In 2022, businesses and organizations of all sizes can expect to experience a hybrid event on a grand scale. These events are a mix of traditional and nontraditional methods that can be used to achieve success.
Hybrid Event planning is a challenging task, but with the help of event elements, it can be made much easier. By incorporating new technology and methods into your events, you can create a more interactive and engaging experience for your guests. This article provides 10 event planning elements for a successful hybrid event in 2022.
Introduction: What is hybrid event planning?
Hybrid event planning is a relatively new term that refers to a combination of planning of different event types. Hybrid event platforms can be used to describe events that are a mix of in-person with a physical location and the virtual event platforms, or those that combine traditional and non-traditional approaches.
The goal of hybrid event planning is to create and combine both onsite events with physical location and virtual event platforms that are more engaging and effective than either approach on its own.
Event organizers can do hybrid event planning can be used to help a company leverage the best aspects of both traditional and online marketing channels in order to increase awareness, drive traffic and sales, and provide a great experience for onsite and virtual attendees. One example of hybrid event planning is the use of social media during business meetings.
Why should you plan your hybrid events?
By planning your hybrid events well in advance and taking the time to map out each stage of the process, you can minimize potential problems and ensure that your hybrid event is a success. Some of the key benefits of hybrid event planning are:
1. Increased Reach: Hybrid events are conducted by combining online and in-person elements, you can reach more people than you would if you only held an in-person event. By planning your hybrid events and using online tools, you can extend the life of your event as a result of the increased reach of your audience.
2. Greater Engagement: With hybrid events, planning is required to increase engagement opportunities. You can create a more engaging experience for attendees by incorporating different types of activities and providing multiple ways for people to participate. This can help increase attendance and encourage people to stick around longer.
3. Better ROI: By having a proper event strategy, event organizers can reach a wider audience and increase the potential for people to make a purchase at your event. People who find out about your hybrid events online are more likely to attend than those who only find out through word-of-mouth.
4. Brand awareness: By using social media and other online tools, you can promote your event and give attendees a more engaging experience. This can also improve your brand’s visibility and brand awareness. It requires a proper hybrid event strategy.
5. Improved Value: By creating a variety of activities in a planned manner, which are tailored to the needs of different groups and interests, you can create an event that is more valuable than if you only focused on one type of activity.
6. Increased Efficiency: With all the information and communication taking place online, attendees can manage their time more efficiently at the event itself.
10 most important hybrid event elements
When planning a hybrid event, it’s important to keep in mind the following 10 key elements. By following these guidelines, you can ensure a successful and enjoyable evening for all attendees.
– Event Website
An event website is a crucial tool since it maintains a uniform purpose no matter what format the event is in, be it a hybrid, remote, or a virtual event, a website is a tool that can promote the event and it can lead them to register to the event.
The website should contain details such as the value of the event, schedule, speakers, and FAQ. It should also allow the attendees to register easily. This is one of the most important elements when it comes to organizing successful virtual events or an event.
– Event Registration
Event Registration is essential as this collects the data of the event attendees, the attendees can also put up their preferences, submit their personal information, and also provide payment if needed. Making the registration process simple will garner more attendees and will also provide the organizers and sponsors, if any, with data to plan a successful event.
– Feedback Surveys
This is a very important factor for all events, specifically virtual or hybrid events. Event Feedback tools can be used to collect feedback from the attendees after the event and post-event surveys can also be held to make your events or virtual events more engaging.
– Live Polling
Live polling is a great way to get feedback from the online audience and keep them engaged. It can be used to ask questions about the content of the event or about the participants themselves. Event organizers can use polls to gather data for later analysis. Live polling events can also be used to raise awareness.
Check out the Ngage.ai all-in-one event audience engagement platform for hybrid events.
– Interactive Video Conferencing tools
We know that interaction makes an event more informative and fun with video conferencing tools. Along with online virtual events, there has been a rise in virtual networking and an uptick in video conferencing because of the pandemic.
Virtual networking and video conferencing are popular engagement tools that can increase engagement and interaction among the event attendees as people tend to interact more when they see the other person.
– Live Presentation Content
Whether you are planning to organize your event online or remotely. The event will be more engaging if there are live speakers and audience members in the hybrid conferences. Not only are the speakers and presenters more motivated to present but also the virtual attendees are also more likely to be engaged and pay attention if the speakers are delivering live content, this can also prompt them to ask questions. This makes the event more interesting.
– Live One Way Audio/Video
During virtual events, having audio and video one way is a good measure to prevent the speakers and presenters from being interrupted by the virtual attendees. This prevents unmuted audio, unscheduled questions, disturbing sounds, and other interruptions.
– Question and Answer
One of the privileges of having an online virtual event is that all the virtual attendees can ask questions to the speakers using the chat feature, this allows all the audience members to participate and makes the event more interactive.
– Recorded Content
This is an essential feature of online events as it will give organizers and virtual attendees the chance to review the entire event, this can help in gaining or noting information they missed out on, and it can also help people who were unable to attend the event. Organizers who’re looking to correct mistakes they made can also access the content later.
– Note-taking/favorite slides
Online events allow the virtual attendees to take frequent notes, screenshots, or favorite the slides they found helpful making it an effective learning tool. Archived footage, i.e., previously recorded content can also be accessed.
Online and hybrid events have also been on the rise. Hybrid and virtual events will remain viable options until the social distancing measures are dismissed and the travel restrictions are eased. The results of these events can be overwhelmingly positive and can still provide several prospects for potential event planners.
Importance of using the hybrid event elements
Event planners are always looking for new and innovative ideas to make their events stand out from the rest. One way to do this is by incorporating the hybrid event elements into your planning. By choosing among these few different hybrid event elements, you can create an event that is truly one-of-a-kind.
So why should you consider using hybrid event elements in your next planning session? Here are just a few reasons:
– They help to engage attendees in new and interesting ways.
-They help to create a sense of urgency.
– They help to keep participants on task.
– They help to create a cohesive experience for your attendees.
– They help to create a sense of community among participants and staff.
– They help to develop and foster your brand through the use of social media.
– They allow you to show off your creative side.
In conclusion, by using these 10 event elements, you can create a successful and memorable event. Be sure to tailor the hybrid event strategy with these elements to fit your specific needs, event type, and event attendees, and always test and measure different approaches to find what works best for you. With a little bit of creativity and planning, your next event will be a smashing success!