Tips for a Successful Virtual Hybrid Conference

To create a successful virtual hybrid conference, you should plan. Create an event schedule that includes specific interview questions and allows audience input. The more detailed your program is, the more likely you will keep the event on track and avoid last-minute surprises. Read on for some essential tips to create a successful virtual hybrid conference. In addition to the above information, you should also make your online conference content.

Content

The content of a successful virtual hybrid conference can include various information, including the date, time, and location of the event. Content should also be SEO-optimized and include compelling calls to action. This content is often distributed via social media, so it is crucial to create a strategic marketing plan to maximize its potential. Social media marketing is one of the essential components of hybrid events. Therefore, it is necessary to plan and create detailed content categorized into the pre-event buzz and during-event buzz.

While there are many ways to deliver the same content to onsite and virtual attendees, a few common mistakes are highlighted below. These mistakes can lead to a lackluster hybrid event, so consider these issues before planning a virtual event. As a rule of thumb, content should include educational sessions, interactive activities, and one-on-one interactions with speakers. Organize an interactive experience for both groups.

Community

There are five crucial elements for creating a successful virtual hybrid conference. These components include content, community, sponsorship, analytics, and analytics. In-person attendees have someone to talk to throughout the event, while virtual attendees are often left out of the loop. But creating a virtual event community can allow attendees to belong and speak to each other. Here are some tips for creating a thriving virtual conference community:

Build a Community: While an in-person experience is more immersive and rewarding, the same can be said for a virtual conference. Adding elements like social media, contests, and surveys can foster community in a virtual meeting. While it’s not possible to bring the physical community to a virtual event, the benefits of engaging in a hybrid conference community are significant. To create a thriving virtual conference community, you should also consider using a good hybrid conference platform for your summit. 

Sponsorship

Incorporating sponsorship for a successful virtual hybrid conference requires some adjustments. While hybrid events may not have all of the features of a conventional meeting, they still offer benefits that in-person attendees enjoy. Sponsors can expect to get the same quality of content as they would at a formal event, and they will also get more interaction with audience members. A meeting play platform such as MeetingPlay is ideal for these hybrid events. It brings Fortune 100 Company events to life while meeting the needs of both virtual and in-person attendees.

One of the most effective strategies to attract sponsors to a hybrid event is to include them in existing elements of the event. For example, virtual events can incorporate sponsors in the panel and dedicated sessions. These sponsorship opportunities allow them to interact with attendees outside the event by offering branded products or services. Digital grab bags are ideal for virtual events. You can fill them with goodies throughout the year, so sponsors remain top-of-mind throughout the event.

Analytics

To have a successful virtual hybrid conference, you need to consider three key factors: content, community, and sponsorship. There will be someone addressing each delegate directly throughout the day in an onsite event. On the other hand, the virtual attendees might feel left out unless someone personally addresses them. To combat this, consider introducing virtual-only sessions or networking opportunities. Using analytics to determine which aspects of your event perform best will help you plan a successful virtual hybrid conference.

Analyzing event data post-event is a critical component of measuring the success of a hybrid event. It includes metrics such as attendee engagement, likes, favorites, and clicks on banners and sponsored ads. Event data can also be imported into CRMs and exported for analysis. You can also use analytics to gauge the ROI of a hybrid event. Once you have all the information you need, you can create an action plan for each attendee.

On-stage setup

An on-stage setup for a successful virtual hybrid event should include a high-quality internet connection and standard event technology. While many types of audience interaction are traditional, Q&A, live polls, and live chat are some of the most popular. You can find various tools that work across both types of attendees and can be easily integrated into your conference setup. The first step in creating a successful hybrid event is to choose metrics that align with your objectives. For example, if you aim for brand awareness, you should focus on metrics that demonstrate that attendees have learned about your event and its mission. If your goal is to generate leads, you can use metrics such as event registrations and website visits. Other metrics, such as pipeline growth, are more specific to the attendees’ interests.

Backup plans

There are several essential backup plans for a successful hybrid event. A project manager should be responsible for both the physical and virtual components and constantly communicate with both teams. Other key players include a COVID Compliance Officer, who should oversee the safety protocols of the hybrid event. If all goes well, the result should be a virtual hybrid conference as successful as a traditional meeting.

A backup plan is essential in the event of equipment malfunctions. For example, if you have a pre-recorded video of a speaker’s presentation, you can revert to it if any connectivity issues arise. If there is no recording, you can also keep a copy of it on your computer in MP4 format. Wi-Fi is not always reliable in virtual environments, so use an Ethernet cable instead.