by Michael Beeghley, Coordinator and Technician at OneBXL

Hybrid events have become an essential part of the modern events landscape, offering huge opportunities for event organizers who can effectively leverage this powerful event format. As an experienced event planner who has organized many successful hybrid events over the past few years, I wanted to share my first-hand experiences and perspectives on best practices for creating memorable and impactful hybrid events.

From my involvement in planning hybrid events of all sizes and scopes over the years, I've learned that the key is finding the right balance between optimizing both the in-person and virtual experiences. The goal is to make attendees feel equally valued and engaged, regardless of whether they are participating onsite or online. This takes thoughtful planning, preparation, and care.

In this article, I'll walk through what I believe to be best practices when it comes to conceptualizing, designing, and executing various aspects of a hybrid event based on the valuable lessons I’ve learned. I’ll also share tips, examples, and insights from my own experiences that can help fellow event professionals as they venture into the exciting world of hybrid events.

Conceptualizing Your Hybrid Event Strategy

The first step is always clearly defining the goals and target audience for your hybrid event. 

An effective event planner should start by asking themselves some key questions:

• What are the objectives of this event? Is it primarily for learning, networking, motivation, or a combination?

• Who is the target audience? Are they employees, customers, prospects, or a mix?

• What content and experiences will best resonate with this audience?

• What factors might prevent some of them from attending in person?

The answers help determine the right balance of in-person and virtual components for that particular event.

For internal events focused on motivation or learning, I lean more towards live experiences but ensure remote employees can still participate meaningfully. For external events like conferences, I aim for an even split since customers may prefer the convenience of a virtual pass. Defining these specifics early on guides all subsequent planning.

Selecting the Right Technologies

Once I have a clear vision for the event, selecting the right technologies is crucial for seamlessly blending the physical and virtual worlds. 

Some key solutions I always incorporate include:

• A robust hybrid event platform like Zoom or GoToWebinar for hosting the virtual event, managing registration and engagement tools, collecting data, and more.

• Production tools like cameras, microphones and lighting to deliver a polished live stream experience.

• A branded event app for engagement and networking across both sets of attendees.

• Virtual conference rooms to host online-only sessions and meetings.

The experts at OneBXL are trusted technology partners for executing the virtual aspects of hybrid events. The team integrates hybrid platforms seamlessly with the physical venue tech for a unified experience.

Crafting an Engaging Agenda

A key aspect of most hybrid events is the content itself – the speakers, sessions, workshops, and other activities. I work closely with the planner, paying special attention to how they've crafted an agenda that resonates equally with in-person and virtual audiences.

Some best practices to follow include:

• Having an emcee on-site who occasionally addresses remote viewers directly to make them feel included.

• Scheduling online-specific sessions on topics most relevant to remote attendees.

• Building in more breaks between sessions to prevent attendee fatigue.

• Using interactive polls, Q&As and chats that all participants can join.

• Keeping sessions concise, dynamic and fast-paced for better engagement.

• Allowing remote attendees to network with others through virtual meeting tools.

Following this balanced approach ensures delivering value to all attendees regardless of how they participate.

Optimizing the Onsite Experience

While the virtual platform handles online attendees, optimizing the live venue setup is equally important. 

My focus for physical attendees includes:

• Configuring the stage and seating for good visibility of screens/speakers.

• Using minimal signage/décor to avoid distracting from the screens.

• Having roaming mics for better audio capture during Q&As.

• Setting up lounges for networking and mentoring sessions.

• Offering space for virtual meeting pods with webcams.

• Providing charging stations since attendees use their devices more.

These measures help integrate the virtual component for in-person attendees as well. The venue and the platform ultimately work together to create a cohesive hybrid event journey.

Executing Seamless Logistics

As the event draws near, seamless logistics are crucial for smooth execution. From organizing equipment to coordinating schedules, I work closely with vendors and the OneBXL team to tie everything together.

Some keys to flawless execution include:

• Having a detailed run-of-show schedule for all vendors.

• Conducting thorough tech rehearsals before the event.

• Ensuring redundancy for internet/power.

• Having an onsite venue staff member to assist.

• Communicating regularly with speakers about the format.

• Developing contingency plans for potential issues.

With extensive planning and preparation using OneBXL's incredible event management platform, I can confidently execute seamless event productions that appear effortless to attendees.

Capturing Feedback and Measuring Success

Even after the event concludes, my work isn’t done. Important final steps include:

• Sending surveys to capture feedback from all attendee groups.

• Reviewing platform data and metrics around engagement.

• Following up with stakeholders and sponsors on results.

• Holding debriefs with the team to discuss what worked well and any improvements needed.

• Tracking sales/lead metrics in the months after the event.

These actions help me quantify success, demonstrate ROI, and continually refine my hybrid events.

Key Takeaways from My Hybrid Event Experiences

Looking back on my journey into hybrid events these past five years, a few key lessons stand out:

• Approach it as one cohesive event, not two separate ones. Avoid an “us vs. them” mindset.

• Design the agenda purposefully to add value for both sets of attendees.

• Leverage technology, but focus on the human experiences.

• Overcommunicate to keep attendees, speakers, vendors all looped in.

• Obsess over seamless logistics - the devil is in the details!

• Foster community and connections for all participants.

• Evaluate success based on data and participant feedback.

By following an audience-first approach, utilizing the right tools, and obsessing over seamless execution, I’ve been able to create hybrid events that exceeded expectations. The format has allowed my events to be more inclusive, engaging, and successful than ever before.

I hope these tips and insights from my first-hand experience are helpful as you undertake your own hybrid event journey. It's an exciting format that offers immense potential, but also requires thoughtfulness at every step. If done right, hybrid is the future for taking events to the next level by blending personalized human connections with inclusive virtual participation. I’m looking forward to seeing the creative and impactful hybrid events you will all produce in the years ahead! Let me know if you ever want to brainstorm ideas or if OneBXL can support your hybrid event - we’re here to help however we can.

Further reading

Hybrid Event Trends 2024: What to Expect in the Business World
Engaging Your Pan-European Audience: Tips for Planning Inclusive Hybrid Events
Maximizing Engagement: 5 Keys to Hybrid Event Success
The Hybrid Event Technology Stack: Best Practices for Seamless Experiences