5 Mistakes to Avoid When Organizing a Phygital Event

The phygital event model — also known as hybrid — combines the benefits of both in-person participation (physical mode) and virtual attendance (digital mode).

In today’s climate of uncertainty, this is the perfect solution to ensure your event’s success. With this model, you can guarantee participant safety, reduce unnecessary gatherings, and still allow remote attendees to join from anywhere in the world — all without missing the opportunity to be part of your event.

Everything may seem perfect, but don’t underestimate the challenges that come with planning a phygital event.
Here are five common mistakes you should avoid when organizing one.

1. Poor Time Management

It’s true that phygital events can deliver exceptional results — but they require meticulous planning and extra preparation time. Unlike fully in-person events, this format involves managing both the physical and virtual aspects.

For the physical part, you’ll need to organize spaces, logistics, technical equipment, and health and safety compliance.
For the virtual part, you’ll need to select a reliable event platform, conduct technical tests for connectivity and streaming, and ensure data management and privacy compliance.

To avoid issues, start planning well in advance. Allow enough time for all the necessary tests to guarantee a seamless experience for both your onsite and online audiences.

2. Forgetting About Virtual Attendees

A common mistake in phygital event planning is neglecting your remote audience. The risk is that virtual participants feel excluded from the live experience, missing out on networking and interaction opportunities.

People remember negative experiences — and no one likes to feel left out. To create a positive and inclusive experience, it’s essential to use an event platform that fosters interaction between in-person and online participants.

Look for features like integrated chat and Q&A tools that allow virtual attendees to comment, ask questions, and actively take part in live sessions.

3. Failing to Engage After the Event

Engagement shouldn’t stop when the event ends.
To deliver a truly memorable phygital event experience, continue providing valuable content and relevant activities even after the event is over.

An event platform can help you stay connected with your audience, share post-event materials, and nurture a long-term community around your event. This ongoing interaction increases loyalty and keeps participants interested in future editions.

4. Not Using Data Effectively

Every phygital event offers a unique opportunity to collect valuable participant data — something that’s harder to achieve in traditional physical events.

By using an advanced event platform, you can track attendee behavior before, during, and after the event, both for virtual and physical participants.
You can also conduct surveys to measure event sentiment, analyze engagement, and gather insights to refine your future marketing strategies.

Data-driven decisions are the foundation of successful events — make sure you leverage this advantage.

5. Choosing the Wrong Event Platform

Last but not least, one of the biggest mistakes you can make is selecting the wrong technology for your phygital event.

In hybrid events, the platform plays a crucial role in participant satisfaction, offering a variety of tools that enhance interaction and create value.

There are many event platforms out there — some simple, others complex, with varying feature sets.
LetzFair offers an intuitive, user-friendly platform with a wide range of functionalities designed to elevate your phygital event experience:

Chat, video chat, and gamification tools that encourage interaction and help build a community around your event, even after it ends.
Comprehensive data collection, giving you access to valuable insights about participant behavior and preferences, with options to launch surveys and gather real-time feedback.
Digital booths for exhibitors and sponsors, extending their visibility beyond the event days.

…And much more!

Conclusions

Avoiding these common mistakes is key to organizing a successful phygital event that delivers value to both in-person and online participants.

Request a personalized demo of the LetzFair event platform to discover all the features that can help you design a smooth, engaging, and data-driven hybrid experience.

With the right event technology, you can empower your audience, prevent costly errors, and make your next phygital event truly unforgettable.