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While for some organizations and companies, the past year was quite challenging, others thought of the economic ups and downs as a lesson to learn from. They chose to innovate and explore areas that they were previously unaware of. Virtual and hybrid event considerations were a major part of this progress.
Online conferencing, for one, turned out to be a great alternative to physical conferences. While online conferencing is here to stay, thanks to their many benefits such as global networking, we understand that in-person events also hold great importance to many organizers and audiences like yourself.
For this reason, when organizers who had experienced online conferencing as well as physical conferencing were asked about the type of event they would like to host in 2023, a large majority was bent towards the idea of a combination of both – a physical as well as an online event – namely, a hybrid event.
A hybrid event is a mix of a virtual and physical event. It allows physical as well as online audiences to participate in the same experience at the same time, from different locations.
According to popular belief, nothing beats the power of a physical encounter. However, one thing is for sure – a hybrid event does not reduce physical participation, but simply boosts it by opening an online wing to their physical event for those who cannot attend it in-person.
So, if you’re planning on adding an online conferencing spin to your events in 2023, here are five hybrid event considerations for your upcoming event.
Physical and online events each have their own requirements, with different checklists to follow. Hybrid events, similarly, require their own checklists as well. For example, when you are hosting a hybrid event you need to ensure that your venue can handle the technical requirements of your event. Therefore, it is not so much about its capacity as it is about its capabilities.
It’s difficult to retain audience attention amid online conferencing, so it is important to plan your sessions wisely. Having clear objectives allows you to streamline the messages that are key and shorten the sessions to maintain the engagement of your virtual attendees.
Your goal is most certainly to allow attendees to connect and engage as much as possible. How do you ensure that? Having a dedicated moderator can direct sessions, encourage social media sharing to promote the event, and encourage participation throughout the event. Make sure your online and physical audiences can also interact with each other on various platforms.
As explained above, it is easier to lose the attention of remote audiences at a hybrid event, as compared to a physical audience, even though they should be equally invested in your event. Make sure you offer quality content on-demand, especially to fill up the spaces between actual breaks during your event. The shorter the sessions are, the crispier the content is, and the more engaging your speakers are, greater are your chances for a successful event.
One other opportunity for you to engage with a global audience is with the help of KUDO. This vFairs integration offers on-site translators for you to conduct your sessions in your local language, and have them presented to remote audiences in theirs, in real time.
If you say you’re all set, we believe you. But we’d recommend that you always do a test run prior to your event. You should especially test the online conferencing parts of your event. Make sure you have all the equipment that you need for live streaming and webinar broadcasting. Test your mics, lights, speakers, and anything that is absolutely essential to prevent both your audiences from facing any technical issues. Mishaps happen, but precautions and backups save the day.
The success of your hybrid event crucially depends upon your technology partner. This is because the virtual aspect of it is vital and can define the entire experience for your attendees.
If you’d like to learn how you can host a successful hybrid event, you can request for a detailed demo that vFairs offers. This will help you take a look at the platform capabilities and make an informed decision. In addition, you can contact customer support and get all your hybrid event considerations answered.
Virtual events such as trade shows, education fairs and more, encountered an exponential rise since 2020. Therefore, it’s safe to say that hybrid events are the next big thing. According to report by Bizzabo, an astounding 97% of event marketers believe they will see more hybrid events in coming years. So, you should be prepared to host a few of your own!
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