Common Hybrid event mistakes you should avoid

Hybrid event

The situation that occurred last year brought virtual events into the spotlight. As the events were being cancelled or postponed, virtual event events saw a massive increment in demand. However, virtual events and hybrid event have been here for almost 3 decades. But they became mainstream only last year. When all the physical events were cancelled.

Now that the situation is getting better, people are returning to the physical world. And they want to step out of the world of virtual events. This is not surprising considering how long people have stayed at home. However, this time things are different. We are going to witness hybrid events instead of plain live events. And this is because the event organisers don’t want to lose the convenience of virtual events. And at the same time, they want to host events in physical settings. Therefore, hybrid events will lead the future of the event industry.

Concept of Hybrid events

Hybrid events are those events that are hosted in the physical world. But these events are accessed by both live and virtual audiences. The concept of Hybrid is not exactly new. We have seen lots of physical events being telecasted for years. The classic example of this is the live broadcasting of sports tournaments. So what’s the difference between then and now? The difference is subtle but crucial. The virtual audience of a live broadcasted event cannot interact or communicate. Whereas the audience of the Hybrid event can interact and converse with people on the ground.

Hybrid events take place on platforms called Hybrid event platforms or hybrid event software. These platforms try to provide the experience close to live events to a virtual audience. So that the virtual audience can also enjoy the event as a live audience does.

Examples of Hybrid events

You can host any event on hybrid event platforms. And if you don’t believe us, then have a look at the list of some popular Hybrid events

  • Hybrid Meetings
  • Hybrid Product Launches
  • Hybrid Conferences
  • Hybrid Trade Shows
  • Hybrid Award Shows
  • Hybrid Exhibitions
  • Hybrid Career/job fairs
  • Hybrid AGMs
  • Hybrid Town halls

And many more. The list is long.

Now, if you are thinking about the success rate of hybrid events, then consider this. Last year, many brands and organisations hosted successful Hybrid events. This included brands like Apple, Samsung, Twitch, Moz, MG and many others.

Do you want to host a successful hybrid event? But don’t know how? Or is it your first hybrid event? Then don’t worry. We have a list of some of the common mistakes people make when they host a hybrid event. You can learn from others’ mistakes and can host successful Hybrid events.

Common Hybrid event mistakes you should avoid

  1. Selecting the wrong platform

Many event organisers realise that the Hybrid event platform they have selected doesn’t provide the features they need. Hence they end up getting the wrong platform/software. Now you must be wondering how to get the right platform. It is easy to select the right hybrid event platform for your event. All you need to do is to prepare a list of features you need for your event. And compare that list with the features and tools available on different platforms. And the platform that checks all the boxes should be the right one for you. However, you need to check the interface and security measures of the platform apart from features.

  1. Not rehearsing before the event

Often people make the mistake of not rehearsing the event. But why is rehearsing so crucial? There are several advantages to doing rehearsals. First, it helps in identifying the possible issues. These issues can be technical ones. Also, you can determine whether the schedule of the event is working or if it requires some changes. Apart from this, you can check how the platform is performing. Does it have issues or any bugs? If yes, you can fix it in advance.

Another benefit of rehearsing is it helps speakers at your event. The speakers may not have experience in addressing audiences at digital events. Or they may feel nervous. So by rehearsing, you can help them in overcoming these challenges.

  1. Not having the backup

If you have heard about Murphy’s law, then you know what I’m talking about. For those who don’t know, it states, ‘If anything can go wrong, it will. During the event, you might face any technical issues. And you may not be able to resolve it without the help of tech support. So it is necessary to prepare your backup. This backup includes tech support from the event platform provider. Or equipment like camera or microphone etc. So it is highly advised to be prepared with your backup.

  1. Long sessions and no breakout rooms

Another common mistake among digital event organisers is long online/offline sessions and no breakout rooms. Long duration sessions may work with the live audience. But it doesn’t work with virtual audiences. You need to understand the fact that people can focus on one for a limited time. And this span decreases in virtual space. Also, it is coupled with the fact that it is much easier to get distracted in the virtual medium. Therefore, long sessions are favourable for virtual audiences. So what is the solution? Host sessions of shorter duration. And if the session is long, then provide break it down into multiple parts. And for the virtual audience, give them breakout sessions. It will help them to relax. Also, they will get time to prepare for the next part/session.

  1. Lack of connection between live and virtual audiences

As we all know, hybrid events host both live and virtual audiences. If you don’t help in connecting both audiences, people will feel isolated in your event. And this is valid, especially for virtual audiences. Also, it will reduce networking opportunities. So you should help the audiences to connect with each other. For this, you can use technology. You can provide access to the hybrid event platform to live audiences, to see the virtual audience. And can connect with them. Also, you can give an option for chatting with virtual audiences.

Other common mistakes can be not promoting your event, not pitching your event for sponsorship and too much use of Powerpoint in your event. So try to avoid above stated mistakes to host a successful hybrid event.



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