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Hybrid event - Our tips & advantages
Hybrid events are on the rise. In this article, we present success factors and challenges and provide tips for planning.
Veertly
Hybrid events are on the rise. In this article, we present success factors and challenges and provide tips for planning.
Hybrid is a term that crops up time and again in many industries, from the automotive industry to the world of work. But what does "hybrid" actually mean? And is it really that important?
In fact, in a recent study, 50% of executives surveyed said they expect all future events to have a virtual dimension. So hybrid events are not a passing fad, but a development that is here to stay.
In this article, we take a closer look at hybrid events, explain what they are, what advantages and disadvantages they offer and, most importantly, what makes them a winning concept.
At its core, hybrid always refers to a mixture of two different things. In the event industry, it refers to the combination of two event formats - a face-to-face event and an online event.
This combination allows participants to choose whether they want to attend in person or virtually via a suitable event platform(opens in new tab). Hybrid events offer a great deal of flexibility, as geographical or other restrictions no longer play a role and visitors from all over the world can take part in the event.
Typically, hybrid events include a range of interactive features such as live chats, Q&A sessions and networking opportunities(opens in new tab). However, engaging all participants is often one of the biggest challenges of hybrid events.
Hybrid events have become increasingly popular during the coronavirus pandemic, but what are the reasons for considering hybrid events even after the pandemic?
As already mentioned, one of the biggest advantages of hybrid event formats is the ability to reach a larger audience. By offering different formats, event organizers not only reach physical participants, but also virtual visitors who can dial in from anywhere in the world. This also enables people with disabilities who would otherwise not be able to attend the event due to mobility issues or geographical barriers to participate in the event. Hybrid events therefore also contribute to inclusivity.
At events such as conferences or team events, the costs for accommodation, meals and travel are often borne by the organizers. The amounts can quickly add up to several thousand euros. With hybrid events, some of these costs are eliminated as fewer participants travel to the event.
Venue costs can also be reduced, as less space is required and only lower room rental costs are incurred. Hybrid events can therefore be more cost-effective than purely physical events.
Hybrid events are more sustainable than face-to-face events. Studies show that between 60-70% of emissions can be saved(opens in new tab) by switching from face-to-face to hybrid events. The biggest factor here is travel, especially for international events where many visitors arrive by plane.
In-person events are also known to use a lot of promotional materials that end up as waste. For a three-day event with 1000 participants, this works out to an average of 3480 kg(opens in new tab) of waste. Organizing a hybrid event can therefore help to significantly reduce the carbon footprint and be more sustainable.
Although hybrid events have many advantages, they also bring with them a number of challenges.
As both physical and virtual participants take part in the event, technical problems can quickly arise. For example, connection problems or disruptions in audio and video quality can occur, leading to interruptions and frustration among participants and affecting the experience.
To keep technical difficulties to a minimum, it is worth checking the infrastructure in detail in advance and creating a back-up plan in case of an emergency.
While face-to-face or online events are only designed for one group, hybrid events have to serve both sides, and that is not easy. The problem starts with taking different time zones into account. If participants from different parts of the world are attending the event, it can be difficult to find a suitable schedule that works for everyone.
In addition, the exchange of information and interaction between visitors is made more difficult. Events need to ensure that discussions, networking, etc. take place on both sides so that all participants are actively involved.
The planning and execution of a hybrid event usually requires more organizational effort than a traditional face-to-face event. Additional technology and equipment must be provided to support the virtual component, and the organization of the event can be more complex as multiple locations and teams may be involved.
In order to organize a successful hybrid event, various elements must be taken into account. First of all, suitable speakers and sponsors must be found, invitations and tickets must be created and, above all, the format must be adapted for participants on site and online. Choosing the right platform(opens in new tab) is a decisive factor for success.
There are a variety of apps and platforms(opens in new tab) with different functionalities, which is why it is important to make the right choice. We have selected our top 3 platforms that are particularly suitable for hybrid events.
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