Hybrid event production

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Hybrid event production: 5 platform features to look out for

Posted on 03/30/2021

Discover the key platform features that will support your hybrid event production.

Hybrid events are complex. Understandably, event organizers struggle to connect and engage both virtual and in-person audiences. Broadcasting, technical or audio-visual issues can get in the way of hybrid event production. 

Crucially, solely virtual event platforms are not adequate solutions for the hybrid format. 

Additionally, many platforms that claim to be hybrid don’t have the credentials or features to put together high-quality hybrid events.

Doubts about the platform’s choice make it challenging for planners to decide on the right tools to go hybrid. 

Is the platform we are currently using suited to hybrid? Are we going to need two separate tools for virtual and in-person? What hybrid event platform could we start using? 

Subsequently, we tackle these questions by outlining the must-have features to look out for when surveying hybrid event platforms. 

Hybrid Event mobile app

Event mobile app

First, an event mobile app is central in delivering a seamless hybrid event experience, connecting virtual and in-person attendees. And, it empowers the entire event community to be an integral part of the occasion.

Among its key features, an app’s social feed brings the event community together. Within an interactive event environment, attendees can share their thoughts and experiences and post videos and images.

Also, an event app can effectively encourage business connections and matchup attendees, whether they are tuning in virtually or are attending in person. 

Added to that, app users can build rich profiles akin to social media, including photos, bio, location, and interests. Then, users can browse the attendee list filtering by interest tags, privately chat with their favorite contacts, and arrange a 1:1 video call during or after the event. 

Notably, a mobile app also provides an excellent channel for event engagement. Built-in polling, questions, and a native chat allow attendees to interact with speakers, sponsors, and organizers.

In brief, a hybrid platform mobile app contributes to building a truly shared experience, powering up networking and engagement.

Event registration and check-in

Event registration and check-in

Furthermore, setting up smooth event registration and check-in process for virtual and in-person attendees is vital. 

In that sense, consider platforms not only offering user-friendly registration and purchase forms but also the option to add multiple ticket categories for virtual and in-person attendees. 

Besides, hybrid platforms also possess intuitive check-in solutions, making the process easy for both types of attendees. 

Indeed, hybrid platforms are not limited to generating access links for virtual attendees. They can also create customizable attendee badges and encrypted QR codes for in-person visitors.

Event logistics and budgeting

Event logistics and budgeting management

Given the underlying complexity of hybrid event production, event organizers can utilize robust logistics and budgeting solutions. 

Therefore, consider platforms integrating operational tools to manage shuttles, flights, hotel room lists, and meal vouchers. 

Since cost control is likely a significant concern for hybrid event production, search for platforms offering budget and supplier management.

Using built-in platform tools, you can forecast costs, set an overall event budget, and track expenses by category and supplier (e.g., virtual vs. in-person expenses) in a centralized place. 

Hybrid event streaming

Live, simulive, and pre-recorded streaming

Then, choosing a hybrid platform with different streaming formats is a must. Having the flexibility to offer content either livesimulated live, or pre-recorded allows organizers to boost their event reach and personalize the attendee journey to specific interests. 

Importantly, not all event organizers have the capabilities to deliver both in-person and virtual events simultaneously. So, hosting an in-person event, recording it, and offering content on-demand to virtual attendees can prove a valuable alternative. 

In-person and virtual data analytics 

Finally, a hybrid platform able to measure and report both virtual and in-person data can elevate event analytics.

Indeed, hybrid event platforms do not solely monitor virtual attendees’ engagement (e.g., polls responses, average unique live views per session, viewing time per session).

Hybrid platforms, aided by on-site technology, can also effectively capture in-person attendees’ information. 

Moreover, hybrid platforms providing custom reporting features allow organizers to compare data from the two event formats. Subsequently, event planners can easily picture what type of activities, content, or sponsor booths performed best. 

Conclusion

In summary, hybrid platforms offer a range of features to support hybrid event production and memorable experiences for both virtual and in-person attendees. Among the most important, we have highlighted an event mobile app, event registration and check-in, event logistics and budgeting, different streaming formats, and event analytics.

Did you like this content?

Join us at 360º and experience what hybrid feels at its best: an iconic venue in the heart of New York City, immersive experience with video walls, amazing content, networking opportunities, connections between in-person and virtual, and more.

360. Online. Live. Everywhere. InEvent's 360 Hybrid Experience. September 23rd. Meet the Host. Sarah Pribis. Host, Actor, Producer, Writer

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