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Hybrid Event checklist: Boost your success rate of your event in 2021

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Keep Your Event on Track with the webMOBI Hybrid Event Checklist 

Hybrid Event Checklist

Download the hybrid event checklist from here

Creating a virtual or hybrid event is a challenging endeavor, it requires fierce dedication. There are different aspects to organizing a virtual event, especially during a pandemic. This includes the visual design of the event portal, setting-up live streaming, online engagement, deciding session types, i.e., whether it is a meeting, a webinar, a pre-recorded video followed by a live stream,  or external integrations with popular streaming services. This includes services like Zoom, Vimeo, Cisco, and WebEx.  

To ease your planning process—and boost the success of your event—we’ve created the Hybrid Event checklist with templates for every major virtual event element.

We’ve divided the checklist into 3 major sections: 

Hybrid Event Checklist

BEFORE THE EVENT 

  1. Event format planning and Choosing elements of virtual element

This includes live-streaming and recording videos before the event and also choosing between virtual and hybrid events. To know more about hybrid events check the blog post here on hybrid events. 

It also includes the duration of the event. For example, if attendees are situated in different geographical regions, due to the difference in time-zones the attendees might be unable to join the event so pre-recorded content can be arranged. This also includes selecting the elements of the meeting and in what format it can be conducted, which includes webinars, meeting sessions, meeting with moderation, automation videos, pre-recorded videos,  live polls, surveys, Q&A format, events analytics.

  1. Target Audience and key selling points

It’s important to keep the target audience in mind while planning any event, especially a virtual or hybrid one. The important part of the event planning process is the type of event and audience. If it is an international audience then it might be more appropriate to have a hybrid event. For localized events, the events can even be planned in in-person later this year. Check out our blog post around vaccination plans and our predictions for events this year. 

  1. Event Modules

It’s important to identify the modules to be used for deployment as well as the type of sessions for the event and the planning of the concurrent sessions.  To be clear on the types of sessions, there areMeetings, Meetings with Moderations, Webinars and there are pre-recorded sessions followed by live sessions. For mobile apps, all modules can lead to more engagement like activity feeds or public-private groups on specific topics for engagement amongst the audience. 

  1. Content Distribution Strategy 

Content can be chosen to be made public or can be transformed into gated content and it can be restricted to all except registered users, the clients will be given the freedom to select between those options. Different content can be added for different types of tickets and the attendees have an option to procure content from the event portal. 

  1. Choice of event type – Virtual, Hybrid, or In-person 

Before organizing an event, the type of event that is best suitable should be finalized, an event can be virtual, that is completely online and hybrid which has both elements of hybrid and virtual, in-person events are remote events. webMOBI offers a platform for both virtual and hybrid events.

  1. Selection of an immersive platform with 3D experience

For larger events, the organizers can choose to conduct an immersive 3D event. It can contain exhibitors, an auditorium, and different rooms similar to a 3D environment. The system is a customized solution, and it gives you a lot of control over content dissemination. Speaker booths can be held in a 3D environment where content can be showcased, this can offer a lot of engagement for beginners. 

The list of features that could be included in the same are: having a 3D avatar for each of the attendees and the speakers to create a more engaging platform

7. Budget Planning

The checklist also provides a list of costs that are to be associated with the event planning side. These costs include live podcast costs, speaker costs, or any promotional costs. Covering the in-person particulars; the costs included are the on-site costs, venue costs, and many more mentioned in the checklist which could be marked before the event. 

  1. Miscellaneous – 

Email marketing software, interpreter services to show translation across different languages, captions generation, speaker and attendee interaction tools like slack or audience engagement tools, and a speaker presentation. 

To develop familiarity with the platform and interface, multiple dry runs can be conducted for the speaker before the event. This can troubleshoot bugs and detect them before the event which will further smoothen the handling of the event. The speaker can make any changes and adjustments as per their requirement in the dry run.

DURING THE EVENT

  1. Streaming platform

Depending on the type of session and the type of audience you should connect to different streaming services such as Zoom, Vimeo, Cisco, and Webex or webMOBI native streaming services.

