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12 Steps for Hybrid Event Personalization: Tips to Get Started!

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In a world where in-person events have been put on hold, hybrid events have become the new normal. And while hybrid events come with their own set of challenges, one of the biggest is event personalization. How do you make sure that your hybrid event is tailored to the specific needs of your attendees?

In this article, we will discuss different strategies which you can apply to personalize your events.

What do you mean by event personalization?

Event Personalization

Event personalization involves customizing the event experience to each individual attendee. This can be done through a variety of methods, such as collecting data about attendees in advance and using it to tailor into engaging content and format that meet their needs and interests, providing personalized recommendations for activities or sessions they might enjoy, or using AI-powered chatbots to answer attendees’ questions in real-time.

Personalization can also extend to the physical space of the event itself. For example, if an event is being held in a large convention center, wayfinding features can be used to help attendees easily navigate their way around the space.

Or, if an event is being held virtually, the platform could offer features like avatar customization or virtual “goodie bags” that contain items related to the attendee’s interests.

What are the benefits of personalizing a hybrid event?

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When it comes to events, personalization is key to success. By personalizing a hybrid event, attendees will feel more connected to the event and more inclined to participate. Here are some benefits of personalizing a hybrid event:

1. Increased Engagement

Personalized hybrid events have been shown to increase engagement from both in-person and virtual attendees. By tailoring the event experience to each individual, attendees are more likely to participate and stay engaged throughout the entire event.

2. Greater Connection

A personalized hybrid event will create a greater connection between the virtual attendees and the event itself. This connection can lead to increased brand loyalty and repeat attendance at future events.

3. More Memorable

Personalized hybrid events and virtual events are more memorable than traditional inperson events.

4. Improved ROI

Personalized hybrid events can increase the return on investment (ROI) for all parties. By increasing attendance, engagement, and participation in the event, organizations are able to increase the value of their investment.

How to personalize your hybrid events?

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Personalization has become a keystone in marketing and customer engagement, allowing companies to show their customers that they are valued as individuals. The events industry is no different, with personalized event experiences becoming increasingly popular.

1. Customize your mobile event app

The first step is to customize the app to your specific hybrid or virtual events. This means adding branding elements like your logo and color scheme and customizing the navigation and engaging content to fit your event’s needs.

Once you have a personalized mobile event app, you can start adding personalization features that will really make your attendees feel like VIPs. For example, you can add a custom welcome message or video, create a personalized itinerary for each attendee, and even send push notifications with special offers or last-minute updates.

2, Optimum event registration process

As events become more hybrid, with both in-person and virtual attendees, the process of registration becomes more important than ever. An enhanced event registration software can help in hybrid event personalization by providing a way for attendees to indicate their preferences and allow event organizers to plan accordingly.

In-person attendees may have different needs than virtual attendees, so it is important to be able to collect data about each attendee in order to provide the best experience possible. For example, someone who is attending virtually may need more information about the event in advance in order to be able to participate fully, while someone who is attending in person may need less information since they can ask questions and get clarification on-site.

Event organizers should also consider using enhanced event registration software as a way to upsell attendees on add-ons or VIP experiences.

3. Streamline event check-in

Streamlining check-in and making it more efficient can free up time for other personalization efforts. This can include anything from providing custom name badges to creating a personalized schedule for each attendee.

Improved check-in also helps you collect important data about your attendees that can be used to customize their experience further. For example, you can use attendee preferences to match them with similar people at networking events or create targeted content based on their interests.

Overall, improved check-in is just one way to make your successful hybrid events more personalized and enjoyable for everyone involved.

4. Make use of Artificial Intelligence

AI can be used in a number of ways to personalize your hybrid meetings, from understanding attendees’ needs and preferences to providing them with real-time assistance during the meeting.

By understanding attendees’ needs and preferences, AI can help event planners customize their communications and create a more personalized experience. For example, suppose an attendee has indicated that they are interested in learning about a certain topic. In that case, the AI can send them information about related sessions or exhibitors at the hybrid meetings.

AI can also help identify when an attendee is starting to feel overwhelmed or has lost interest in the event, so that event staff can provide them with personalized assistance.

5. Personalized email outreach

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Personalized email outreach can help in providing more tailored and interactive experiences for guests through digital content.

By leveraging guest data, planners can send highly personalized emails that provide updates on the event, useful information about the location, and even recommendations for things to do in the area.

This level of customization of the digital content can help create a more seamless and enjoyable experience for guests, which is essential for ensuring positive feedback and repeat attendees.  Personalized email outreach is essential for successful hybrid events.

6. Tailoring the agenda 

By tailoring the agenda to your specific audience in the hybrid event platform, you can ensure that everyone has a great time and feels like they are getting the most out of the event. Plus, it shows that you care about providing a personalized experience for each and every guest.

Here are a few tips for creating a customized event agenda:

-Start by surveying your guests to find out what they’re interested in and what they’d like to see at the event.

– Use that information to create an agenda that caters to those interests.

