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HYBRID EVENTS

4 Considerations For Budgeting Your Hybrid Event

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By Kyle Arndt 

As events begin to reclaim their former status in the world, everyone is looking for hybrid event solutions to maximize their efforts and create an inclusive experience for their attendees. Unlike a fully virtual or in-person event, hosting a hybrid event anticipates multiple types of audience interactions. And, with hybrid events being relatively new, it may feel like you’re lacking prior experience on what to expect.

First thing first, to set up your hybrid event for success, begin by mapping out your event budget. It is more important than ever to future-proof your events, and exploring best practices, ways to cut cost, and the best resources to invest in, will result in a truly rewarding hybrid event. So, here are some things to consider when budgeting out your next hybrid event.

1. Venue

The biggest elephant in the room. Literally. Hybrid events are unique because they really function more like two events, rather than a single one. This means you need to consider a virtual event platform, as well as an in-person space. This being said, don’t be afraid to brainstorm and leverage a space you haven’t tried before. Hotels can come with added costs, and maybe an open gallery, warehouse, or company building will be able to facilitate the same objective. And, for your online venue, it’s critical to do your research. With so many event platforms out there, make sure your choice comes with the features you need, and the customer service you deserve.

2. Your Strategy

Building a hybrid event is like a choose your own adventure novel, there are many options, and all can provide different value. One option is hosting a large in-person event, and broadcasting this to your remote audience. Then, there is the possibility to host your event on separate days, with in-person and virtual audiences treated as separate. Or, you can choose to have your main content appear online, and relay this information to smaller in-person events. Explore the different hybrid models, and brainstorm creative solutions with your partners to build an event that makes sense for your organization and your attendees.

3. Decor

While we are moving away from strict COVID regulations, it is always important to create a comfortable and safe environment for your attendees. That means you can’t decorate your room how you used to, with shuffled table assignments and a standard room layout. It may seem mundane, but make sure you consider the flow of the room, chair/table count, as well as six-feet of furniture distancing, and build these needs into your budget.

4. Event Production

I would be remiss if I didn’t mention production decisions when curating your event. Arguably, production has provided the most value in the world of virtual events, creating a link between the at-home and the in-person audience. In order to host an event that’s engaging for all of your attendees, a webcam video just won’t cut it. When you invest in crystal-clear, broadcast-level technology, you won’t regret it. This professional element takes an event from ordinary to memorable, and will keep audience members connected to the content.

 

Ultimately, the ROI potential from hybrid events is what really sets it apart from events and budgeting of the past. With the ability to reach a larger demographic, your event influence has double, even triple, the power. The low barrier to entry for hybrid events allows your audience to grow and expand, and this is where your investment pays off. I am really excited about the future of the hybrid events, and exploring ways to build creative solutions that result in success. If you have a question, or want to learn more, connect with me today and let’s get started!

 Kyle has been in the production industry his entire career— over 18 years. Since joining the EideCom team in December 2016, Kyle has taken the lead on managing and producing all of our largest shows with his world-class technical expertise. Kyle is known for his positive approach, keeping his team’s goals at the forefront of every project. 

Tips to Build a Successful Hybrid Event

By | EVENT MANAGEMENT, HYBRID EVENTS | No Comments
By Todd Smith

Todd is a Production Manager for EideCom, and in the past 2 years, he has helped create hundreds of successful events. Todd’s previous experience in audio engineering and editing drive his passion to create moments that engage audiences, both in-person and virtually. He is known for his client-centric approach to every situation, and always focuses on creating a meaningful outcome for all. 

 

As the world returns to in-person and hybrid events, it may feel like the events industry is in a completely new landscape – and, well, it is! There’s so much to consider when organizing your event, and making sure your hybrid event is engaging, information, AND in your budget, can be challenging! Plus, with varying sets of state regulations, guidelines, and the tendency for these rules to change quickly, knowing what you can control – and how to make these elements great – is critical to the success of your event. In the past months, I’ve worked with great clients to build some amazing hybrid events, and I’ve learned a lot about what it takes to do this well. So, here are a few of my key takeaways:

1. Be Concise

We all know that attention spans have shorted in the digital age, but it’s worth repeating – be concise in your messaging! The days of 2-3 hour shows are long gone because of Zoom fatigue, and it’s important to stay on track. Finds ways to tell your story in as few words as possible. Get to the point of your conversation, and be sure to include clear takeaways and lessons. Your audience will thank you for it!

2. Consider the Delay

For hybrid events, you are really speaking to two audiences. Think about presenting something different to your at-home audience than to the in-person audience. If you are live-streaming content, keep in mind there is typically about a 1-min delay from when something is said, to when an online attendee actually hears it. Think about this delay creatively, and make sure your presenters are aware of the delay in order to incorporate both audiences effectively.

3. Pre-Record Can Be Your Best Friend

Determine in advance which segments are worth pre-recording, and which ones will be best live. Often, segments that are pre-prerecorded are just as engaging and impactful as live. This consideration allows the presenter multiple takes, ensuring they present the message they want.

4. Hi Mom!

Perhaps the most simple, AND the most effective – say ‘Hi’ to your audience! When your  keynotes/presenters say hello to your virtual audience, it is thoughtful and friendly. It may seem silly, but it’s always nice to be recognized and incorporated!

 

I hope these tips are helpful when you begin to create your next hybrid event. We have worked to produce countless hybrid events, and I am excited by each opportunity. If you have any questions, or want to hear more about our experiences and lessons learned, reach out today and let’s start a conversation!

3 Reasons You Should Try Hybrid This Fall

By | HYBRID EVENTS | No Comments
By Lisa Mendenhall Johnson
Lisa joined the EideCom team in spring of 2017 as Senior Vice President of Sales after spending five years in the corporate world selling mobile phones and software. She loves working at EideCom because of the relationships she’s able to build year over year, helping each client craft new & creative ways to engage their audience. Lisa has built quite the reputation as a connector within the events industry – and her philosophy is to bring value to anyone she meets.

 

 

As we begin to head into the sunnier months, it seems the events world is as well! With more and more events hosting portions of their attendees in-person, the hybrid event landscape is beginning to take off. That’s why I wanted to write a bit on hybrid events, and explain a few reasons why you should consider it for your next event. 

1.You can do in-person, safely

In-person is coming back, and we know your audience wants to meet again (safely, of course!) Trends suggest that by late summer to early fall, gatherings of at least 500 will be allowed. A hybrid event can allow a safe number of in-person attendees to gather, while still enabling a larger audience online. It will be exciting to see people in-person again, and hybrid lets you do it safely, without sacrificing turnout!

2.You’ll be able to reach a broader audience

If you’re gung-ho on going fully back to in-person, you will likely miss out on a huge chunk of your audience who won’t be able to travel (both from corporate restrictions, as well as budgetary concerns, and international border closures). Like I said, with a hybrid event, you don’t have to worry about a limited turnout. The flexibility and accessibility of hybrid allows you to reach MANY more attendees. We believe the way of the future is to create value both in the virtual space as well as in-person. While online tickets may be cheaper, the volume can be much higher. 

3. Everyone is doing it – the Superbowl is a hybrid event!

Think about it – the NFL has been doing it right for years! They reach 50-60,000 attendees in person, but MILLIONS on TV. When you think about your overall event ROI, there is so much more you can do when you are activating an event for 2 audiences. The sponsor opportunities alone is a reason to go hybrid!

These are just a few reasons why I believe you should make your next event a hybrid one. To learn more, and hear what else hybrid can do for you, connect with me HERE today.