Everything you need to know about a hybrid event

Everything you need to know about a hybrid event

More and more events are being held as hybrid events these days. But are they the new normal now? After all, in this way, companies can not only reach local participants, but also reach a wider, international audience. So what exactly is behind the hybrid event concept? And how do you use this format correctly? This article gives a definition of a hybrid event and highlights various formats and successful examples. He also discusses the advantages and disadvantages of this event format in more detail and how a hybrid event can be a real success.

What is a hybrid event?

In the event industry, a hybrid event is an event that takes place both locally and virtually. It is therefore a mix of a physical face-to-face event and an online event. While the number of tickets for the in-person event is limited, interested parties can also decide to buy online tickets to attend the event via live streams. All you need is a stable Internet connection. This enables people from all over the world to participate in an event regardless of their location. However, online participants are not just spectators, as is often the case with purely digital events. Rather, they are an integral part of the on-site event and are actively involved in the live event through live chats, Q&A rounds, games and virtual meeting rooms. In this way, all participants enjoy the same content and participation opportunities. In addition, lectures and other content are often made available digitally for a certain period of time following the event. This seamless combination of online and offline elements offers exceptional flexibility and significantly expands the reach of such events.

Where are hybrid events possible?

There are various event formats that companies can carry out as hybrid events. As more and more companies recognize the added value of such events, there will also be more and more creative concepts for hybrid events in the future. Here are a few examples of possible hybrid event formats:

• Congresses, conferences and meetings
• meetings and workshops
• cultural events
• Fairs and Exhibitions
• Works Council and Supervisory Board meetings
• general meetings
• press conferences
• Product presentations and sales kick-offs
• concerts and festivals
• sports events
• panel discussions

These formats are ideal event programs to offer all participants a perfect experience both locally and online.

Examples of hybrid events

There are already a number of successfully held hybrid events. In the following, we have compiled three examples from various areas:

Assistants' World 2022 Conference & Expo

The conference, which has existed since 2002, was held hybrid for the first time in 2022 with the help of talque. As Germany's only trade fair with a congress for assistants, the event has long since established itself as a mandatory event in the industry that no office professional passes by. 250 people were on site and 200 people took part via digital stream. Creative formats such as the “Running Reporter” have brought online and offline visitors together, while online and offline meeting functions and interactive social walls have encouraged the sharing of images, videos and comments.

Hinterland of Things Conference 2022

The Hinterland of Things is a prestigious technology conference in Germany dedicated to driving technological development and innovation in German SMEs. Every year, over 1300 participants come to Bielefeld to network, share knowledge and promote innovation. In 2022, digital tools were introduced for the first time to help participants find their way around the conference, establish contacts and support local engagement. The focus was on promoting significant connections between participants, sponsors and exhibitors, with personal interactions being decisive for the success of the event.

Swiss Conference on Data Science

SDS is about promoting research and the exchange of ideas and knowledge in the field of data science. Since quality is paramount for SDS, we developed an online voting system that allowed participants to rate the speakers and presentations and thus provide direct feedback. In addition, the presentations were streamed via the TALQUE platform and made available on-demand following the event. Key features of the event platform also included a customizable agenda, chat features and the “Best Matches” page, making it easier to network and get to know each other on site.

When is it worthwhile to host a hybrid event?

Hosting a hybrid event can be useful in various situations, depending on the goals of the event and the needs of the participants. While virtual events are absolutely sufficient in some cases, personal meetings are often invaluable.

Benefits of hybrid events

Overall, hybrid events offer the best of two worlds and therefore a wide range of benefits. This includes, for example, the potential for a larger audience, lower overall costs or even greater sustainability.

Wider reach and higher numbers of participants

Not everyone has the time to attend a local event or the financial resources to cover travel expenses and sometimes high ticket fees for the face-to-face event. There are also often restrictions on participants, so that not everyone can attend at all. However, thanks to laptops, tablets and smartphones, participants can be present virtually from anywhere and choose the lectures or content of the live events that are most relevant to them. This removes the hurdles for many people not to participate in an event. As a result, a hybrid event can achieve greater reach and attract significantly more potential participants.

Lower event costs

When companies opt for hybrid events instead of pure on-site events, they often have lower costs. After all, there will only be a small number of participants on site, meaning smaller spaces will be sufficient and less catering will have to be provided. Although the additional costs for the virtual part should not be forgotten, these are usually lower than if the event were held exclusively as a live event.

