Hybrid Event Checklist: How to Plan, Promote, and Pull Off a Successful Event
Event planning can be a daunting task, but with the help of a hybrid event checklist, it can be made easier. This document outlines key steps to planning and promoting an event, from defining the scope of the event to creating a budget. The checklist also includes tips for pulling off a successful event, from organizing a guest list to creating a promotional plan. By following these steps, anyone can successfully organize and execute an event.
Benefits of having a hybrid event checklist
By using an event planning checklist in an event of hybrid format, you can be sure that you have accounted for all the important details of your event, both big and small. Here are some of the benefits of using a hybrid event checklist:
1. Hybrid event planning: It helps you plan for every eventuality. No matter how well you plan an event, there are always unexpected things that come up. A hybrid event checklist will help you plan for every possible scenario so that you are prepared for anything that might happen on the event platform.
2. Event solution: It helps you avoid last-minute problems. With a hybrid event checklist, you will know exactly what is required at each stage of the event and can avoid last-minute problems that might arise.
3. Internal communication: It improves communication between team members. You can use a hybrid event checklist to communicate with other team members and make sure that everyone knows what they have to do on the event platform. It helps you reduce stress levels by simplifying the event management process.
4. Co-ordination: Ensures that all aspects of the event are coordinated, from the online registration process to the on-site activities.
5. Future event strategy: Allowing organizers to track which aspects of the event were most successful and which ones need improvement.
BEFORE THE EVENT
1. Event format planning and Choosing elements for the virtual event platform
This includes live-streaming and recording videos before the event and also choosing between the event formats: virtual events and hybrid events. It also includes the duration of the event. For example, if the audience members are situated in different geographical regions, due to the difference in time zones the audience members might be unable to join the virtual event platform in that particular event schedule, so pre-recorded content can be arranged.
This also includes selecting the elements of the hybrid 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, and Q&A format, and events analytics.
2. Target Audience members and key selling points
It’s important to keep the target audience members in mind while planning any live event, especially the virtual event attendees or hybrid one. The important part of the event planning process is the type of event, audience, and how to create the event buzz and make it a collaborative event.
If it is an international audience then it might be more appropriate to have a hybrid event where the international audience members can join through the virtual platform. For localized events, the event organizers can even plan the event in person.
3. 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 are– Meetings, Meetings with Moderations, and 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.
4. 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.
5. Choice of event type – Virtual, Hybrid, or Physical event
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.
6. 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 in such events includes: having a 3D avatar for each of the attendees and the speakers to boost the engagement opportunities.
7. Budget Planning
The checklist of the events includes 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.
Email marketing software to create buzz, event management software, a mobile app, interpreter services to show translation across different languages, captions generation, speaker and boosting engagement opportunities through attendee interaction tools like slack or audience engagement tools for making it a collaborative event and enhancing the hybrid experience, and a speaker presentation.
To develop familiarity with the event management software along with platforms and interfaces, 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.
2. Audience Engagement
Make sure the attendees who attend virtually or event in the physical event location stay engaged by making use of engagement tools like Live Polls, Q&A, surveys, gamification, and social media. The virtual attendees must have a way to interact with each other on the virtual platform. It is necessary for having a successful experience.
The audience can plan out Gamification strategies like photo contests or department-based competitions 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 to the broad audience.
3. 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
4. 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.
5. 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.
6. 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.
7. 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.
8. Manage Logistics
The checklist also provides updates on all the behind-the-scenes actions 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
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.
10. 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. Audience 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 and achieve targets in the future events. The checklist thus offers a feedback template that could be helpful for the event organizer for event management and planning the marketing strategy. as well. It is beneficial for planning to create the event buzz for upcoming hybrid meetings and events.
2. 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, and which metrics to be tracked is important to enhance the hybrid experience further.
3. 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 hybrid meetings and events. It helps in brand building. Also, check up on sponsors and thank them for their support. It will help in attracting sponsors for future hybrid meetings and live events.
4. Post-Event Activity
The planning checklist consists of post-event activities that are beneficial for hosting hybrid events in the future. 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.
5. 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, and live polls. surveys as well as promotional activities to create event buzz.
The option for streaming through RTMP is also attached, making the checklist more diverse and convenient, since the organizers could map their requirements for the RTMP encoder – whether hardware or software.
In conclusion, planning a hybrid event can be a daunting task, but with careful thought and execution, it can be a successful and profitable venture. Use the checklist provided to make sure you don’t forget any important details and be sure to promote your event well in advance. Finally, be prepared for the unexpected and make sure you have a plan B ready to go. With these tips, your hybrid event will be a smashing success!