by Michael Beeghley, Coordinator and Technician at OneBXL

Hybrid events that blend virtual and in-person experiences are becoming increasingly popular. When done right, hybrid events can boost engagement, expand reach, and provide more value to attendees and sponsors.

However, producing a successful hybrid event requires careful planning and strategic decisions. Follow these 5 key tips to maximize engagement for your next hybrid event:

1. Create Engaging Content for Both Audiences

When developing content for a hybrid event, it's crucial to craft presentations, activities, and sessions that seamlessly engage both your in-person and virtual attendees.

• Adapt in-person activities for virtual: If you have live demos, audience participation, or hands-on elements planned, find ways to make them collaborative for online viewers as well. Use screensharing, live polls, chat Q&A, and virtual whiteboards.

• Optimize presentations for two mediums: Design slide decks to work well on screen for virtual attendees but also translate effectively when presented live on stage. Use high-quality visuals and graphics along with concise text.

• Incorporate interactive elements: Look for ways to get both audiences involved and responding. Live polls and quizzes, Q&A sessions, surveys, and embedded discussion channels provide interactive touchpoints.

• Feature engaging speakers: Select dynamic speakers who can present effectively on camera for virtual viewers as well as in-person. Brief them on optimizing content for both mediums.

• Offer virtual-specific breakouts: Breakout sessions allow smaller group discussions and targeted learning. Offer virtual breakout rooms to keep remote attendees equally engaged.

• Share post-event content: Upload event recordings, slide decks, livetranscripts and summaries after the event for continued engagement.

Careful planning to tailor all event elements and activities for seamless engagement across in-person and remote experiences is key to hybrid event success. Interactivity keeps both audiences tuned in and creates an equitable experience.

2. Promote Your Event Across Multiple Channels

Robust marketing across multiple channels is vital for driving high awareness and attendance for your hybrid event. Here are some of the tactics that you can use as part of your comprehensive digital marketing plan:

• Email campaigns: Send a series of promotional emails highlighting event details, speakers, and schedule. Target different audiences like past attendees, prospects, and local contacts.

• Social media posts: Frequently post teasers, announcements, and reminders on all social platforms. Use visuals and video clips. Engage followers.

• Event website: Create a custom website for your hybrid event with all key details, FAQs, registration, and promo videos. Ensure mobile optimization.

• PR outreach: Pitch the event to relevant media outlets and journalists to secure earned media coverage. Follow up with a media alert.

• Paid ads: Run paid promotions on platforms like Facebook, LinkedIn, and Google to expand reach. Retarget past attendees.

• Spotlight hybrid benefits: Tout unique benefits like expanded global access, networking capabilities, and replayable sessions to spotlight the hybrid format.

• Hashtag: Develop a branded hashtag and encourage social sharing. Display it prominently on all materials.

• Partnerships: Collaborate with sponsors, vendors and local groups to extend reach through their networks.

A 360-degree promotional strategy ensures optimal awareness for maximum hybrid event participation.

3. Offer Streamlined, Customized Registration

The registration process is an attendee's first impression of your hybrid event. Make it seamless by:

• Offering registration tiers: Allow attendees to select in-person only, virtual only, or hybrid admission to match their needs. Offer discounted combo pricing.

• Limiting required fields: Only collect necessary info like name, email, and participation type to reduce abandonment. Keep it simple.

• Optimizing forms for mobile: Many will register on the go from their phone. Use responsive design and minimal data entry.

• Accepting multiple payment types: Allow payment by credit card, PayPal, ACH transfer, or check.

• Sending confirmation emails: Automate confirmation emails with details on participation, access instructions, and next steps after registering.

• Collecting demographic data (optional): Ask for company, title, location, industry, and event goals to better customize their experience. Keep optional.

• Offering early bird pricing: Incentivize early sign-ups with discounted rates for the first 500 registrants. Count down real-time spots remaining.

• Providing referral codes: Equip attendees with referral codes to share within their network for discounts. Great for word-of-mouth promotion.

• Highlighting COVID policies: Clearly communicate any health and safety requirements around vaccines, masking, testing etc.

The registration process sets the tone. A streamlined, flexible, and personalized sign-up experience caters to today's hybrid event attendee.

4. Strategize Networking and Interaction

Networking and making connections is often a primary goal for event attendees. For hybrid events, strategic planning is required to facilitate interaction across in-person and virtual audiences.

For in-person attendees:

• Host structured networking sessions to prompt conversations through activities like speed networking, small group exchanges, trivia icebreakers etc.

• Create a networking lounge with open seating areas, food/beverages, and icebreakers to spark organic interactions in a casual environment.

• Incorporate solutions like event apps and QR codes to simplify networking and contact sharing between attendees.

For virtual attendees:

• Build in video networking sessions for matched small group connections based on interests/goals.

• Set up topic-based chat/discussion groups around key subjects and themes.

• Provide 1:1 video meeting scheduling for customized networking.

• Use digital contact sharing options and virtual business card exchanges.

• Create fun icebreaker activities like polls and games to break the ice.

For cross-audience interaction:

• Facilitate video meetups between virtual and in-person attendees based on common interests.

• Assign virtual buddies to in-person attendees to expand their networks.

• Offer live 1:1 video meeting scheduling between groups.

Getting creative with hybrid networking solutions and engagement opportunities maximizes the value of connections for attendees, both online and onsite. The key is providing facilitating interaction across all event participants.

5. Accommodate All Time Zones

With hybrid events, you can attract a global audience from different time zones. Carefully strategize your schedule:

• Multiple session times: For live keynotes and breakouts, offer 2-3 options at various times to cover morning, afternoon and evening across time zones.

• On-demand access: Record all sessions to put them on-demand shortly after each ends. Allow virtual attendees to watch at their convenience.

• International speakers: Recruit global speakers from relevant regions to attract international audiences during their daytime hours.

• Staggered content releases: Hold some exclusive content to premiere at different times geared to APAC, EMEA, and Americas time zones.

• Local partner events: Work with regional partners to host satellite events with live streaming of key sessions and local speakers/content.

• Time zone signs: Display the schedule prominently in multiple time zones so attendees can easily coordinate.

Key Benefits of Hybrid Events

• Expanded global reach and access: Attract more attendees by removing geographical barriers.

• Reduced environmental impact: Lower carbon footprint compared to in-person only.

• Increased sponsor visibility: Exposure across digital and physical expands promotional reach.

• Prolonged content engagement: On-demand access keeps attendees tuned in after the live event.

Careful time zone planning maximizes access and participation from your worldwide audiences, achieving key hybrid event goals.

Overcoming Hybrid Event Challenges

Balancing experiences - Ensure cohesive event flow and equal engagement across audiences.

Engaging virtual audiences - Incorporate interactive elements tailored for remote attendees.

Time zone logistics - Carefully schedule live sessions and provide on-demand access.

Conclusion

Hybrid events amplify reach and engagement but require strategic planning. By following these tips to blend physical and virtual experiences, you can produce an impactful hybrid event. The hybrid format provides flexibility and opens new opportunities to better serve diverse audiences.

Experience the ease of managing your hybrid event logistics with the expertise and guidance of OneBXL’s team.

Further reading

Engaging Your Pan-European Audience: Tips for Planning Inclusive Hybrid Events
Innovative Ways to Blend In-Person and Virtual Experiences in Hybrid Events
Hybrid Event Trends 2024: What to Expect in the Business World
The Hybrid Event Technology Stack: Best Practices for Seamless Experiences