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A hybrid event is a combination of virtual and physical events. At hybrid events, certain participants attend the physical event at a venue, while other participants dial in to the event virtually at the same time. The reason for choosing this type of event is usually a capacity restriction for the physical event and demand exceeding the number of available seats on site.
With over 20 years of experience in the event industry, both as an organizer and in the development of digital technologies for events, Marc combines his extensive expertise with a Master's in Digital Business Management and a Bachelor's in Business Administration with a focus on Marketing.
Hybrid events combine in-person and online participation, allowing organisations to reach wider audiences without the full cost and logistical complexity of a purely in-person event. Key challenges include delivering an equally engaging experience for both participant groups, managing the technical setup for live streaming, and maintaining interaction between physical and virtual attendees. Hybrid formats work best when the online experience is specifically designed rather than simply a live stream of the in-person programme.
The aim of hybrid implementation is therefore to cleverly combine the advantages of the virtual and physical worlds in order to exploit the full potential of an event. At the same time, however, the special features of hybrid events present event managers with new challenges.
Different approaches are feasible depending on the aim of the event. If the formal part of a physical event lasts longer than 90 minutes, it should be borne in mind that this duration is usually too long for virtual participation. In such a case, it is advisable to broadcast a shortened part live for virtual participation and to make selected content available afterwards. Both groups of participants should also be actively involved during the live event.
From the invitation and registration to access to the event and follow-up communication, individual user journeys must be designed for both participant groups. Ideally, the user journeys are based on the overarching event objectives and are then tailored to the individual needs of the different forms of participation. For example, while smooth admission without waiting times is important for on-site visitors, uncomplicated online access is desirable for virtual participants.
In order to keep track of all registrations, a solution is needed that:
It is also advantageous if the hybrid event can be handled within a single event tool so that there are no interruptions or confusion for user guidance from registration to participation.
The goals you want to achieve with the event depend on whether the virtual part is to be held as a video conference with mutual communication options or as a live webcast.
The advantages mentioned above suggest that hybrid event formats should be an integral part of every event manager's planning for events with high demand. Combining the emotionality of a live event with virtual reach offers a highly exciting starting point for achieving event goals. However, the greater complexity associated with this should not be underestimated and should ideally be covered by a suitable event software solution such as Oniva.
A hybrid event combines an in-person event with simultaneous virtual participation. Whilst some attendees are present at the venue, others follow the event online. This significantly increases reach and flexibility.
Hybrid events involve a higher degree of complexity, as two different target groups need to be catered for simultaneously. This includes, amongst other things, different user journeys, parallel communication channels, and the technical implementation of live broadcasts and interaction for both groups.
It is important to plan the entire user journey from start to finish – from the invitation and registration right through to check-in and post-event follow-up. In addition, clear participation options, suitable technology for streaming or webcasts, and a central event management tool should be used to manage all processes efficiently.
Find out more about hybrid and virtual events with Oniva.
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