Everything You Need To Know About Planning A Hybrid Event

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Everything You Need To Know About Planning A Hybrid Event

Have you hosted or attended a hybrid event before? Well, hybrid events are definitely here to stay! As restrictions are beginning to ease, what better time to start planning ahead for an epic hybrid event? Hybrid events allow you to host your event in person as well as virtually. You get the best of both worlds! Your guests can attend in-person and have a brilliant day, as well as having guests from all over the world attending! Doesn’t this sound ideal? Today we’re going to talk about everything you need to know about planning a hybrid event. As there’s a virtual side to it, there are many more things you need to take into consideration than just planning an in-person event. Let’s jump straight in… 

Regardless of what type of event you hosting, you will always need to set goals, plan in advance, & set your budget. 

  • Set Goals  

What do you want to achieve from your event? Set goals based on your focuses. This will optimise the outcome of your event and have a clear structure from start to finish.  

  • Plan in advance  

Be organised! Do not cause yourself unnecessary stress and money by leaving things to the last minute. Plan in advance, negotiate prices, and ask and answers questions. Get the most out of your event by planning ahead.  

  • Set your budget  

Be money smart. Once you’ve set your event goals, you can start creating a budget for your event. This will tie in with your goal setting and planning ahead. It is very easy to overspend. Stay up to date on payments and stay ahead of schedule! 

  • In-person 

Start with finding the right venue. Your venue will reflect the type of event you’re hosting. This is something that needs to be planned and organised in advance. Critical factors such as location, accessibility, and design will determine the tone and first impressions of the event. Make sure your attendees are leaving with a positive experience. It is important to consider factors such as transport links, car parking, overnight stays, and their prices. These will be the deciding factors of your attendees and determine the turnout of your event. With all things considered, it is often good to have some surprises within the event to create a WOW factor and keep attendees engaged and keen to visit another event of yours! 

  • Virtual  

Having the best equipment is key to hosting a hybrid event so that your online attendees are given the best experience. This will also avoid any technical issues. No one wants to attend an unorganised event with technical issues! Make the most of technological advancements and ensure you’re using the highest quality audio and video to give the best experience. Stand out by using technology to make it an event to remember. Offer plenty of networking opportunities for your audience as this is what events are all about. Involve chat boxes and meeting rooms to encourage engagement and involvement  

Conclusion… 

Hybrid events are the way forward and are definitely here to stay! In order to host a successful hybrid event, there is a lot of planning that must go into them, including the in-person and virtual sides! Are you planning on hosting a hybrid event now things are starting to open up? With excellence at the heart of everything we do, we can host an outstanding event that’s bound to keep your attendees talking! Book a call with one of our team members today! Whether you have a few questions or are ready to get hosting, we’d love to hear from you! 

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