Hybrid Event Strategy
When you choose to host a hybrid event, you’re combining the virtual and in-person event experience to create a uniquely engaging opportunity for your attendees to learn, network, and interact, wherever they are.
At Qeni, we provide immersive and engaging event experiences using the latest high-quality AV and technology in our virtual platform. Our experienced team coordinates your hybrid event to ensure it runs smoothly, reaches your target audience, and provides an exceptional experience for your attendees. Find out everything you need to know about our hybrid event strategy.
What is a Hybrid Event?
Hybrid events bring together face-to-face and virtual audiences by integrating technology (such as live streaming) and traditional event practices (such as in-person keynotes). By blurring the boundary between the physical and the virtual, hybrid events offer a flexible and accessible alternative proven to increase audience participation and engagement.
Not all hybrid events look the same. The hybrid format offers unique flexibility and scalability for a wide range of event and audience types and sizes. Events can vary from conferences and trade shows to staff retreats and global town halls. A hybrid event may be based in one venue with live streaming for virtual attendees. It could also take the form of several smaller satellite events connected and brought together via a virtual platform.
Whether participants wish to benefit from in-person networking or drop into an event from the convenience of their own home, successful hybrid events comprise the best elements of live and virtual to create unique experiences for a range of participants in different places. By prioritizing the event experience for in-person and virtual participants equally, hybrid events ensure an immersive, exciting, and engaging experience for all.
Why Choose Hybrid for your Next Event?
From social and environmental to financial benefits, hybrid events offer multiple opportunities to add value for both the host and the audience.
Greater Inclusivity
Virtual events remove some of the geographic, financial, and accessibility barriers to attending an event. By offering your event in multiple formats, you’re likely to reach those who otherwise couldn’t attend because of lack of funding, time constraints, or travel restrictions, without sacrificing the appealing aspects of an in-person event.
Reduced Environmental Impact
As companies are more attuned to their role in helping alleviate the climate crisis, hybrid events offer an opportunity to reduce an event’s impact on the environment without sacrificing the quality of the event.
Higher Engagement
Hybrid events offer the flexibility to get creative with audience engagement and ensure delegates are actively involved in the event, rather than just watching it. Beyond live streaming, they offer creative opportunities to engage both in-person and virtual audiences, from online Q&A to live chat and audience polling.
Generation of Content
Choosing to record and stream parts of your event generates content that you can edit and share with audiences after the event. Yet again, this increases the prospective for participation and engagement with the event.
Decreased Spending
The smaller, in-person capacity of a hybrid event can mean you save on hiring venue workers, transportation and accommodation, catering, physical marketing, and other costs associated with in-person gatherings.
Larger Return on Investment
Due to their broader reach and scalability, hybrid events offer a larger return on investment for hosts. Hybrid events also enable flexibility to boost profit margins by scaling down the live aspects of the event (such as in-person poster sessions that require costly printing and display), while increasing the virtual audience.
Improved Professionalism
Rather than having your speakers present from their living room or home office, live streaming from an event venue to an online audience gives the event a sense of credibility and professionalism.
Increased Sponsorship and Marketing Opportunities
Hybrid events offer the combined benefits of digital and physical marketing. Branded banners may flank the speakers on stage, while virtual delegates may view sponsor messages and logos during breaks.
Why Choose Qeni for your Next Live Event?
Look no further than Qeni if you need an experienced, trusted, and reliable partner for your next hybrid event.
Creating engaging experiences for your audience is at the heart of what we do. We partner with agencies, organizations, and global brands to provide immersive and engaging experiences based on the latest high-quality AV and technology.
When you partner with us for your event, our passionate and dedicated in-house team coordinates your event from start to finish, ensuring the best service and a truly remarkable experience for each delegate.
Qeni offers the very latest technology and an experienced in-house AV and streaming team, which means you can leave the technical side of the event in our hands.
Our Hybrid Event Process
Choose Qeni for your next hybrid event and let us bring your vision to life. We guide you through each step of planning, executing, and measuring the success of your event. Our comprehensive hybrid event process contains four phases.
Phase 1: Strategy and Planning
This initial phase ensures we share your vision for the event and can help you execute it perfectly. Our experienced team works with you to develop a clear, executable strategy for your event that covers everything from messaging and technology to logistical execution. During this phase, we:
Define the scope and objectives of the event.
Define and analyze your audience.
Create the budget and business case for your event.
Determine how to measure your event’s success.
Outline the event management plan and execution strategy.
Phase 2: Pre-Production
Once you approve the event strategy and plan, it’s time to put together the various components that make up your event. In this phase, we:
Put together your event team and determine their roles and responsibilities.
Design a hybrid event marketing strategy and timeline.
Produce event content, including program structure and delivery formats.
Select and brief speakers.
Set up digital communication elements, such as delegate comms and registration.
Put audience engagement strategies in place (create digital breakout rooms, print hard-copy booklets).
Select vendors for in-person and virtual aspects of the event.
Ensure compliance with security and data privacy requirements.
Set up metrics and reporting.
Phase 3: Pre-Event Testing
