Top Ideas on Building the Best Hybrid Conferences

There are few things more satisfying than leaving a perfectly organized event behind. 

Post-event factors, such as the compliments of participants, the collaborations arising from networks established during the event, and the event’s impact on the future, turn successful hybrid events into unforgettable experiences.

However, it can be quite tricky to organize a flawless event. To perfect newly emerging organizations like hybrid conferences, it can be lifesaving to take a look at inspiring ideas.

Here we share some valuable tips on how to build hybrid conferences to help you get into the limitless world of hybrid events. But first, let’s define what the concept of a hybrid conference is.

What Is a Hybrid Conference?

Hybrid conferences are types of conferences designed to combine the unique features of physical and virtual conferences.

Participants of a physical conference do not have to be bound by virtual limitations. They can interact directly with people, the venue, and other elements of the event area. The ability to communicate directly face-to-face, which is an advantage of physical conferences, is a preferred factor for networking by many participants.

When we flip the coin, we see the flexibility that online events offer. Virtual events are life-saving for participants who have travel restrictions, health problems, or do not have time to show up physically but still want to be a part of the event.

What happens if we combine the advantages of these two event types? The result is hybrid conferences, an extremely flexible and highly efficient type of event. So, what should you do to design a flawless hybrid event? You can find out by taking a look at the ideas we’ve put together for you.

7 Ideas for Building the Perfect Hybrid Conference

We mentioned that hybrid meetings are advantageous for attendees, but let’s admit that for the event planner, combining two separate paths into a single highway is not an easy task. Managing the physical and virtual worlds together requires mastery and proper planning. If you are ready to overcome these challenges, let’s move on to our event organization ideas.

Plan Your Event Strategy and Safety Precautions

An event must first be arranged in the mind of the planner. Do not leave the planning of any important factor to the day of the event! Do all of the strategic planning in advance, such as the guest capacity, needs of the physical and virtual participants, number of staff required, and so on.

Event marketing strategies should not be underestimated in the planning phase either. Promoting your event allows you to reach a much wider and solid audience. Reaching a large audience provides a significant reputation. Thanks to this reputation, you can convince more important speakers and sponsors to increase their investment in your event.

While creating an event strategy, you should definitely plan the security measures you will take in advance, down to the smallest detail. Because a plan made without prioritizing security will run the risk of falling apart even when faced with minor problems. 

And also, participants will be much more eager to attend an event where all security measures are taken. Ensuring the health and safety of physical attendees and taking cybersecurity measures for virtual attendees in advance will increase the value of your event.


Always Include Online Participants

Plan the entire event from the promotion to the end, taking both types of attendees into account. Always be careful when transferring the content you offer to the virtual environment. 

A speech that the front seat participant is watching with applause can turn into a waste of time for a virtual participant due to a camera or microphone that is placed too far away. To solve these kinds of problems, correctly position the audio and video equipment you use. Thus, remote participants can follow the speeches with maximum efficiency. 

The atmosphere of virtual attendees is not the same as physical attendees. Therefore, their attention span will be lower. Here are the solutions to shape the event according to the attention span of the virtual participants:

  • Determine the duration of your sessions accordingly and take breaks. This way, you give participants the time they need to refresh their minds. 
  • A presenter who only speaks to virtual participants can summarize what is happening in the event area and provide additional information. Thus, you can ensure the engagement of virtual participants.

You can create exclusive activities either for physical or virtual participants. But make sure it doesn’t extend the overall event schedule. If physical and virtual attendees feel that they are experiencing the same unique experience with different channels, you are successful.

Find a Venue that Suits the Needs of Your Participants

Choose an event space that your physical and virtual participants can take full advantage of. Physical participants will have vital needs. Make sure it has:

  • Restrooms and areas to eat and drink
  • Participant safety tools, such as masks and disinfectants
  • A wide enough space for your guests to move freely with as little contact as possible

In addition, make sure you provide technology needed to deliver conversations and images to virtual participants for virtual guests. 

But don’t just focus on meeting basic needs. You can arrange small physical meeting spaces to strengthen networking opportunities just like virtual breakout rooms. Stations where participants can charge their devices such as phones and tablets, and mini-game opportunities, will provide extra satisfaction.

Keep Your Technology Infrastructure Up to Date

It isn’t easy to transfer a physical experience to a virtual medium. If your technological infrastructure is not current, you may not be able to overcome these difficulties. A hybrid meeting is a nightmare when it has to say goodbye to its virtual guests due to a technical malfunction in the tenth minute.

To deliver your event to your virtual attendees perfectly, work with technology experts. Ensure your live streaming service is of good quality to handle all attendees. Have enough cameras and microphones available. Take all cyber security measures and always make backup plans in case something goes wrong.


Bring Virtual and Real Attendees Together

You want to create a shared experience. But how can you bring the virtual and real worlds together? There are many ways to achieve this. You can make the relationship between your attendees interactive with activities, such as live chats, digital polls, joint games and Q&A sessions, where virtual and real attendees can join together.

Thus, your virtual audience will not feel lonely or out of the loop, while your physical attendees will have the opportunity to communicate with a much wider audience.

Create Virtual Booths 

Virtual booths can be used as efficiently as actual booths when events like trade shows are organized as hybrid events. If you create a virtual space where participants can upload product images, communicate with their guests and express themselves, you will create a very productive communication space. 

However, the concept of a virtual booth does not have to be limited to trade shows. It would be very useful to create a virtual space where representatives can promote companies at other types of events. Even for independent participation, you can provide opportunities for online self-promotion.

Stick to the Event Calendar and Notify Participants About Changes 

Is it possible to complete live events without any problems? Most likely not. It may not always be possible to comply with the event calendar.

But if you’re veering away from the schedule, make sure it’s because of a significant problem that you couldn’t have anticipated. 

Participants are very sensitive about the time they allocate to events and make plans according to the time periods you have marked. Therefore, avoid making arbitrary delays or changes.

Give attendees the opportunity to adapt their plans by being quick to announce changes to the schedule

Work With a Reliable Planning Partner

We have examined the elements that should be kept in mind in order to create a perfect and solid event. Of course, being inspired by these ideas alone does not guarantee a unique event. Event planning experience is the most important factor in ensuring that all measures are taken in the correct order and harmony. 

You can rely on Crowdsol‘s team of experienced event planners if you want to work with an impressive and advanced event security partner. Crowdsol handles all of the details required for an event to run smoothly and ensures that both the event owner and participants have a positive experience.

Crowdsol: a new way to connect

Here at Crowdsol, we utilize all of our world-class event management experience, to design smart, flawless engagements across all kinds of gatherings.

Contact us today to see how we can help take your B2B lead generation to the next level.