So, virtual events are how it’s done these days?
Well, questionably so. There is nothing wrong with virtual events, but there is also nothing wrong with well-organized physical conferences.
Hybrid events comprise the best of both worlds by having some live content and some pre-recorded sessions to create this balance between virtual and in-person experiences, allowing for an interactive conference that works well for every attendee.
While many people associate virtual conferences with just talking about business productivity tools (aka boring), there are many innovative ways to make your next event unforgettable without spending too much money.
Here are some hybrid event ideas you can count on.
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These days, many conferences hire MCs to help guide the floor conversations and keep people energized. If you’re hosting an event for in-person and online attendees, consider getting more than one MC.
Dedicate some of your on-site MC time to those using technology – whether that means a live stream or a webinar – as their primary connection point with the event.
Giving these remote participants a chance to be part of the fun on-site is not only a great way to bring them into the action but also helps strengthen connections among various groups throughout your conference experience.
Conference experiences don’t have to be about information exchange alone. The entertainment value of the events we attend is often just as important. When you’re planning Hybrid Events, don’t forget to include your digital attendees in the fun.
Hosting games or contests that both on-site and remote participants can enjoy increases engagement and participation all around.
There is no need to “bribe” attendees to come to a conference. Conference networking works best when the participants aren’t aware of the networking aspect but rather do it as a fun activity of choice instead of being coerced into doing so as part of their attendance criteria.
If you want attendees from both types of your event (virtual and physical) to have a great time at your conference, any mandatory networking activity will often undermine this goal because these activities are often unnatural and forced due to logistical reasons.
For hybrid events, there is a way you can get around this by making all kinds of unique activities that take place in an already naturally social environment. Make sure that you have enough space to host these activities to prevent the conference flow.
Since you want to include both physical and virtual attendees, it would be great if your event provides a designated area where both types can network and share resources or even hold a meeting together.
The best way to do this is by creating a booth space that includes large screens that can simultaneously stream live keynote sessions from the main hall.
On top of that, your booth area should also have machines that access WiFi and allow remote participants to connect via video chat or even display their work on the big screens. In addition, make sure you have some networking snacks at the booth!
In addition to the basic physical trade show booths and breakout rooms, you should also create additional spaces dedicated to creative hybrid activities. The point of a conference is about learning new things from keynote speakers and each other.
For example, host a “speed dating” event that allows people to meet with others in attendance who have similar interests. In this case, don’t worry too much about the networking aspect because people attending will naturally gravitate towards one another.
Since you include both virtual and physical attendees at your hybrid conference, it’s good practice to vary the type of sessions you present as well.
This could consist of having an intimate breakout room for workshops or group discussions, extensive keynote sessions in the main hall with screens for remote participants, or even a combination of all these things.
This is not that big of a deal anymore, but still cool to have at your event for the number of “wow” factors it creates. The point is to create an atmosphere where attendees are immediately engaged in their experience when they walk in at the beginning of each day.
This experience in itself is enough to keep them coming in with high spirits throughout the rest of the day.
An individual meeting room is vital if you want a more private space with a comfortable setting to discuss confidential matters openly. This can either be something as simple as those tiny rooms where you usually find chairs and tables set up.
If you have enough funding, it could be as extravagant as having pod-style seating with built-in video screens, so attendees don’t need to bring their own devices.
Either way, it’s helpful to know that there will always be a place available where people can meet and talk about what they’re interested in during your event timing without being bothered by any other surrounding events or distractions.
Just as the previous point discussed, a small private room where people can have face-to-face interactions is a great idea. They should be equipped with large screens, so attendees don’t need to bring laptops or other devices, but make sure they are set up like “smart” breakout rooms (instead of having chairs and tables).
Even if you don’t want to go all out by providing pod-style seating, this will allow participants to gather in groups around large screens to discuss any projects they may be working on together.
This allows your virtual event participants who may not afford a data plan for their devices to connect online. If you want, give them the option to rent out tablets or smartphones with pre-downloaded event meeting info and apps so attendees can easily access your entire conference without having to carry around heavy books or papers for reference.
If you’re planning on hosting a hybrid event that combines both virtual and physical forms of networking, there’s no better way to increase engagement than by including hologram participants. They say “a picture is worth a thousand words,” which means that just one photo can convey much more meaning than any text description.
This is especially true for understanding detailed explanations of visual things like scientific processes, artwork, and other real-world elements.
While the live streaming video could function as a replacement for hologram participants, not everyone has access to high-speed internet, especially those participating from developing countries where the primary goal of your event is to reach out to them in the first place.
Schedule at least one hour per day (but preferably two), where attendees can freely move between rooms and floor space throughout each venue. This will cut down on both physical and mental exhaustion by giving people plenty of time every day to decompress, rest their legs and go back into sessions with enough energy to be productive and engaged throughout the entire event.
This is just the beginning. Hybrid events are still in their infancy, and they’re already changing how businesses plan their meetings. But what’s in store in the future for this unique type of conference?
It’s impossible to know exactly what will happen over the next few years, but one thing is certain: hybrid events will be more prominent than ever before, especially when organizers begin using these ideas to drive real-world business results, not just increase social engagement.
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