Lively event character and strong interaction

The mix of online and offline events can result in an event with an event character for all participants. While at purely digital events you can only follow the speakers and presenters via streaming, this is also possible in person with a hybrid event. In addition, there are numerous opportunities for interaction between online and offline audiences, which enable active involvement and lively exchange.

Reusable recordings

As a rule, online broadcasts are stored in parallel at hybrid events. As a result, all participants can watch the sessions held again days or weeks later or especially those lectures they missed on the day of the event. For the organizing companies, the recordings provide another advantage: They can use this material to digitally promote future events and thus reach more participants.

Additional data for marketing

Another advantage of a hybrid event is that due to the digital part, more data can be collected, evaluated and used for marketing purposes. This is not quite as easy with purely physical events. Depending on the event platform and tools used, companies can find out who the ideal target group is, which topics were particularly interesting, where the interactions were best and what participants want to see more about next time. All of these points can be incorporated into the planning, optimization and promotion of the next event.

sustainability

For the environment and in terms of sustainability, hybrid events are a good alternative to purely face-to-face events. Since significantly fewer people travel, a lot of fuel, CO₂ and waste of all kinds is saved. The smaller CO₂ footprint makes the entire event much more environmentally friendly, which in turn can have a positive effect on the company. Although increased electricity costs for technology and streaming must be taken into account, this is usually more than compensated for by the saved resources.

More international speakers

In contrast to analog events, hybrid events give companies significantly better chances of attracting international experts and speakers from all over the world to attend. In fact, they have become accustomed to no longer necessarily having to travel for their lectures. Since travel restrictions and travel to the venue, sometimes lasting several days, are eliminated in this case, the search for a presentation slot that matches the speakers' schedule becomes easier. In addition, guests connected via video are no longer uncommon for event participants.

Better sponsorship opportunities

Sponsors also benefit from the hybrid event format. You now have the opportunity to be present at two groups at once. You get more advertising space and marketing opportunities, which increases the advertising value and makes the event more attractive. Especially in the digital space and when it comes to content available on demand, they are much freer when it comes to advertising options. At the same time, sponsors can only be represented digitally or only in analog form if their budget is not sufficient for both. As a result, companies can attract more sponsorship funds overall and thus partially or completely cover the costs of the virtual part.

More revenue due to higher local ticket prices

Since tickets for the face-to-face event are limited for hybrid events, they can be sold at higher prices. Since demand here is usually greater than supply, participants who absolutely want to be there are willing to dig deeper into their pockets. In contrast, online tickets can be sold at regular prices.

Fewer restrictions and better planning security

Face-to-face events are often a bit limited due to the number of participants and the venue. At the same time, it may happen that a physical event cannot be carried out as expected. With hybrid events, on the other hand, you are on the safe side. You select your preferred location based on your preferences, put the appropriate number of offline tickets for sale and can reach a large number of people via streaming. And should an on-site event be cancelled spontaneously, it can be carried out completely virtually if necessary.

Disadvantages of hybrid events

Even though organising hybrid events offers many advantages, the disadvantages must not be ignored. For the event to be a complete success, appropriate solutions must be found. Hybrid events have these disadvantages:

Higher investment costs

It is true that a hybrid event can save certain costs due to fewer attendees. On the other hand, hybrid events require certain investments in technical means and equipment to ensure good streaming and sound quality. There is also spending on a digital event platform for interaction. Quality is the key word here, because in the event of technical errors, the bounce rate of virtual viewers will skyrocket.

Additional staff

Another disadvantage is that more staff must be planned for hybrid events. After all, participants should receive optimal support both on site and in front of the screens. Personnel for the digital part in particular must be trained in live communication and in technical system issues so that online viewers can quickly get help with technical problems.

Increased complexity in networking

While networking only takes place in person at analog events, visitors must also be involved on the screen in hybrid events. Creative networking concepts are needed to ensure lively exchange, especially when digital viewers are there with a time delay or can only communicate with each other via chat.

Find the right event location

It is not always easy to find an event location that meets all requirements. Even if the selection is larger because there are fewer people on site for hybrid events. Another important point is the bandwidth, which must be available to the appropriate extent to enable good broadcast quality and sufficient video calls. Not all locations have met these requirements so far. In addition, there is always the risk that a location that is too large has been chosen because more visitors decide not to participate on site than expected.

