Others can stream it at home from their phone or laptop while creating new connections and exploring your content.

With today’s technology, creating a hybrid event is easier than you may think. Your event has the potential to be engaging and connective with both types of attendees, and even more so when you combine them both.

With the right knowledge, you can create a hybrid event that will engage two different audiences while meeting their needs at the same time.

10 Tips & Ideas for Hybrid Events

1. Consider Your Audience

Hybrid events present a unique situation. You have two different types of audiences - in-person and virtual. In order to design an event that meets the needs of both, you must consider their situations. Think about how the event will look and feel, what it will sound like, and what experiences you can offer each of them. You never want either of your audience to feel “lesser than” the other.

2. Send Out Surveys

Surveys are a great way to gather important information as well as feedback. They can be used before, during, and after your event. Make sure to keep them short and sweet and think about where your audience will be when you send the survey. For example, do they have questions about what the event entails, or do they have logistical concerns prior to the event? During the event, how did they feel about the speaker or the live-streamed session? After the event, do they have feedback they could share?

Check out our Post-event attendee roadmap to learn how to ask the right questions to increase your response rate, email survey templates to connect with your audience after your event, and a question bank with over 40 questions to gather comprehensive feedback with questions that are easy for your audience to answer with minimum effort and time.

3. A Shared Experience

When planning a hybrid event, consider how you can provide multiple shared experiences. Think about how you can create interactions between the two audiences so they feel connected to each other. There may be times when this is not possible, and that’s OK, and with some creativity, and thinking outside of the box, it may be easier than you think. Try to create moments where everyone comes together and has the opportunity to engage.