What is a Hybrid Event and How to Plan?

If you’re wondering what is a hybrid event, or even how to plan a hybrid event then this is the article for you. You can learn more about both questions. This way, you can find out if a hybrid event is the right one for you to be throwing. Depending on the specific event you’re throwing, a hybrid event might be the smarter choice to go with.

We’ve compiled information on hybrid events, how you can go about planning your own, and then of course, whether a hybrid event is a right event for you to throw. Finding information has never been easier. Read on to learn more.

What is a Hybrid Event

WHAT IS A HYBRID EVENT AND HOW TO PLAN

A hybrid event is plainly put, an event that is both online and in-person. There are elements that are in-person, while there are elements that you can expect to be done online. You have both an in-person place, but the online element brings in guests from anywhere else in the world. You create a way for these online guests to be interactive in the event, too.

How Do You Plan a Hybrid Event

If you are wondering how to plan a hybrid event, it is important to keep some things in mind. Here are some of the pointers that come recommended by others who have thrown hybrid parties in the past.

Get the Right Type of Venue

The venue that is in-person is going to make all the difference. You want to create the best space for everyone and the specific event you’re hosting. Consider how many people are coming, but also if you want your guests to have a giant screen to see online guests, or for other purposes.

Space is important, and with an in-person event, you know who is coming. You want enough space for not only the guests coming but the equipment for those who will be tuning in from their homes. 

Rent the Products You Need

What is a Hybrid Event and How to Plan?

If you’re looking to rent products for the event production, which you should, then always hire a professional company that knows what they’re doing. The company should be the ones who hook everything up and take it all down. You want them to control everything to ensure that it goes as smoothly as possible.

This is not a huge expense, and it is one that is well earned when it comes to having a happy audience. Large screens, speakers, and more can be rented to provide a space for online viewers and visitors to be shown up on the large screen. This can also show any online activities that you want.

Multiple screens are also a possibility. They are endless and they’re perfect for those who want to rent some products and get what they’re in need of. 

Seek Out a Virtual Platform

You have a place for your in-person guests to go, but do you have a space for those who are going to be online? You will need a virtual platform for this. There are many different platforms that can be used for this. You can choose which is going to be the best based on the needs you have as a company, as well as the type of event.

The more popular types of platforms for online events include EventCube, Filo, Airmeet, InEvent, and Communique Conferencing. All of these platforms offer the best place to host an event for everyone interested.

Set a Plan But Be Flexible

You want to set a plan for yourself from the beginning. However, know that you have to be flexible should something happen in the meantime. There are so many places to find yourself setting a plan and being flexible because the times change. When these times change, if the plan is solid, then it would ruin it. Having a fluid plan can help to reduce the effects of this.

Flexibility also means being able to go with both the online and in-person groups. These audiences are going to want something different. Being able to keep up with both is going to help you put on the best event. 

Communicate with Your Audience

What is a Hybrid Event and How to Plan?

You want to communicate with your audience about how you’re going to be providing them with an online experience, as well as in-person. This offers the choice between the two for attendees to choose between. By communicating to them what they get with each experience, you can also expect them to choose based on these recommendations.

Keeping the lines of communication open is important with your audience for marketing purposes, as well. You want to create the best advertisements that speak to them. You want it to be marketed to you, as a person. 

Set Roles and Responsibilities for Everyone

What is a Hybrid Event and How to Plan?

This is going to be a huge undertaking. You want to have help along the way. Make sure to set roles and responsibilities between those who are working alongside you, as well as what is expected of you. You want to not have anyone guessing about what they should or should not be doing, including yourself.

A flawless event is only as good as your planning. Plan out everything, including who is doing what and you will be fine. Being flexible and preparing for accidents along the way is also important to consider. You want to create the best plan and that means giving everyone a role to play in the plan.  

Rehearse and then Rehearse, Again

Rehearsing is a good thing to do. You want a run-through (or two) before you actually go through with the event. This is especially true for those throwing a hybrid event that requires the use of technology. You want to ensure that the online audience is going to have the best experience and that there are no technical difficulties from your end.

Rehearsing doesn’t have to be a long, drawn-out process, either. You can make the rehearsal a quick walk through if you wanted. A rehearsal is just something you don’t want to miss out on. You want to make sure everyone knows their parts and everything is working how it should. Having a rehearsal can be what shows you how everything is going to work together when it comes time.

Seek Sponsorship

Depending on your budget, you may want sponsors for the event. This can come from other companies who want to be advertised during the event. You can put them up on the big screens, or even do little ads for them throughout the event. Renting screens for this would be easy and it can be part of the amount they cover in their sponsorship.

Many companies make their hybrid events better by choosing to have sponsorships. This bit of help from other companies goes a long way at providing your company with the event you truly want. They cover that overhead, so you don’t have to. This helps you and it helps your company overall. Sponsorships are a great way to go.

Is a Hybrid Event Right for You?

What is a Hybrid Event and How to Plan?

Anyone is able to do a hybrid event. Depending on what event you want to throw, this might be the best option. You can not only expand your guest list but if you’re throwing a charity event; this expands the donations and money towards it.

If you have the means to provide both audiences, the in-person and the online, an engaging and interactive experiences then you should put on a hybrid event. If you do not feel that you are able to provide this then you should consider looking into throwing one or the other instead of a hybrid mixture of the two.

In Conclusion

Now that you know what a hybrid event is, you can feel good about the event you’re set to put on. You will feel good about being able to take the time to enjoy all that comes from this. All you need to do is look into the resources that you have around you. Make sure that you can rent because, with this, you can save a lot of money and keep your tight budget even tighter.

Allow Rent for Event LA to help you from start to finish with that and more for your hybrid event. We want to provide the best possible products. Call us today to start your event’s list of needs and wants. We can cover you.

Now We Are a National Company

Not only do we service the LA area, but we have expanded. We are opening up to new areas. Find us operating in New York, Phoenix, Miami, and Orlando. You can be sure to find the same great rentals at the same great prices. You just now can choose to rent them from different locations. Contact one of the new offices today to get started.

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