Organizing a hybrid event | Guides PLANÉ

Why organize a hybrid event rather than a 100% virtual or face-to-face event?

Organizing a hybrid event, combining both face-to-face and virtual elements, offers incomparable flexibility and scope. Firstly, it allows you to extend your audience beyond geographical boundaries. Participants who would be unable to attend a face-to-face event due to distance, cost or other constraints, can participate virtually. This provides an opportunity to engage a wider, more diverse audience.

Secondly, a hybrid event offers a flexible solution in the face of uncertainty. In the event of new health restrictions, for example, the event can continue online without being cancelled.

Finally, hybrid events combine the advantages of both formats. They retain the human interaction and energy of face-to-face events, while benefiting from the convenience and accessibility of virtual events.

Although their organization can be more complex, hybrid events are a resilient and inclusive solution that meets the changing needs of the public and the challenges of today's world.

Would a hybrid event be a good option for my company or organization?

A hybrid event is a type of event that combines elements of both in-person and virtual events. It's a hybrid solution that offers double visibility for your brand, allowing both in-person and online participants to enjoy the experience. This could be an attractive option for your company, as it extends the reach of your event beyond geographical constraints and offers greater flexibility for participants.

What are the first steps to take when setting up a hybrid event?

The first step in organizing a hybrid event is to clearly define your objectives. What do you want to achieve with this event? What type of relevant content do you want to share? What's the best use of each format? In addition, selecting the right platform for your hybrid formula is essential.

How do you choose a venue for a hybrid event?

Choosing a venue for a hybrid event is a crucial step that requires careful thought. You need to take into account the needs of both physical and online participants to create a harmonious experience.

Facette Présentielle:

1. Space and comfort: It's essential that the chosen space is large enough to accommodate your participants while respecting the rules of social distancing. The comfort of participants is also important: good acoustics, adequate lighting and comfortable seating are essential. For example, a well-appointed auditorium or conference room might be just the thing.
2. Location: The venue should be easily accessible by various means of transport. If participants are coming from far away, consider the proximity of hotels and restaurants.
3. Technology: The venue must be equipped to support the technological needs of your event, such as sound, audiovisual equipment, reliable WiFi, etc.

Virtual Veneer:

1. Virtual event platform: The choice of virtual event platform is just as important as the physical venue. It must be intuitive, compatible with different devices (computers, tablets, smartphones) and enable real-time interaction.
2. Audiovisual production: Make sure you have access to quality production equipment to broadcast the event. You may need a production team to film presentations and broadcast them live, or record them for later broadcast.
3. Virtual workspaces: For workshops or group meetings, make sure your platform can support virtual breakout rooms.

In short, the ideal venue for a hybrid event should offer a harmonious experience for both in-person and online participants, with an emphasis on ease of access, comfort and technology.

How do you manage the technical side and audiovisual suppliers for a hybrid event?

Managing the technical side and audiovisual suppliers of a hybrid event can seem complex, but here are a few key points to remember.

First, clarify your technical requirements: streaming quality, number of cameras, integration of multimedia content, etc. Then, select reliable audiovisual suppliers with experience in hybrid events. Make sure they can meet your requirements, particularly in terms of equipment and technical support.

Organize dress rehearsals to check that everything is running smoothly. On the day of the event, have a technical team on site and online to deal with the unexpected. Don't forget: good communication with your suppliers is crucial.

For stress-free management, think of PLANÉ, your event agency, which will coordinate these technical aspects with mastery.

How do you engage both online and in-person participants at a hybrid event?

Creating engagement at a hybrid event is a captivating challenge, because you need to reach two different, but equally important, audiences. Here are a few tips to help you do just that:

Facette Présentielle:

1. Live interaction: Encourage networking activities, question-and-answer sessions and interactive workshops. For example, organize a brainstorming session in small groups where participants can exchange ideas.
2. Immersive experiences: Offer a unique experience to your in-person participants by offering interactive installations, live demonstrations or team-building activities. For example, a cooking demonstration by a local chef could create a memorable moment.
3. Promotional material: Provide tangible items such as brochures, product samples or goodies to reinforce participants' commitment.

Virtual Veneer:

1. Digital interactivity: Use interactive tools such as polls, live chats, quizzes, games and more. For example, a live quiz on the theme of the event can generate enthusiasm among online participants.
2. On-demand content: Offer online participants the opportunity to review sessions at their own pace. For example, make replays of seminars or workshops available.
3. Virtual community: Create a platform or forum where online participants can discuss, exchange and connect before, during and after the event.

It's important to make the link between these two facets. For example, you could organize a question-and-answer session where online participants can put their questions to an on-site speaker. The perfect hybrid event is one that manages to merge the virtual and face-to-face experience into a single, harmonious experience.

How do you promote a hybrid event?

Although PLANÉ is not involved in marketing operations, promoting a hybrid event can be done through a variety of channels. Social media, e-mail and your website are all excellent ways to get the word out. Be sure to clearly explain the hybrid formula, how to purchase tickets and share details about the event's content.

In conclusion, organizing a hybrid event may require more planning and expertise in different areas of event management, but the benefits are well worth it. It's a great way to maximize the impact of your event and offer an inclusive experience to all your participants.

Trust PLANÉ to provide seamless logistics for your hybrid events

Organizing a hybrid event can seem like a Herculean task, between choosing the venue, coordinating technology, engaging participants and many other aspects.

That's where PLANÉ, your trusted event logistics agency, comes in. With unrivalled experience and a passion for creating memorable events, we're equipped to handle every aspect of your hybrid event.

Let us help you create a unified experience for online and in-person participants, giving you the peace of mind you need to focus on what really matters. Contact PLANÉ today and see how we can turn your vision into reality, without the stress and hassle. With PLANÉ, creating hybrid events is effortless and stress-free.

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