The future of events - hybrid events

What are hybrid events?

Hybrid events are a mixture of live and digital event formats. Here, for example, the organizer only invites very relevant people or local participants on site for presentations. The presentations are then broadcast online at the same time for the general public.

Hybrid events Definition: analog + digital = hybrid

When defining a hybrid event, it should be noted that, like physical or online events, the event consists of several components, such as

• Participant Management
• Registration
• Interaction
• Analytics

If you are planning a hybrid event, you should first consider what you want to focus on and which components are particularly important to you.

What may seem easy at first glance turns out to be quite tricky in retrospect. Many event organizers are adapting their events to the changing requirements. Care should be taken to ensure that there is a harmonious interplay between digital and analog.

If you want to hold face-to-face events in the future, you should not replace them with one or the other. Communication should therefore make it clear that the event is being expanded or even improved.

With hybrid events, there are simply far greater opportunities to reach several people on different channels. Furthermore, even speakers, moderators or other guests can speak virtually. In addition, less traveling saves time and money and there is even the possibility of attracting the desired speakers who might have declined if they had had to travel long distances.

However, complexity should by no means be ignored. New concepts and skills are required for hybrid events. After all, you are planning an event that is to take place in two locations. The supreme discipline here is to combine these two worlds as well as possible so that they complement rather than exclude each other.

Hybrid events have advantages and disadvantages: Both worlds should therefore be perfectly utilized. Of course, there are no perfect solutions for this yet, as these first have to be tested and developed.

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What is the difference between digital and hybrid events?

Digital events are particularly suitable for communicating content (know-how, innovations). The opinion of some people who have already tried digital events is that content works, but the rest does not.

Digital events are also well suited for entertainment during breaks. For example, the break can be used for yoga, behind-the-scenes insights or DJ sets.

Hybrid events are particularly suitable for entertainment, networking, live music or awards, for example at award ceremonies, when live music is played or at a B2B networking event. Conversations and emotions can simply be better realized or transported in this way.

At hybrid events, the headline entertainer can be connected virtually. In this way, you benefit from the pull effect and presumably also from the fact that he or she has agreed to attend in the first place. After all, traveling to a physical event involves considerably more effort for him or her.

Which event formats are suitable for hybrid events?

The following events are particularly suitable as hybrid events:

• Business events (product presentations, trade fairs, exhibitions, congresses or sales shows)
• Business events (meetings, congresses, workshops, conferences, company events or general meetings)
• Cultural events (media events such as award ceremonies, art exhibitions, concerts or festivals)
• Political events (speeches, political keynotes, public meetings or assemblies)
• Sports events (tournaments, championships or the Olympics)

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The advantages and disadvantages of hybrid events

Advantages

• Internationality

Guests from all over the world can take part in events.

• Greater reach beyond geographical borders

Costs are minimized and there is the possibility of increasing international reach. Speakers and experts can also be brought in from abroad despite scheduling bottlenecks.

• Place and time become a minor matter

The factors of location and time are removed with a hybrid event. If the live stream is recorded, it can even be viewed around the world in the future. This also opens up a whole new audience.

• Attractiveness for sponsors

Hybrid events are becoming increasingly interesting for sponsors. They are not only visible to the participants on site, but also to the digitally connected audience. A hybrid event is particularly interesting when combined with a social media live stream.

• Interaction via channels

Chats and surveys can be used to respond to opinions and questions during the event. The digital experience and communication of the participants is particularly important for this type of event. Interaction tools with Q&A, chat and survey functions ensure even more engaging events.

• Sustainability

Hybrid events minimize the need for travel. This not only reduces CO₂ emissions, but also saves participants downtime during the trip. Discarded meals on site and the transportation of all furnishings are also avoided.

• Costs

The mere fact that not all participants have to travel to a specific location results in drastic cost savings. You are also flexible in your choice of event location and can adapt it to suit your budget.

• New technological possibilities

The biggest challenge is to create the optimal connection between online and live audiences. You can get help here from various event management software.

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These articles may also interest you:

Sustainable events - what is important?

How to make hybrid corporate events a success

Event Trends 2022: The future of hybrid events

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Disadvantages

• Significantly more complex

The registration processes alone, which have to be brought together, require a lot of know-how. Each participant needs the different access data for the right part of the event.

It is therefore particularly important to have an experienced partner or service provider at your side and to use a suitable virtual event platform to ensure that everything runs smoothly.

• Networking of both participants (online and onsite) requires the right online platform

Some event platforms such as STREAMBOXY have chat functions that allow online and onsite participants to communicate. You can see in the chat who is taking part on site and who is taking part as a virtual participant.

• Sophisticated broadcast image

If you want to provide both groups of participants with an optimal broadcast image, it's not easy. However, good event locations and AV service providers can achieve this without any problems. å

A camera in the far corner of the conference room was perhaps still okay in 2020. Nowadays, however, participants simply expect more. An experienced service provider can help turn the event into an unforgettable experience.

Hybrid events: examples

The Oscars are an example of hybrid events. During the pandemic, one of the events with the widest reach worldwide had to be held as a hybrid event due to coronavirus restrictions.

Passcreator was allowed to carry out the participant management on site with wallet cards. STREAMBOXY also uses this integration for hybrid events.

Conclusion

The hybrid event is a real balancing act between virtual and face-to-face visitors. These experiences need to be harmonized. Content is communicated in different ways at such events.

It must be ensured that the video transmission works perfectly and that the speakers are prepared for it. Ultimately, it should not feel like two different events.

Together with the right tool and the right support, you can achieve the goal of creating an event with two experiences.

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These blog articles may also interest you:

Event Trends 2022: The future of hybrid events

Time zone settings for international events

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