How To Create A Successful Hybrid Event?

Hybrid Event Solutions - Planning and Production

Virtual and in-person event combination is taking the industry by storm as there are divided attendee outlooks, with some who are ready to reconnect in-person while others who want to connect virtually for a little while longer. But to pull off a successful hybrid event can be a difficult task, as it requires catering to TWO DIFFERENT AUDIENCES! So how do you create a hybrid event that is consistent, engaging, valuable and impactful?

Hybrid Event Planning

1) Agenda That Cares

In-order to have consistency, the flow of your agenda is extremely important for all hybrid attendees. This means taking into consideration the start time of your hybrid event. Selecting a ‘start time’ that ensures it isn’t too early for your live attendees who need to take travel time into consideration, while balancing it with your virtual attendees who may have more time flexibility. 

To keep your virtual attendees fresh and alert, plan for shorter session times so they can refresh from screen fatigue. Shorter sessions have proven to be digestible as well, so it’s a win win for both attendees. Incorporate breaks for body movements and snacks, this helps your audience recharge. You may even consider providing coupon or codes for meal deliveries for your virtual attendees while your live attendees enjoy a meal at the venue. 

2) Pre-Event Communication

It is imperative that proper communication is delivered to your attendees regarding what is to be expected at your hybrid event. Send out pre-event reading materials to everyone with information on event registration (passwords if it’s a password protected event) for online and live event attendees, the event program, where the live stream of the event will be held and how they can access it. What interactive tools such as polls, voting etc, will be used and how to use them. Include tips and tricks about the virtual event platform that you will be using. Talk to Kiwi Productions about our in-house user friendly virtual event platform and our live streaming services.

3) Consistent Engagement Opportunities 

Open up Q&A sessions, ensure that your virtual audience is getting fair opportunity to ask questions and be answered. Prepare resources for icebreakers, polling and whiteboard activities that are straightforward for both audiences.

4) Connect Virtual and In-Person Attendees 

If you want to build on relationships and networking, open up the floor for a mixer event with a two-way audio and video unit. Use our event management platform and our live streaming services that allow for interaction between your live and virtual attendees. We also know how to create more exposure for your sponsors on the virtual platform. 

Hybrid Event Production

Utilizing the right audio visual equipments and virtual event platform is key in producing a winning hybrid event. With Kiwi productions live event services and our built-in virtual event management platform, we have been able to successfully produce a plethora of hybrid events ranging from corporate events, conferences, AGM’s, summits, Graduations, Award Shows and Gala’s…really any event type that you can think of! Let us help you produce a successful hybrid event for you!

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