How to plan a hybrid event

What is a hybrid event? 

The pandemic has changed the landscape of events.

Undoubtedly working in one of the hardest-hit industries, event organisers the world over have been forced to be creative, resilient and reactionary to survive.

One of the most exciting changes to the events landscape was the blossoming of virtual events, bringing digital event content into peoples homes. For a lot of event organisers, this allowed them to sell tickets and be more accessible to a wider audience, as well as to build a real community with their supporters.

Understandably, the benefits of online content are not being ignored. There is a definite shift towards hybrid events, which come with their own set of challenges.

We’ve put together this handy guide to help you plan a successful hybrid event.

What type of hybrid content is right for you? 

When deciding on your hybrid content, you need to think carefully about your audience, and what will work well for them. 

A lecture series or concert might work well live-streamed, or available on-demand, whereas a craft workshop event might work better with some exclusive content sent after in-person attendance, or to supporters who cannot attend in person. 

You may also want to consider cutting down your overheads by moving your traditional networking session to an online community or having an advanced ordering service for food and drinks. 

When you have decided what type of event is right for you, it’s time to make sure you have the correct setup. 

Sell tickets online

Choosing a good ticketing platform like Ticket Tailor can help you to manage your event.

You can easily sell different ticket types based on the different online and in-person offerings you are selling for your event.
Automated messaging can broadcast different access information to different ticket holders, and of course, the in-person event is taken care of, with a built-in check-in app and seating plan options if you need them. 

Stream or host your online content

You’ll need to find somewhere online to host any video content associated with your event. 

Zoom is a great and familiar option for live streaming an exercise class or talk and resending it after the event. 

Another great platform for hosting webinars or pre-recorded content is Livestorm, where you can schedule pre-recorded content to play. For example, you could simultaneously stream and perform a comedy show if you have a global audience. 

Youtube is also a great platform for creators, offering live streaming, as well as private exclusive content. 

Build an online community for your event

To connect with your offline audience during your event, there are loads of great tools. 

Slido allows for real-time audience participation, giving everyone the ability to ask questions during your event. 

Slack channels can also bring together your event community, to help network and get people chatting before or after your event date.  

You might also consider using a fully-fledged hybrid event platform like hopin, to run your event online and offline simultaneously. 

Invest in recording equipment 

Once your platforms are set up, you need to make sure you have the right tools to record and/or stream your online content.

If your event is an annual or one-off event, it might be more cost-effective and environmentally friendly to rent cameras, AV equipment and other tech from somewhere like One World Rental. 

Enjoy your event 

The move towards hybrid events is a great way to reach a wider audience and sell more tickets. 

Whichever ideas you take away, we’re sure they will keep your ticket buyers coming back for more!