You can have it all Hybrid Events 101

We've gotten used to – and even good at – virtual events since

the Coronavirus took the world by surprise a little over a year ago,

but while most event planners are eager for in-person events

to gradually return in the coming months, we all know these

programs will not be business as usual.

The sensible thing to do, which is already taking shape, is to

synergize the physical and the virtual into a new model of hybrid

events. But pulling off a successful hybrid event is a tricky task,

as it requires catering two different audiences and ensuring all

attendees have a consistent, engaging experience.

This detailed guide provides insights, data, and best

practices to help you unlock the full potential

of hybrid events. In it you will learn:

z What exactly is a hybrid event

z The benefits of hybrid events

z How to plan a successful hybrid event

z Choosing the right technology

Introduction

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In the simplest terms – hybrid events are conferences, summits, trade shows and seminars that use the combination of a live in-person event and virtual space component. They provide organizations with the flexibility to invite attendees to attend their virtual events both personally and online.

So, alongside an onsite gathering, the event will also combine core digital components. i.e., live streaming, on-demand content, and online networking and mingling. Event organizers now have access to innovative technology, and there are endless possibilities of what can be done when combined with classic event featuresand components.

But hybrid events aren’t just events that can be viewed on a cellphone or offer access to resources and information on the web. Neither are they virtual events with a small live audience.

And they’re certainly not two separate events that happen to be organized by the same people around the same topic at the same time. A hybrid event is a single event offering an equally engaging experience, albeit sometimes different,

What is a hybrid event? A hybrid event is not…

y Streaming sessions from your phone y A sharable video on demand (VOD) after the event y Putting your live audience before your y online audience

A hybrid event is…

y A seamless integration of technology to facilitate participation between a live and virtual audience

y An experience that caters to all audiences in a viewer-friendly way

y Putting your live and online audience on the same level

for in-person and virtual attendees. Ideally, they also form a connection between the two types of attendees.

Imagine a business conference, a company all-hands, or even career days featuring a succession of keynotes and smaller group sessions and workshops. Regardless of where the attendee is in the world, they all have a way to make comments, ask questions, exchange ideas, and team up with others.

Exclusive events like runway shows and award ceremonies have been streamed live for years, giving those who didn’t make the list a chance to catch some of the action. With the help of hybrid event platforms, remote participants can enjoy an improved experience uniquely tailored for those watching from home, distinctive to what those in the front row get.

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who wish and still give those who like their social interactions digital various tools to do so. Further, these tools are designed to encourage even the shy to reach out and take part in the discussion. There’s also a solution for those wishing to remain anonymous or ask their questions in private. As proof of their merit, more than 60% of event organizers state that the combination of live and virtual sessions improved their event’s engagement rate. And virtual communication doesn’t just boost engagement rates; it also increases attendees’ satisfaction.

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Increased Reach & AttendanceThe global hotel corporation seized the opportunity to host a hybrid event to the event planning community on the topic of hybrid events. This meta-hybrid event included onsite attendees and several hundred professionals participating remotely. It might not be the biggest hybrid event we’ve seen, but it carried quite an impact as global industry leaders joined in to witness a hybrid event firsthand and be part of the discourse around this upcoming trend.

Higher Engagement with Your AudienceHow many of us shy away from raising our hands and speaking up in front of a crowd? How many friendly persons simply can’t transfer their charm and charisma with just a keyboard? We all have our social barriers and fears, which are not the same from one person to the next. Hybrid events keep the face-to-face option for those

The benefits of hybrid events Physical events are inherently social. They’re also costly, time-consuming for attendants, and very difficult to personalize. Online events are virtually unlimited in scope, possibilities, and the type of experience you can tailor but can feel a little lonely. In other words, either one comes with advantages and disadvantages. Whether something is a benefit or not is also a matter of individual guest preferences, the event’s goal and purpose, and current circumstances.

Merging both event types, hybrid ones offer a way around (almost) all of that. In fact, they offer more opportunities for adding value and increasing your event success.

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HybridEvents Technology

More Powerful Sponsor OpportunitiesA direct outcome of more attendees and more session types is more freedom of choice for sponsors. They could, for example, go for a physical booth, an online one, or both. They can also choose to focus on the sides of the event most relevant to them. And with a lot more data available on attendees, you can also help sponsors center on their target audiences better.

Valuable DataOnline events let in a stream of new data into event organizing and marketing. That’s not to say organizers weren’t using data before them, but suddenly, there was an easy way to track who’s sitting in on what sessions and monitor viewership and engagement. And because online events emphasized engagement, organizers also thought up creative ways to induce interactions and answer some pressing questions through them. Hybrid events keep all these options open and add the option to cross-reference and match physical attendees’ data with online participants and vice-versa.

Improved Return on Investment (ROI)A greater return on investment is purely the result of all of the above. Hybrid events offer greater reach and attendance without spending more on the venue and refreshments, meaning you can scale up at only a fraction of the cost. Better engagement helps drive leads down the marketing funnel. Having valuable data and business insights is worth its weight in gold, and the more sponsors, the bigger the revenue.

Sure, setting up your virtual platform requires an initial investment, but it’s straightforward to reproduce from that point on. While it should come as no surprise, it’s nonetheless staggering that 86% of B2B event organizers saw a positive ROI from their hybrid events, usually around seven months after the event.

