Over the past few years, the events industry has undergone a significant transformation due to the emergence of hybrid events. It combines the benefits of in-person and virtual events, allowing attendees to participate in events from anywhere in the world.
With the ongoing COVID-19 pandemic, the demand for hybrid events has increased even more, as businesses and organizations seek new ways to engage with their audiences.
According to an April 2022 Report by Fortune Business Insights, the global video conferencing market is projected to grow from $6.87 billion in 2022 to $14.58 billion by 2029, at a CAGR of 11.3% in forecast period.
The shift towards hybrid events has forced businesses to adapt to this change in demand. Companies have had to invest in new technologies and tools to create a seamless hybrid experience for their attendees, as well as rethink their event strategies to ensure that their content is engaging for both in-person and virtual audiences.
Framework for Running a Successful Hybrid Event
Businesses have also had to be flexible and strategic in their approach to event planning, as the pandemic has created a constantly changing landscape for events. Here is a simple system that is easy to follow and scale depending on your business size and goals.
- Define the event goals and objectives.
- Identify the purpose of the event, such as lead generation, brand awareness, or thought leadership.
- Determine the target audience, both in-person and virtual.
- Establish clear and measurable goals, such as the number of attendees, engagement rates, or sales.
- Select the right event platform.
- Choose a hybrid event platform that supports both in-person and virtual attendees.
- Ensure that the platform offers features such as live streaming, virtual booths, and interactive networking.
- Plan the event content and agenda.
- Create a detailed event schedule, including keynotes, breakout sessions, and networking opportunities.
- Plan the content for both in-person and virtual attendees, ensuring that it’s engaging and relevant.
- Consider offering pre-recorded sessions or on-demand content for virtual attendees.
- Promote the event.
- Develop a comprehensive marketing plan that includes email marketing, social media, and paid advertising.
- Leverage the event platform to promote the event and encourage registration.
- Use targeted messaging to reach both in-person and virtual attendees.
- Prepare for the event.
- Ensure that all in-person and virtual attendees receive clear instructions for accessing the event.
- Test the event platform and all technical equipment before the event.
- Train staff and volunteers on how to use the event platform and handle any issues that may arise.
- Execute the event.
- Host the event, ensuring that all in-person and virtual attendees have a seamless experience.
- Monitor engagement rates and adjust the event schedule as needed.
- Encourage networking and interaction between in-person and virtual attendees.
- Follow up after the event.
- Send a post-event survey to all attendees to gather feedback and improve future events.
- Follow up with leads generated from the event, both in-person and virtual.
- Analyze event data to measure success against goals and objectives.
The rise of hybrid events has presented both challenges and opportunities for businesses. As the events industry continues to evolve, it is essential for companies to remain flexible and adaptable to meet the changing demands of their audiences.
| QUICK TIPS: 90 days before the event: Define event goals and objectives, select the right event platform, and plan the event content and agenda. 60 days before the event: Promote the event through email marketing, social media, and paid advertising. 30 days before the event: Test the event platform and all technical equipment, train staff and volunteers, and prepare for the event. Day of the event: Execute the event, ensuring that all attendees have a seamless experience. 7 days after the event: Send a post-event survey to gather feedback and follow up with leads generated from the event. 30 days after the event: Analyze event data to measure success against goals and objectives and begin planning for future events. |