  1. Audience Engagement 

Make sure the attendees stay engaged by making use of engagement tools like Live Polls, Q&A’s, Survey, gamification, and social media. The attendees must have a way to interact with each other during a session.  The audience can plan out Gamification strategies like photo contest or department based competition for the most engaged audience. Attendees can ask questions and others upvote so it can enable more focused discussions and speakers will know which questions to focus on in a limited time.  Conduct live polls and surveys to capture feedback during the event. 

  1. Networking and Lead Generation for Exhibitors and Sponsors

It is important from the exhibitors’ perspective to define the live feeds and in case the live feeds are done there is backup recorded information that can be added for the audience to preview.  Also, register interest to capture leads for the event and check-in reports gauging interest 

  1. Concurrent Sessions

The checklist also provides some of the requisites for concurrent sessions which could be organized during the main event. The requirement of a moderator is at the discretion of the organizer. The checklist also provides information about how the attendees could be managed during these concurrent sessions.

  1. Mute/unmute and disable/enable video of participants accordingly

A virtual event can lead to a lot of commotion, but with our platform, there is a smooth transition and flow in the events as the organizers can mute and unmute the audio of the speakers and disable and enable the video of participants. 

  1. Collect and moderate online Q&A

webMOBI can collect engagement and analyze data such as attendance per session, duration of their attendance, and more. This can help build the profile of an attendee, the Q&A data also helps understand the overall agenda of the event.

  1.   Early Start and Communication Planning 

It is important to have a communication channel for the speakers and event moderators to connect via tools like Slack for real-time communication. Additionally, it’s good to have 5-minute breaks after each session for enabling a smoother transition from one session to the other. 

  1. Manage Logistics 

The checklist also provides updates on all the behind-the-scenes action for the event which includes leveraging analytics for managing registration forms/number of leads generated, referrals tracked, sorting the attendee details, filtering FAQs, or solving queries through the chatbot. It also shows how the exhibitor wants to present the event, i.e., audio-only/video only, virtual maps for attendees, etc

  1. Help-Source 

Attendees will also be provided with guides to browse through the interface to ensure they’re familiar with the same. The checklist hence provides a list of sources that could be helpful to the audience. 

  1. Online Support 

To ease the experience of the event, speakers can go through a help desk or live support to test their audio and video connections. The attendees can also navigate through the event with the help of a live text chat. 

AFTER THE EVENT

  1. Feedback Surveys

One of the most important post-event activities is collecting feedback, this helps understand the response to the event and the success rate of the event, it also helps the organizer learn from their mistakes. The checklist thus offers a feedback template that could be helpful for the event organizer. 

  1. Reporting and Analytics

Get all the analytics and reporting from all the tools to check which sessions were more popular than others, overall feedback, and speaker feedback. Getting the right kind of analytics, which metrics to be tracked are important to enhance the experience further. 

  1.   Remember to show gratitude

After the event, follow up with the speakers, moderators, and volunteers and express your gratitude and thank them for the efforts they dedicated to the event. Also, check up on sponsors and thank them for their support.

  1. Post-Event Activity

The checklist consists of post-event activities that are beneficial in the long run. The checklist also covers how the users experienced the interface and their feedback given in the forms, we analyze the data that is gathered to enrich the experience with every session.

  1.     Permanent Access to the Event

After the event is completed, the organizers will be furnished with a recording of the event which can be sent to the attendees who were unable to attend the event, it can also be used as a benchmark and the organizers can incorporate elements from this event into other events they organize in the future.

Other than these features, the checklist offers several other features which include payment activities, live polls. surveys as well as promotional activities. 

The option for streaming through RTMP is also attached, making the checklist more diverse and convenient, since the organizers could map their requirements of RTMP encoder – whether hardware or software.

The checklist is extremely user-friendly and easy to manage by cross-functional teams along with checklists of each task, metrics gathered, event details, among other things. If you want to learn more about hybrid events, please visit our facebook page.

Keep a lookout for webMOBI and hybrid events in 2021!

 

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