How do you organise your next hybrid event successfully? We’ve gathered all types of tips concerning the organisation of hybrid events. We know you need this, because organising a hybrid event requires some other skills of the event manager. But which ones? And how should you incorporate this? In this blog we give you a couple of tips to start with, and if you need more we’ve gathered them on our website. The link to more tips is at the bottom of this blog!
Pre-event: hybrid event planning
Careful planning is fundamental to the success of any event. But for a hybrid event, there can be more to think about in the lead-up to the event – to leverage both the physical and digital channels and create connections between the two takes some mastering. Before we delve deeper into that, let’s tackle two common concerns that arise at the exploration stage.
We need to get these questions out of the way:
I don’t have the number of people required to manage a hybrid event!
You might need more people involved in setting up the backend of the software at the beginning of the process, for example, but you will need fewer people setting up the on-location component. A smaller on-site group means less food, drinks, security, etc. It also means less vulnerability to uncontrollable factors such as weather and travel disruption!
I don’t have any tech wizards at hand!
You don’t have to be a tech geek to decide on the best features and layout for your virtual element. Anyone who knows how a computer works can get involved. They will be guided by a team of experts at your hybrid events platform provider.
Let’s get into the real stuff
An RSVP function on your hybrid platform can make registration much easier for the organiser. All guests can be invited electronically, and their responses are automatically collected (whether they can attend or not, and if so via which channel). You can also see if an invitee has opened an email and send them reminders where necessary.
Compiling the event content early
Once you’ve decided on your event programme, the next stage in a traditional format would be emailing back and forth to get various details from all the speakers and exhibitors. With a hybrid events platform, all these tasks can be managed from one place.
You simply invite contributors to access the platform and populate their information, from updating their profiles to posting items in the dedicated news feed. This means fewer steps for everyone – if an image needs adding or a box needs filling, they can see it, and any last-minute changes can be made without upheaval.
Similarly, there’s no need for speakers to arrive on-site early for training, it can be scheduled on your hybrid event platform. Not only is this a big-time saver, but it also makes testing an inbuilt part of your hybrid events planning.
… What about during the event? Of after? What comes next?
Read our tips on challenges in the production of a hybrid event, after-event care, and how to make your hybrid event management easier.