What Are Hybrid Events?

While in-person events will continue to play a significant role, the future of events is undoubtedly influenced by the rise of hybrid events. Hybrid events are those that combine digital and in-person elements to accommodate in-person and virtual guests. If you want to learn more about hybrid events and how you can organize them more effectively, make sure to read this post till the end.

What Are Hybrid Events?

A hybrid event is a modern type of event that combines in-person and digital elements. Typically, it utilizes interactive tools and is customized to cater to the participant’s needs and preferences.

The Difference Between Hybrid and Virtual Events

Although hybrid and virtual events are both known for utilizing technology and digital tools, these two event formats have noteworthy differences. Below, we list and discuss their differences one by one. 

Venue

Fundamentally, virtual events are conducted entirely online. That means that participants attend the event remotely from anywhere. On the other hand, hybrid events are executed virtually and in person. Each participant in the event is given a chance to choose whether to attend physically at a designated venue or virtually at the event server or page. 

Activities 

In virtual events, activities are limited and participants use digital interactive tools to engage in the discussion or make the event more interesting. Contrastingly, hybrid events both have virtual and in-person activities, allowing organizers to be more creative in planning.  

Networking Possibilities

While virtual events are convenient and effective in online networking, hybrid events provide more networking possibilities as it allows attendees to interact with each other both in person and virtually. 

Requirements 

Virtual events require participants to have a reliable internet connection and device. Event organizers also need to find an online platform that will allow participants to engage easily and effectively. When it comes to hybrid events, the requirements go beyond the internet, device, and online communication platform. Those who attend the in-person part of the hybrid event often need to wear attire that align with the event’s theme and interact with fellow guests.

The Benefits of Hybrid Events

With the perceived benefits of hybrid events, we can expect more companies to adopt this event format in 2023 and in the coming years. Below we go into greater detail on the major benefits of hybrid events.

1. Flexibility and Convenience

Hybrid events are flexible and can be customized depending on the company’s, organizer’s, or participant's needs. Guests are also provided with in-person or virtual attendance options. On the other hand, guests who missed the event may ask for a recording.

2. Increased Attendance

Attending hybrid events is easier for the participants as they have different attendance options. Online events also make it easier to invite more people through virtual invitations. Furthermore, there is no limit to the number of online participants, allowing organizers to accommodate more people in the event. 

3. Accurate Data and Insights

With hybrid events, you can identify a more accurate number of participants, and how they engaged or when they exited the event. Additionally, there are less in-person attendees, allowing organizers to collect data more effectively and reduce errors. 

4. Higher Financial Gains 

With more attendees, hybrid events provide organizers opportunity to achieve higher financial gains. There is also reduced risk associated with hybrid events as organizers can easily scale the event up or down whenever they have to. 

5. More Sponsorship Opportunities 

Along with the increasing popularity of hybrid events is the interest of more sponsors to invest in this event format. In addition to its popularity, sponsors are also attracted to the high number of attendees and engagements in hybrid events. This gives hybrid events more exposure and chances to reach their target audience as well as increase brand awareness,  

6. Reduced Environmental Impact

Having events on virtual platforms can reduce the carbon footprint of attendees. In addition, it reduces the waste generated by having too many participants at the venue.

7. Cost Effectiveness

Hybrid events are known to be a cost-effective alternative to live events. Having fewer guests at the in-person portion of the hybrid event allows organizers to choose a smaller venue and reduce spending on food or souvenirs.

Challenges of Hybrid Events

Just like other event formats, there are also challenges in organizing hybrid events. Below we name the major difficulties of managing hybrid events today. 

Connecting In-Person and Virtual Audiences

 A 2022 research study reveals that 71.1% of event organizers say that connecting the in-person and virtual audience is their biggest challenge. Despite having a reliable communication platform where in-person and virtual audiences can communicate, virtual interactions are oftentimes less dynamic and less engaging than in-person.

Planning Two Programs and Activities for One Event 

Managing one event that happens in two extremely different places requires organizers to plan more programs and activities. Additionally, they need to conduct research to know which activities are ideal for both in-person and virtual participants. They have to ensure that both attendee types can feel included in the event. This doesn’t just take a lot of effort but also time. 

Choosing a Venue

When choosing a venue for hybrid events, organizers need to consider the parts of the venue where they can set up cameras, lights, and other equipment necessary. This is necessary to give virtual guests an immersive experience. Additionally, they should choose a venue with a reliable internet connection to avoid connectivity problems. 

How Do Hybrid Events Work?

Hybrid events are simpler than you think. During the event, guests who choose to attend in person need to travel to the designated venue while those who opt to virtually attend have to access the event server or page. Guests in the physical venue can interact with other guests through direct conversations. They may also visit the booths and join in the activities prepared for them. On the other hand, those who are joining the event remotely can send live comments to participate in the in-person discussions during the live stream sessions. They can also participate in interactive workshops or visit virtual exhibitor booths. 

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After the event, both in-person and virtual participants may receive post-event surveys to assess the event’s success. 

Are Hybrid Events the Future of Events? 

As technology continues to advance and virtual connectivity becomes more prevalent, the demand for hybrid events is on the rise. Hence, it is safe to say that hybrid events are here to stay. In a stats report released by meeting spotlight based on the recent research of etc. venues, it was noted that 73% of event planners currently think that hybrid events will continue to be more common in the future. On the other hand, the participants who thought that hybrid events are just a temporary trend decreased by 6% compared to a prior survey.

Are You Ready to Organize Hybrid Events?

Organizing hybrid events pose more difficulties than conventional events. Are you ready to take on the challenge of organizing hybrid events? If your answer is no, then StaffConnect can help you out! From scheduling to paying employees, StaffConnect has your back. Here are more ways in which StaffConnect can help in planning your hybrid events. 

1. Advanced communication tools allow event managers to send real-time updates, announcements, and other information to their partners, suppliers, and guests. 
2. GPS Check-In and Out to track staff attendance and movement anywhere they are in the event 
3. Automatic reminders and notifications for effortless relay of information
4. Customizable platform for consistent branding and strong brand recognition
5. Data collection tools for the convenient gathering of post-event insights. 

Want to know more about the practical features and benefits of StaffConnect for your hybrid events? Book your free demo today and experience how StaffConnect can make event management easier and more effective.