How to organize a hybrid event?

How to organize a hybrid event? A hybrid event is an event that combines the characteristics of an in-person event and a virtual event. 

This type of event has several benefits such as greater reach, increased engagement, and better return on investment (ROI).

How to organize a hybrid event?

In this article, we'll give you tips on how to make your hybrid event a success.

1. Anticipate the number of expected participants

In order to properly plan your event, it is important to have a good idea of the expected number of attendees. To do this, you can configure different types of tickets in your online ticketing software: one for in-person attendees and one for virtual attendees. 

2. Plan a balanced agenda

The difficulty with hybrid events is that you will need to address two different audiences: in-person attendees and virtual attendees. Each typology of participants has different needs and expectations vis-à-vis the event. However, for a hybrid event to be successful, it is important to satisfy both audiences.

Attendees in person

In-person attendees are likely to be more engaged because they've invested time and money to get to the event. Additionally, being at the venue tends to help people stay focused and be more invested in the event.

Just the fact that they came to your event in person is a sure sign that you already have their attention — and that they're willing to spend some time with you. While it's easy to get their attention, it's harder to keep it throughout the event.

It is therefore essential to provide content that arouses their interest. 

Define what they expect — They may want to listen to specific speakers, learn more about your services, better understand your mission, or have other special needs. Determine these expectations, and adapt your event accordingly.

Use professionals — They keep attendees engaged and interested. You can ask dancers, magicians or comedians to do short performances related to your event or brand.

Virtual attendees

It is a little more difficult to address virtual participants. Attendees are most likely multi-tasking while watching your event.

Therefore, it can be difficult to keep them engaged. This is why it is also important to define what they expect.

Here are a few tips:

Keep content short and easy to digest — Make it useful, relevant, and informative.

Use polls — Online polls or quizzes allow you to interact with attendees during the event.

Maximize mobile usage — If attendees can easily switch between computers and mobile phones, they'll have one less reason to miss parts of your event.

3. Create the buzz

Marketing is very important for a hybrid event because it gives you the opportunity to grow your event and make sure people who want to attend know it's happening.

It helps increase brand and product awareness, build customer loyalty and generate leads. 

To create buzz around your event, consider these helpful marketing strategies:

Email marketing — Email is one of the most effective ways to reach targets directly. To maximize their impact, craft impactful content, personalized subject lines, and compelling calls to action (CTAs).

Social Media — Find out which social media platform the majority of your target audience engages in and get in touch with them.

Content Marketing — Optimize your content to deliver the most important messages about your event. This may include the announcement of speakers, how to register and an overview of the topics covered.

While research has shown that the aforementioned marketing strategies have worked wonders for marketers, nothing says they will have the same positive impact on you. The only way to guarantee that they also work wonders for you is to use key performance indicators (KPIs).

Here are the key performance indicators to monitor:

  • Email Open Rate — Strive to exceed the average open rate of 16.97%.
  • Click-through rate (CTR) — This is the percentage of clicks on an email. If it's high, it indicates good demographic targeting, a relevant CTA, and great email content.
  • Social Media Engagement — This is how effectively you communicate with your target audience. The more people are engaged with you on social media, the higher their interest in your event.
  • Shares — This is the number of times people share your content on social media. A high number of shares is good for you: it increases the number of people who want to attend your event.
  • Conversion rate — This is the number of people who registered for your event as a result of your marketing approach.

4. Collect reviews after the event

Getting feedback from your attendees is incredibly important. It not only tells you what they thought of the event, but it also helps you understand what you can improve for future events.

Here are some ways to collect feedback:

  • Feedback Forms — Via email, send your target audience a series of questions. Most questions should have multiple-choice answers. However, be sure to include an open-ended question to allow them to express themselves more freely.
  • Request a rating — Still via email, ask your audience to rate your event by giving it a rating. These surveys are effective because they are simple and quick to complete.
  • Phone calls — Having conversations with your target audience is a surefire way to understand them. Listen to their tone of voice and choice of words to get an idea of what they really thought of your event.

To ensure you receive the right feedback, you can ask the following questions:

  • Were you satisfied with the event?
  • What were your favorite moments?
  • Did the event meet your expectations?
  • What could be improved?
  • Would you participate in future events of the same type?

5. Closing

Organizing hybrid events is not so simple.

You must be aware that you are organizing an event that is aimed at two types of people,

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