The keys to hybrid event success: meeting challenges and seizing opportunities

Hybrid events have quickly become the new normal in the events industry.

With the impact of the COVID-19 pandemic, hybrid events have become an ideal choice for dealing with uncertain times. Today, many events such as trade shows, conferences, sales kick-offs and global town halls are a combination of in-person and virtual formats. According to the survey, 75% of planners plan to convert some of their events to virtual formats.

Opportunities and challenges of hybrid events

Hybrid events have many advantages. First, the reach of the event can be greatly broadened, attracting attendees from around the world, especially from countries and companies that have not been able to participate in the past. The virtual element enables speakers and attendees who are unable or unwilling to travel to participate.

Additionally, hybrid events generally have a lower carbon footprint. Attendees from far away can choose to participate virtually rather than flying in person.

However, hybrid events come with their own challenges. Organizing a simultaneous in-person and virtual event requires more planning, investment, and cost. To be successful, an event must provide an equally great experience for both in-person and virtual attendees. If planners focus too much on the in-person experience, virtual attendees may feel left out or feel like they are not getting the value they deserve.

Key Steps to a Successful Hybrid Event

To address these challenges, hybrid event organizers can adopt the following strategies:

Choosing the Right Event Management Platform

It is crucial to choose a stable event management platform, which is the main tool for hosting the virtual part. The platform should be easy to access, support high-quality video playback, and provide functions for interacting and socializing with the audience.

Experienced audio and video team

Depending on the size of your event, it’s important to work with a professional AV team, especially one that specializes in virtual and live event production. This will ensure that your event content is professional and attendees stay focused.

Optimize activity content

Event content is particularly important in hybrid events. Whether in person or virtually, content should engage attendees. In addition to high-quality presentations, speeches, and discussions, remote audiences can be more engaged through interactive Q&A, live polls, and real-time chats.

Promote network communication

Networking is one of the main reasons people attend events. Attendees want to make valuable connections, and sponsors want to tap into potential customers. Therefore, choosing a platform that facilitates networking can effectively increase the participation and appeal of your event.

Ensure accessibility of content

To attract global attendees, event content must be localized as much as possible. Whether it is a live speech, video or panel discussion, it needs to be available in the appropriate language for audiences in different regions. If the event content is pre-recorded, subtitles or simultaneous interpretation can be provided in advance. For live events, experienced localization service providers can also provide remote simultaneous interpretation through cloud platforms.

Arrow Translation has extensive experience in event localization. For example, we recently helped Hewlett Packard Enterprise (HPE) localize content for its annual showcase event, HPE Discover 2021, which attracts more than 50,000 attendees from around the world.

in conclusion

Transforming a physical event into a virtual or hybrid one can greatly expand its audience, but it requires event planners to put in more effort to ensure that remote attendees have an equally valuable experience. Working with an experienced partner is key to ensuring your event is a success.

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