There can be no doubt that online and hybrid event production models have transformed international event and conference production over recent years, emerging as a powerful option for administrators tasked with bringing companies and organisations together.
But how can you be sure of engaging both in-person and virtual attendees at the same time?
Experience has taught us it requires strategic planning and an innovative approach. So to get your creative juices flowing, here are seven effective ways we’ve helped global event organisers create inclusive events that bring their in-person attendees and online audience together:
Leverage Interactive Technology
Incorporating live polls, Q&A sessions and real-time surveys within your hybrid event production have been proven to bridge the gap between virtual and in-person attendees. These tools not only foster interaction but also provide valuable insights into attendee preferences and experience. There are any number of platforms that can be used to integrate such features and we’ll be happy to advise you on the best.
Create a Seamless Digital Experience
Ensuring a seamless digital experience for virtual attendees is essential to keep them feeling involved, rather than merely spectators. This requires investing in high-quality streaming services and ensuring that your digital interface is user-friendly. Virtual attendees should feel as connected and engaged as those on-site, with access to the same content, networking opportunities and interactive sessions. Again, here at BeThere Global, we can guide you on the most suitable approach to achieve your event goals.
Utilise Social Media for Engagement
Social media is a powerful tool when it comes to engaging your attendees. Social media is the original virtual platform, grounded in connecting users wherever they are located. So encourage your participants to share their experiences and insights on platforms like X (Twitter), LinkedIn and Instagram using event-specific hashtags. This not only increases engagement but also enhances your event’s visibility and brand awareness.
Facilitate Networking Opportunities
Hybrid events benefit greatly from networking opportunities tailored to both audiences. Virtual networking lounges, breakout rooms and scheduled meet-and-greets can help virtual attendees connect with in-person participants. Tools like Google Meets, Zoom and Microsoft Teams can facilitate these interactions, while creating a cohesive networking environment.
Incorporate Gamification
We’ve touched on the value of gamification in hybrid conference production in earlier blogs, primarily because it is such an effective strategy to engage attendees. Introducing elements such as leaderboards, challenges and rewards can motivate participation from both virtual and physical attendees. This approach has been shown to not only enhance engagement but also make the event more memorable – another box ticked.
Provide Exclusive Content
Providing exclusive content for both virtual and in-person attendees can significantly enhance engagement. Offering behind-the-scenes tours, exclusive interviews and additional online workshops can make attendees feel valued and more involved in the event. This content can be tailored to suit a variety of formats, ensuring that all your attendees have a unique and enriching experience.
Use a Dynamic Host
Hiring a dynamic, experienced host or moderator who understands the need to engage both in-person and online attendees is critical. A skilled host can seamlessly interact with the audience, acknowledge virtual participants and ensure that everyone feels included. In our experience, this personal touch can make a significant difference in how involved attendees feel throughout the event.
Challenges and Benefits of Hybrid Events
Producing hybrid events does, of course, come with its own unique challenges. Technical difficulties, such as connectivity issues and platform malfunctions, can disrupt the experience for virtual attendees. Additionally, ensuring that both audiences receive equal attention and engagement can be hugely demanding for organisers.
However, the benefits of hybrid event productions are substantial. They offer greater accessibility, allowing people from different geographical locations to participate without the need for travel. This inclusivity can lead to a larger and more diverse audience, enhancing the event’s impact and reach.
As we’ve discussed in the past, hybrid events are cost-effective and environmentally friendly, reducing the need for extensive travel and physical infrastructure. They also provide valuable data analytics, offering insights into attendee behaviour and preferences, which can be used to improve future events.
In summary, engaging both in-person and virtual attendees simultaneously requires a subtle blend of technology, creativity and strategic planning, which must be tailored to your organisation and audience. In our experience, it requires a deep understanding of your goals, existing culture and the requirements of your audience.
By leveraging interactive tools, creating seamless digital experiences, utilising social media, providing networking opportunities, incorporating gamification, offering exclusive content, and involving dynamic hosts, event organisers can go a long way to ensuring a successful hybrid conference production.
With our wealth of experience in organising global events, here at BeThere Global we are fully equipped to help you create unforgettable hybrid events. Our expertise in global event production ensures seamless and engaging experiences for all your attendees.
Contact us today to discuss your next event and discover how we can help make it an unforgettable experience for every attendee, wherever they are.