– Make sure to include plenty of variety so that there’s something for everyone.

– In addition to the agenda, you can also include a schedule of other events and activities that are happening throughout the event.

7. Give your attendees the chance to interact

When it comes to personalizing your hybrid event platform, one of the best things you can do is give attendees a voice. It helps in boosting attendee engagement. This can be done in a number of ways, such as polling or surveys. Asking attendees what they want to see at the event and then incorporating those elements will go a long way toward making them feel like the event was designed just for them.

Another way to give attendees a voice is to allow them to interact with speakers and other attendees through social media or chat features. This not only makes the event more personal for them but also allows you to gather feedback in real-time so you can make changes on the fly if necessary.

Giving attendees a voice is one of the best ways to ensure that your hybrid event is personalized and tailored to their needs.

8. Group your guest personas

One of the best ways to ensure personalization is by grouping your guest personas. This will allow you to create targeted content and experiences that will resonate with each group.

By taking the time to segment your guests for your hybrid conferences, you can deliver a more personalized event that meets their specific needs and interests. This will not only make your events or hybrid conferences more enjoyable for them, but it will also increase the likelihood that they’ll return for future events.

There are a few different ways to group guests, but some common methods include grouping by demographics (age, gender, location, etc.), interests (sports fans, music lovers, foodies, etc.), or even past behavior (first-time attendees, VIPs, repeat guests).

9. Session surveys

Session surveys allow event organizers to collect data on attendees’ preferences and needs. This information can then be used to create a more personalized experience for attendees, whether that means customizing the content of sessions or providing more targeted networking opportunities.

Surveys can be sent out before or after an event, and organizers should consider both timing and format when designing them. For example, shorter surveys are more likely to be completed, so event organizers might want to focus on key questions. It’s also important to make sure surveys are accessible on mobile devices, as many attendees will be filling them out on their phones.

Event organizers should use survey data to create a more customized experience for attendees at hybrid events. By taking into account attendees’ preferences and needs, event organizers can ensure that everyone has a meaningful and enjoyable experience. Surveys can also boost attendee engagement.

10. Try to add event pathways

Adding event pathways is one way to create a more personalized event experience. This involves mapping out the journey that each attendee will take during the event and creating individualized experiences based on their specific needs and interests.

It could include things like providing a personalized schedule of events, offering VIP access to certain activities, or giving attendees the ability to choose their own adventure within the event.

Adding event pathways can help create a more hybrid approach to event personalization, combining the best of both online and offline experiences. This allows for greater flexibility and customization, making it possible to cater to a wide range of attendees.

11. Personalize virtual event booths

By providing a space for attendees to virtually visit, chat, and learn more about your company or organization, you can create a more personal audience experience for everyone involved.

Additionally, incorporating virtual reality (VR) into your booth design can further immerse guests in your brand and allow them to explore your products or services in a completely unique way.

12, Getting cozy can help

When it comes to hosting a hybrid event, getting cozy can help create more personalized event experiences for your guests. By incorporating intimate moments and comfortable surroundings, you can make your event feel like home.

Think about ways to make your hybrid event personal. Incorporate motivational photos into the decor or have a signature cocktail that reminds guests of a special memory. Get creative with how you use the space to create an atmosphere that is unique to your event.

Making your hybrid event personal doesn’t have to be complicated. Sometimes, the simplest touches can make all the difference. Pay attention to the details and give your guests an experience they won’t forget.

How to measure your personalization success?

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Measuring the success of your efforts is key to understanding what works and what doesn’t. There are a few key ways to measure the success of your event personalization:

1. Look at attendance numbers.

If you’re seeing an uptick in attendees after implementing personalized elements to your event, then you know you’re on the right track by providing interactive experiences.

2. Look at engagement metrics.

If people are spending more time engaging with the personalized interactive elements of your event, that’s a good sign that they’re enjoying them.

3. Ask for audience insights.

After your event, reach out to attendees and ask them directly what they thought of the personalized elements. The audience insights can be invaluable in determining what worked well and what could be improved upon for future events.

4. Make changes.

If you’re not seeing the results you’d like, try a few different things until you find something that works and deliver a memorable experience.

Why choose WebMOBI?

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WebMOBI is an all-in-one mobile event app that helps in conducting any type of event such as onsite events, virtual events, and hybrid events. From event registration to easy check-in, the app has got it all. You can create custom forms, promo codes, and landing pages for attractive registrations.

The attendees can sync the app with their mobile phones for easy check-in through e-tickets, QR codes, and onsite check-in. You can add event branding elements such as logos, banners, and themes that reflect your business.

You can also make use of the audience engagement tools such as livepolls, word clouds, live quizzes, and live q&a sessions. It helps to keep the audience engaged till the end of the events. The app enables you to track your event activities in real-time and also, export the data for future use.

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Wrap Up!

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In conclusion, event personalization is key to success when planning a hybrid event. By customizing the event to fit the needs of your attendees, you can create an unforgettable experience for all. With a little creativity and planning, your next hybrid event will be a success!

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