Hybrid Events: What are they and why should you host one?
In the past year and a half, the way we know and attend events have changed. At the beginning of the pandemic, live events got cancelled or postponed, ushering in an influx of virtual events. With the world opening back up, vaccinations becoming increasingly available, and creators slowly going back to organizing more in-person events, it is time to think about a different type of event that combines both in-person and virtual experiences — hybrid events. Data collected by Event Manager Blog on the future of events reveals that more than 70% of event organizers will incorporate some form of hybrid events when they resume business in 2021 and beyond.
This article will walk you through the basics of a hybrid event and why you should consider it as a solution for your next event.
What is a hybrid event?
A hybrid event is simply an event that occurs online and in real life simultaneously, with the audience able to tune in and participate no matter where they are. Simply put, those who want to attend in person can do so, while remote attendees can participate virtually through video conferencing channels. Participation is an essential factor that makes up a hybrid event. It is what differentiates a hybrid event from a live stream. Your audience should be able to offer feedback in real-time.
Hybrid events can work for many types of events, including professional conferences, seminars, product launches, team meetings and even sociale events like weddings, birthday celebrations etc.
A good hybrid event is one where virtual attendees can engage speakers and other attendees directly. They need not be in the same venue as the in-person attendees, but with the right technology on your side, you should be able to provide a consistent attendee experience for both audiences.
A successful hybrid event goes beyond simply live-streaming the speakers and sessions. Like I mentioned earlier, participation is an essential factor that makes up a hybrid event. Virtual attendees can feel left out of the conversation if you only stream the content from an in-person event. They can only watch but cannot comment, ask questions or interact with the speakers and other attendees. Virtual attendees should be able to engage with presenters and other attendees in the same way as they would in person by sharing and commenting on content, submitting questions to presenters, and interacting with other attendees.
Why should you consider hosting a hybrid event?
Hybrid events are the perfect solution for when many of your attendees cannot attend your event in person due to one reason or the other — they’re out of town, have health or safety concerns, or your venue has capacity limitations. Other reasons to consider hybrid events include:
1.Increased reach and attendance: Sometimes, travel costs and health concerns can discourage people from registering for your in-person event. With a hybrid event, however, people can now attend your event from the comfort of their homes. This ultimately increases attendance.
2. Enhanced content marketing: Hosting a hybrid event with a virtual component helps to enhance your content delivery. By streaming your event, you can record the content for later use. This way, people who couldn’t make the event or want to rewatch them can do so long after the event is over.
3. Increased sponsorship value: Incorporating a virtual component into your in-person event gives your event increased sponsorship value. Your sponsors have the opportunity to appear in front of in-person and virtual attendees. This gives them new opportunities for brand awareness and doubles the exposure that they would be getting. By offering your sponsors more value, you can increase the sponsorship rates and attract more sponsors. Also, sponsors can participate remotely by giving presentations and demonstrations via video conference.
4. Reduction of event costs: In-person events are expensive to plan, and the more guests you intend to have, the higher the cost of planning. Hybrid events help you save money by reducing the number of in-person attendees you must consider when deciding venue, catering and other expenses. For example, say you are organizing a global event. Instead of organizing multiple smaller events in different cities across the world or having your guests spend so much travelling to a host city, a single hybrid event can be held for your entire audience.
While you still have to consider the cost of having a virtual component of the event such as the video conferencing platform, the cameras and the audio software required to stream the event and a reliable platform to sell tickets and collect registrations from both in-person and virtual attendees like tix.africa, it is significantly lower than planning an only in-person event.
Also, for your attendees, it is cheaper to attend. All they need is a smartphone and a stable internet connection.
5. Flexibility: Flexibility is perhaps the most important advantage of hosting a hybrid event. Organizing an in-person only event is the equivalent of putting all your eggs in one basket. And with some countries going back into lockdown, it may not be the wisest thing to do. The disruption of life as we know it as a result of the COVID 19 pandemic was completely unprecedented, and should a similar unforeseen event reoccur and live events are restricted; you will be left with no backup. Taking the hybrid event approach helps cater for such uncertainties.
Hybrid events have several advantages over traditional in-person events, including the impressive reach that it provides, cost-effectiveness and flexibility.
