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For many event organisers, hybrid events are still a relatively new venture, presenting the challenge of engaging two very different audiences at the same time. Here are 13 tips to avoid the pitfalls that can easily occur.
While hybrid events can be the solution for both those who prefer to go physically and those who prefer online to participate, they also present a new set of pitfalls for organizers. While it has always been challenging enough to meet the needs of one audience, there are now two audiences, often with radically different needs from each other, to engage.
Here are our tips on 15 common mistakes to avoid when planning a hybrid event.
1. Choose the wrong platform
The platform you choose for your event must have adequate functionality to support hybrid events. Among the most important features are those that allow virtual and in-person attendees to interact with each other through a mobile app for live attendees and also a desktop option for those connecting remotely.
It's also important to choose a hybrid platform that can facilitate interaction between speakers and audiences, as well as provide detailed analytics by tracking actions like survey responses, time spent in sessions, feedback, and more.
The platform Letz Fair for example it has all these characteristics and many more, being designed for this type of needs.
2. Lack of tests and trials
While not always a priority, testing and proving the proper functioning of the virtual assets of a hybrid event are just as important as the physical aspects. All tools need to be tested in advance, including features like Zoom. So you can test that audio, video, light etc .. are set correctly.
3. Inadequate infrastructure
Before starting hybrid events with simultaneous streaming, you need to make sure that the place from which you are broadcasting has the right wi-fi network for the purpose. In fact, many events overestimate the capacity of their wi-fi making simultaneous streaming difficult and resulting in dissatisfaction on the part of visitors.
4. Treat both audiences equally
While making a connection between remote and in-person audiences is important for engagement, not everything will be relevant to both audiences. It is important to provide some personalized content for each audience, which can be done using a platform that can set separate agendas and communication channels.
5. Virtual presenters
Keeping the virtual audience engaged and not feeling relegated to the sidelines is key. Hiring a virtual presenter to act as a voice for the remote audience can help them feel part of the action. The presenter should moderate the chat, monitor questions and pass them on to the speakers, all in order to engage those who are not physically at the event.
6. Inadequate marketing
When promoting the event, make it clear that it will be a hybrid event and what specific offers will be for each audience. As the entire program goes online, produce content that will increase interest and engage visitors. For maximum effectiveness, use social media by doing some sponsored
7. Inadequate speaker training
Speakers accustomed primarily to live events may need special training to engage a virtual audience as well. Even speakers with experience in virtual events may find it difficult to engage both audiences. Speakers will need to find ways to engage both audiences at the same time, which may require specific training.
8. Content too diluted
Heavy content and lengthy presentations that could be tolerated by a live audience are even more difficult for a remote audience to follow. It's even more important to keep the content engaging in a hybrid environment. Keeping content short and focused and using creative imagery is enjoyable for both audiences.
9. Too busy agenda
The attention span of a virtual audience watching from home is likely to be lower than that of those attending the event in person. Days filled with long sessions are difficult and tiring, especially when viewed in front of a screen. An event spread over a few days with shorter session times is preferable. Both viewers will appreciate the breaks and time to network, both virtually and in person.
10. Ignore sponsorship opportunities
Virtual events during the pandemic have shown that such events can attract large audiences, sometimes larger than the live events they replaced. If you feel your hybrid event could attract a large remote audience, there may be the potential for lucrative sponsorship. Highlight this by offering banner ads, thank yous, short sponsor videos, sponsor hosted sessions, an event website sponsor page, and lead generation options.
11. No post-event follow-up
Make recorded content available on demand after the event. Recorded content produced during the event is not only useful for attendees to want to hear it again, but can be used to promote future events, build memberships, and build an online community. Also, take opportunities to promote future events to online attendees, encouraging them to attend in person in the future. Post-event marketing may include sharing survey information, posting event highlights on social media, and other strategies to maintain interest.
12. Ignore networking for virtual participants
While networking between in-person attendees usually takes care of itself, the virtual audience must have opportunities created for them. They will need virtual chat rooms and interactive sessions where remote participants can get to know each other and interact. Other methods include providing hosts and moderators to facilitate interactions, introducing social media channels dedicated to the event, real-time polls, and virtual business card exchanges.
Equally important is to encourage live and virtual audiences to connect with each other. Providing participants in person with access to the same platform and tools used by the virtual audience will allow them to access chat rooms and other virtual networking channels.
13. Inflexible registration
These days, with travel restrictions and other ever-changing regulations, it's hard for attendees to know whether they'll be able to attend an event in person or not. If possible, make it easy for attendees to switch between in-person and virtual. Likewise, the event agenda should be flexible, allowing attendees to choose which songs to participate in. This is especially important for virtual attendees who may not want to attend the entire event.
Conclusions
Hybrid events hide many pitfalls which, if not anticipated, can undermine the success of the event.
Platforms like LetzFair help you manage your hybrid event by taking care of all the virtual part so as to allow you to avoid the biggest mistakes and pave the way for the success of your event.
If you are planning to carry out hybrid events and you still don't know which platform to choose request a LetzFair demo now
