Top tips for a hybrid conference

A hybrid event is one that combines a face-to-face event at a physical location, with a “virtual” online element for remote attendees. 

Whilst it’s true that hybrid events can require more planning, resource and budget depending on your objectives, they can also provide many benefits, including:

  • Flexibility for your delegates
  • Reduced environmental costs
  • Greater reach and attendance
  • Valuable data and analytics

In this feature, we share our top tips to enhance the conference experience for both your in-person and virtual attendees.

1. Balance your budget

We recognise that as we see a return to live in-person events, realigning your event budget in order to build a blended strategy to include virtual and hybrid is one of the key challenges for event planners right now. This is why it’s so important to align spend with your objectives from the get-go.

laughter / singing workshop

2. Choose a platform that facilitates networking

This will ensure both audiences can connect with anyone, no matter where they are. Networking is essential to keep your audience engaged. Our event platform portfolio features Swapcard – the only end-to-end event & community platform for hybrid and virtual events, powered by artificial intelligence (AI). Book a demo here.

3. Create an agenda that informs and motivates delegates to take action

Success starts with your agenda, which should be accessible for both audiences. Set the purpose of each agenda topic – is it for information, discussion or decision? The topic purpose tells attendees how they can participate effectively. Equally, think about your opener – should this include a warm-up of some kind, perhaps focussed on well-being or you could feature a motivational speaker to set the tone.

Conferences food

4. Engage. Engage. Engage.

It’s vital that you include a variety of engagement tools across your hybrid event. From the pre-event physical and digital conference swag, through to Q&A, polling, and of course 121 or group networking for both your virtual and in-person attendees. AI matchmaking is also proving to be extremely effective. Our virtual and hybrid event platforms can provide all of this – find out more.

5. Ensure your content translates effectively for both audiences

Your content is even more important than before – allow ample time as it can make or break a hybrid event. In terms of creative design, our in-house studio provides an end-to-end service, from crafting your core identity and translating this into your opening and closing animations, through to PowerPoint and Keynote styling and build, as well as pre-event recordings, editing and not forgetting the graphics and digital backdrops for your live-stream, virtual studio and print elements. 

Visualise your success…

It’s clear hybrid events are essential to your future event and communication strategy – we can support you to harness the power of a blended event strategy.

Let’s talk.

Like this? There’s more…

Six Top Tips for creating the perfect event brief

Whether your event is for 50 or 5,000, it’s important to create a detailed event brief - this will not only ensure you’re able to gather accurate costings and information from event partners, but it will also provide a comprehensive overview of your objectives and...

Six Top Tips for the Return to Face-to-Face Events

While many event planners and attendees alike have been returning to live events, there are of course elements to consider before taking the step back into the world of face-to-face event experiences. As we know it was never going to be a case of if live events would...

Top tips for a hybrid conference

A hybrid event is one that combines a face-to-face event at a physical location, with a “virtual” online element for remote attendees.  Whilst it’s true that hybrid events can require more planning, resource and budget depending on your objectives, they can also...

Top tips for a hybrid awards ceremony

Whilst a key objective of any event is to bring people together, the Coronavirus pandemic has shifted the way in which this is now done. Event planners are now relying on various factors including budget, locations, resource, timeline and ultimately, ROI, in order to...

Engage employees through a blended strategy

As the Coronavirus pandemic continues to bring about great change to the landscape of corporate communications and how they are conveyed, ensuring clear messaging of your corporate strategy, whilst prioritising employee engagement in a remote-based workforce is vital....

Virtual Event Platform – Swapcard

Virtual Event Platform - SwapcardWe are so excited to be able to offer another virtual platform option to clients with Swapcard - your engagement platform for virtual, hybrid and in-person events.The role of event platform is changing and whilst we can still provide...

Bring Your Brand to Life Virtually

Bring Your Brand to Life VirtuallyIt’s no surprise that many brands and businesses are continuing to develop their event and communications strategy into a more blended approach for 2021 and beyond.Since march 2020, we have seen a shift in how we engage and support...

Employee Recognition and Wellbeing at Christmas

Employee Recognition and Wellbeing at Christmas We all know that Christmas will be different this year. Businesses are struggling because of the coronavirus pandemic and as a result employee engagement and recognition is a key priority, now more than ever.  If there’s...

Top Tips for Virtual Presenters

Top Tips for Virtual Presenters Your Environment. Choose somewhere quiet and private where you won’t be interrupted and remove anything you might not want to be seen on camera, ie. pictures, books, clutter etc. Think about what your environment says about you. Dress...

How Will Lockdown Affect Virtual and Hybrid Events?

How Will Lockdown Affect Virtual and Hybrid Events? On 31st October, the Prime Minister, Boris Johnson, announced a second national lockdown where businesses such as pubs, restaurants, gyms and non-essential shops will have to close for four weeks from Thursday 5th...