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.

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