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In practical terms, you’ll have to examine every aspect of the event from the eyes of each type of attendees, or you’ll risk ending up with predominantly online or offline participants, and possibly very few of both. This is where the “one event, two experiences” mentality comes into play. You can’t deliver the same journey the same way for both groups.

Here are some ideas for how to cater your content differently for your virtual and in-person attendees:

y Have an onsite representative dedicated to your virtual attendees

y Create separate content for your virtual attendees (ex, virtual sessions, exclusive virtual-only interviews, etc.)

y Offer content on-demand y Use gamification to keep online attendees

entertained and excited throughout the event

The sum total of planning for two different experiences, not to mentions all the mini experiences in between, is more work. That’s especially true right now as long as hybrid events are still new. So, in time, it should get easier. Until then, here are a few things to keep in mind besides your standard event to-do list.

Planning a Successful Hybrid Event

01 | Embrace a New State of MindWe weren’t kidding when we said a hybrid event is more than just an event streamed online. Event planners have to rethink everything they know, let go of traditional assumptions and tread on new and somewhat unfamiliar territory.

02 | Consider Every Attendee JourneyHybrid events are a balancing act. They balance between in-person and virtual attendees, and therefore, they must balance these two experiences.

03 | Connect Your Live and Online AudienceFacilitating interactions between the remote and in-person audiences is the true challenge of hybrid events. It's important to understand and define exactly how you plan to share information and encourage communication and collaboration.

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04 | Create a data-driven planOnce data starts flowing in, usually at registration, you’ll need to start collecting it, or it’s gone forever. This is equally important for the event’s physical and virtual aspects, especially if you’re hoping to interlink the two. Don’t just think of the data you can gather; think what data will help your business and get creative about getting it if needed: gated content, raffle forms, interactive questionnaires, and other surprises are only a few available options. When you have it, analyze it to learn about attendees’ behavior and improve their experience next time.

06 | Remember You’re Building a CommunitySuccessful online events don’t end. They morph into an active community, and a lively knowledge hub that continues to offer updated, relevant content to members long after the formal event is over. In that sense, hybrid events are just the same, so if you’re craving that post-event feeling of relief, you should know that your work is never truly over with hybrid events.

07 | Find the Right PlatformStudies find that 67% of event organizers rightfully rank technology as their top priority when planning an event. Make sure you’ve settled on a hybrid platform that’s reliable and robust, unlock the features suited for your needs, and investigate and test each one before the event.

05 | Own the Marketing FunnelWhen events went online, they turned planners into full-stack digital marketers. Thanks to data they produce, hybrid events, too, allow you to hyper-target, track, analyze and nurture leads. Bake your lead-generating plan as you lay out the initial schedule and make it a priority throughout the process. Begin before the event starts and reconnect afterward.

Solving the dilemma might mean putting a screen onstage to allow remote attendees to take part in a presentation or ask questions; or providing individual tablets to in-person attendees for one-on-one exchanges with digital participants.

When crafting an agenda that caters to all audiences, consider these:

y Easy and effective communication & collaboration y Timely updates y Different engagement and networking opportunities y Clear guidelines for interacting with sponsors y and exhibitors y An easy process for problem resolution

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Choosing the right technologyJust like with a traditional conference, the key to having a great hybrid event is hosting it in the right place, and that means choosing the right technology.

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BrandEvents are about celebrating your brand promise and rallying your audience and hybrid events are no different. Look for a platform that is customizable and offers advanced branding options that allow you to showcase your brand.

InteractivityWhat's an event without some fun? Make sure the platform you select can keep attendees leaning forward with live chat, reactions, polls, quizzes, games, and interactive viewing paths.

PersonalizationJust like on a show floor, you want to encourage your virtual attendees to define the journey that’s best for them. Look for a platform that allows you the flexibility to give your audience what they are looking for - such as building personal agendas, selecting topics of interest, content recommendations, customizable views, etc.

NetworkingHybrid events are all about knowledge sharing and connecting with others, which makes networking the beating heart of the virtual experience. Make sure you choose the platform that offers the best networking experience for your attendees, speakers, sponsors and event moderators and organizers.

Sponsor Love

Data and Analytics

Your sponsors are important as ever. Be sure the platform you choose allows you to offer your sponsors and VIPs the special attention they deserve such as a range of options to generate quality leads, a dedicated space to connect with visitors, and unique analytics and insights for effective follow-ups.

There is so much more data to be found in a virtual event than a physical one. Look for a platform that gives you full visibility into your audience before, during, and after the event.

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About Kaltura Ready to get started?

You have a plan. You got inspired. Do you have a platform?

If you are looking for a platform that can support an amazing

and tailored and interactive experience that can fit any size,

learn more about virtual events of culture.

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Kaltura’s mission is to power any video experience for any organization. Our Video Experience Cloud offers live, real-time, and on-demand video products for enterprises of all industries, as well as specialized industry solutions, currently for educational institutions and for media and telecom companies. Underlying our products and solutions is a broad set of Media Services that are also used by other cloud platforms and companies to power video experiences and workflows for their own products. Kaltura’s Video Experience Cloud is used by leading brands reaching millions of users, at home, at school and at work, for communication, collaboration, training, marketing, sales, customer care, teaching, learning, and entertainment experiences.