External Hybrid Virtual Events

The Way Out in the Corona Virus Times

External Hybrid Events 

These are events held for participants outside the organization, generally attendees of common interest or industry come together to exchange ideas, showcase products, make major announcements, or share information. External events can be in the form of user conferences, summits, or industry conferences among others. External hybrid events are also ideal when teams already working closely join in a virtual conference and stream the meeting to external participants or viewers. In external hybrid virtual events, the basis is splitting experience into 'hybrid' where teaming up isn't just limited to local participants in a virtual set up but also external people that aren't part of the organization. This also means that the external participants are interactive, hence, they can for example participate in poll questions or meeting proceedings. 

Elements of a Successful External Hybrid Virtual Event

Of course, it goes without saying that you need great planning for a great event, but what else do you need to produce an awesome Virtual Hybrid event? There are key elements to any successful external hybrid virtual event. Below we discuss on how you can execute some of these elements for a successful virtual event. 

Content

Content is king for any kind of hybrid event. As a planner, it is your responsibility to ensure that both virtual and in-person attendees are engaged equally. This is the moment where 'one event, two experiences' mentality comes in. The same content cannot be delivered the same way for the different groups of attendees. Here are some ideas on how you can manage content in the most effective way. 

Dedicate an Onsite or Online Representatives Exclusively for Virtual Attendees

Normally onsite attendees will have the main speaker on a stage addressing them directly throughout the meeting. Given that the speaker(s) will mostly be addressing their 'seen' audience, in a virtual setting, attendees will feel left out and drift away from the action. You can have this problem solved through assigning event coordinators to address virtual attendees only. If possible, they can share the same message but, in a manner, directly addressed to them, and have them participate in the virtual event through asking relevant questions. The more you can make the session interactive the better the experience will be. In the entertainment industry the challenge is to keep the audience engaged for as long as possible by constantly one upping the content. In essence by going virtual you are competing with the same level of expectations; your virtual attendees would want the same quality of a professionally made TV show. You can have your coordinators communicate and pass on questions and other content to your virtual attendees and speakers.    

Separate Content for Virtual Attendees

Some of the main sessions like the keynote presentation will be viewed by both groups of attendees. It is however, recommended that you don't make the virtual attendees watch in-person attendees at an interactive session. Instead, offer your virtual attendees exclusive virtual-only interviews with panelists or industry experts. It is also important to ensure that participants register for correct sessions through designating customized registration paths. Allowing for better engagement and setting up one-on-one meeting or group meetings with speakers would also increase the event’s value. 

Offer Your Best Content

Keeping the attention of a virtual attendees is much more difficult that keeping the attention of an in-person attendee. The virtual attendees might have to take more breaks throughout the day, and may only be able to join the sessions for a few hours consecutively. To get their attention, it is important that you give the best content at a convenient time. Perhaps record the sessions for a later viewing for a limited time to keep the session value high. Also, during breaks play short videos of interesting innovations or research, by getting sponsors to pay for the production of such materials. Just remember think like a TV producer and less like an event planner when it comes to content for virtual events. You can also hire TV personalities to MC the event as they would have the ability to carry a show and keep gaps filled with content and keep attendees tuned in. They can also keep them entertained during breaks to boost excitement and focus. 

Keep Everyone Aware

During onsite events, it is common for them to be informed of the topics or sessions that will be introduced after a break. It is very important to deliver this same experience to your virtual attendees. Let your virtual coordinators remind attendees of the schedule and keep them excited of the upcoming sessions through a dynamically updated site or landing page.

As always you can Contact us for making this happen, we know Events, Multi-Media, and the underlying Technologies to make all of this work.