Building out a hybrid event agenda or program requires time and planning. Depending on whether the event is for internal organizational purposes or more public facing, there are different resources that need to be thought of with respect to promotion, registration, etc. First off though, you need to know when to choose a hybrid versus virtual event or when to go with the traditional onsite (albeit smaller than usual) approach.
Hybrid events are a great way to go when there are event elements that can be effectively held in-person as well as virtually. Some examples include conferences, trade shows, larger (even international) town hall meetings, and anything else where having a virtual component increases the potential audience for the event. The convenience factor of online attendance is very useful for attendees who might want to attend onsite but can’t.
We all lead busy lives and recognizing this in an accommodating way is important when scoping your event. From fluctuating pandemic restrictions that directly impact the number of people that can occupy an event space to venue imposed capacity limits, not everyone is likely to be all together in the same place these days when it comes to industry conferences for example. Apart from health or safety concerns, attendees (or their organizations) may not have the same budget to travel as what they would have had two years ago — so we need to adapt!
What are some different types of hybrid events?
First, let’s look at the difference between internal and external events. An internal event is when an organization needs to bring together employees, departmental stakeholders, leadership, etc. for a meeting, presentation, or Q&A perhaps. For larger organizations, these people are likely spread out across different locations but it still might make sense to have an in-person portion at the headquarters or relevant site and then live stream the meeting to involve everyone else.
Some examples of internal events that can make use of the hybrid approach are:
- Larger team or department meetings
- Sales or product kickoffs
- International town halls
External events on the other hand are ones targeted to customers and prospective clients or users. In this case, marketing and promotion occupy more space in the event plan because you are trying to maximize registration, attendance, and exposure via the event. Transitioning to a hybrid event program can help bring in more attendees due to the convenience factor and decreased cost. Furthermore, holding events this way still allow you to capture that energy in the room and share it with more online viewers, all while minimizing the actual footprint of the event.
Some examples of external events that can make use of the hybrid approach are:
- Trade shows
- Industry or customer conferences
- Product demos
What about fully virtual or in-person events though?
There’s a time and a place for everything… including full virtual or small-scale onsite events! Virtual events have been increasingly popular given the pandemic circumstances of the past year and a half and have allowed businesses and organizations to still host their events that would’ve otherwise been in-person. That said, virtual events are more than an in-person replacement as they provide an alternative option when there’s a smaller budget or if the content is already video friendly and can be shared more effectively through an online medium. If there isn’t a real overarching need for people to attend something in person, then the time and money are better spent elsewhere.
Some popular examples of virtual events are:
- Webinars and webcasts
- Leadership or executive panels
- Virtual meetings
Finally, we have the traditional onsite event type. What was the default event approach just a little while ago now requires more scrutiny. Safety will be the number one priority when it comes to in-person events so smaller audience sizes that allow for social distancing measures will continue to be the norm for a while. Onsite events should be planned for situations where the in-aspect is what is most important. Maybe the content is of the type that won’t translate virtually or maybe the need is one where that social and personal connection is of the most importance.
Some examples of events that you may still want to host in-person are:
- Team building sessions
- Awards ceremonies
- Conferences
The events industry may seem more complex nowadays with all the options out there when it’s actually more flexible. Whether your budget is small or large and the audience is internal or external, there’s an effective event type and delivery to meet your needs. Contact Baldwin Audio/Visual Solutions today to learn about our different event solutions!