Experiences, experiences and emotions

With hybrid events, the experiences, and emotions of the live event must also be transported digitally. This is no easy task, as a virtual exchange cannot be compared with small talk at a buffet and what is happening on site cannot simply be transferred to the Internet. The concept must be virtually compatible and offer enough space for networking, experience and interactions. This is the only way that all sides feel actively involved. At the same time, the time difference and the possible fatigue of online participants must be taken into account when planning. The content should therefore be short, varied and of high quality.

Additional challenges of hybrid events

When implementing hybrid events, organizers generally face two major challenges: planning two events in one and providing the right content. On the one hand, it requires a balancing act between offline and online events to ensure that the event does not look like two separate events. While purely face-to-face or online events focus on a single event, hybrid events must ensure meaningful overlap and interaction between face-to-face and online participants. This increases the level of difficulty. From registration and integration of sponsors to content and gamification, all aspects must also be accessible both locally and virtually so as not to exclude either of the two groups. Otherwise, there is a risk of not providing a consistent event experience and disappointing one of the groups. On the other hand, the content and concepts must be interesting enough to appeal not only to on-site participants but also to digital participants. It is important to note that the content must be taught differently for both groups. Presenters and speakers should therefore ensure that their content reaches both groups. If this is not guaranteed, virtual viewers could lose interest and switch off proverbially. Live chats, voting, or Q&A sessions can help prevent this.

How to make a hybrid event a success

A successful hybrid event offers added value to both online and face-to-face audiences and addresses both groups according to their needs. A decisive step is the creation of individual content that is relevant both for local participants and for online viewers. This can mean that specific presentations or content are optimized specifically for online audiences to maximize their interaction and engagement, and they don't have to participate in program items that are only designed for face-to-face attendees. yAt the same time, organizers must focus on creating an experience that delights, inspires, and keeps attendees away from other distractions. This also includes building a strong sense of belonging that unites all participants. Moderation in particular plays a significant role in actively and regularly involving the online audience in what is happening. A varied program and concise presentations should also be mentioned in this context. Small workshop rooms and breakout sessions can also help all guests get actively involved. In addition, all content should be available on demand. This allows virtual participants to continue the event at a more appropriate time and make up for missed lectures or sessions. Such access not only creates more flexible participation, but also increases the overall reach and value of the event. Supporting and involving sponsors is another key aspect for the success of a hybrid event. Sponsors can not only offer financial support, but can also be involved in the event in an entertaining way and be given a stage to present themselves to a wide audience. This can be done through targeted promotions during the event or the integration of sponsorship content into the program. Another important aspect is mastering data analysis. By collecting and evaluating data, companies can gain valuable insights to continuously optimize the event and meet the needs of participants. This includes adapting the virtual platform to the event cycle to ensure seamless integration and a smooth experience for visitors.

Checklist and tips for organizing a hybrid event:

• Define the event framework and choose a suitable venue
• Define the goal of the event and corresponding KPIs
• Plan content and tailor programs to the attention spans and time zones of virtual participants
• Plan the entire event setup and organize suitable technology for the event
• Ensuring a fast Internet connection
• Set up the digital event portal
• Observe data protection regulations (call in data protection experts if necessary)
• Promote the event via analog and digital channels
• Install technology correctly (stage lighting, background noise, etc.) and put it through its paces
• Send agenda to employees, speakers, moderators and sponsors
• Introduce staff and all participants to the event platform
• Let speakers and presenters rehearse in advance together with the technology
• Carry out the event
• Make content available in the long term
• Gather feedback and evaluate results

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CONCLUSION

Hybrid events offer companies the opportunity to reach out to both local and global participants and create a seamless experience. Even when only small spaces or a tight budget are available. Despite some challenges such as increased investment costs and the complexity of networking, hybrid events offer numerous advantages such as greater reach, lower event costs and extensive data for marketing. By integrating online and offline elements, companies can address a wider audience, make their events more sustainable and at the same time retain the event character. With careful planning, a creative concept and the right content, hybrid events can be a success for everyone involved. In the future, more and more companies will certainly recognize the opportunities of a combination of virtual and live events and implement their event in a hybrid format. At the same time, the boundaries will become more and more blurred and unique experiences and experiences will be possible.

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