The events industry never stands still. Where everything used to take place physically, we have seen a shift in recent years. A trend. Because digital meetings have become perfectly normal. Even at events. And what do you get when you combine both worlds? Exactly. A hybrid event. We explain what a hybrid event is, what the advantages are and how to organise it successfully.
What is a hybrid event?
You've heard of it with a car: a hybrid variant. One that runs on both fossil fuel and electricity. Two forms, in other words. It is the same with an event. Because a hybrid event is both a physical and online event. In short: audience in the room and audience behind a screen.
But just putting a camera at a physical event does not work. You need to address and involve both target groups. After all, you know yourself how short your attention span is behind a screen. Is a piece less interesting or not quite your thing? Then it's easy to hit the cross. This is why interaction and good technology are essential in a hybrid event.
Benefits of a hybrid event
- Greater reach
Someone ill, too tight a schedule or on the other side of the world? Normally these people would drop out. They don't have to with the hybrid variant: they simply join online. The same goes for your speakers, of course. They too can 'fly in' online if they cannot be physically present. - Interactive
Increasingly, during an event, the physical participants are brought into contact with the online visitors. For example, let the online viewers also ask questions, which the presenter addresses live, for example. A great way to connect both target groups. - Reuse content
At a hybrid event, you also include a lot of content beforehand. After all, you want your online viewers to experience as much as the people attending live. And that content is a goldmine. Perfect to use on different channels. - Sustainable
Yes, you need data to stream everything ... but at the same time you have fewer emissions because people can watch from their homes. And that saves a lot of fuel from cars, trains and planes. - Easier
There are always certain themes or topics that people find less relevant. Sometimes it means that someone does not want to attend the event as a result. And that's a shame! By making the event hybrid, those people can still attend the event and skip the topics they find less relevant. - More data
Data at a physical event is sometimes difficult to collect. Online it is easier. Moreover, you can get extra data this way. Think of viewing time, interactions, downloads or answers to polls. Ideal insights to help you organise the next event even better.
What do you need for a hybrid event?
As we pointed out earlier: a camera alone won't get you there. A good hybrid event needs more. For example, good technology, content and experience. These are (if you ask us) the most important components:
- A good venue
This is of course a case of 'us from the toilet duck'... But: the message is no less important. Because the event location must of course be suitable for live audience as well as cameras and technology. The acoustics have to be right and the lighting has to be right. And what about the right technical facilities? Or the internet connection at all to stream the event? - Professional technology
Nothing is as annoying as a faltering connection, a microphone that doesn't work or a blurry camera. If you opt for a hybrid version of your event, then you need a professional approach to technology. At Jaarbeurs we can help you with that, we will gladly put you in touch with the right parties. - Interaction
As we mentioned earlier, the red cross at the top of the screen is quickly printed. Therefore, make sure you engage your online viewers at the event. Ask them questions, use polls, chats, online break-rooms. There are several ways to actively engage online visitors in the physical version. Use them! - Directions. Directing.
Make sure you hire a good director to help you with this. Who is in the picture when, what do you show during the breaks, how do you switch between live and online? When do you switch cameras? Numerous questions that are extremely important for the online viewer's experience. Think like a film or television maker! - Consider the online viewer
If you create a hybrid, you tend to organise it for the visitor. Above all, don't forget the online viewer. Instruct your speakers, for example, that they also look into the camera from time to time and not just talk to the audience. Or don't use PowerPoints that are poorly readable. Think of good visuals and a story that rings true. Also for the screen.
Also organising a hybrid event?
We can imagine that it's not every day you organise a hybrid event. We do. Or well ... at least regularly. After all, at Jaarbeurs we have more than 100 years of experience in organising and hosting all kinds of events. And in recent years, an online focus has been added. We use that experience to make other events even more successful. Need help organising a hybrid event? Want to spar or see what we can do for you? Contact us, we are ready to help!
