5 Hybrid Event Challenges and How to Overcome Them?
The event industry has had to pivot in the past year due to the pandemic. With establishments reopening and some people keen to network, how does a business accommodate all different types of attendees? A hybrid event definitely is a key solution that you can consider.
Hybrid events are those events where you need to be present, but you also need to use the power of technology and other resources to make them successful. This time around, we’re going to talk about five of the major challenges event professionals face when going hybrid and how can you overcome them. Let’s dive right in!
Ticket Pricing Strategy
When it comes to hybrid events, the ticketing strategy is something that you need to clarify because attendees only receive what they pay for. A simple way to price tiers for hybrid events would be to offer an in-person event price and a virtual event price. This way, attendees can pay what they want for the in-person component, and then purchase the digital component separately if they wish.
Another option would be to offer both digital and physical copies of the same ticket so that attendees can choose whether they want the physical copy or not. This can be helpful if you anticipate a lot of demand for the online component because it allows people who aren’t interested in physical tickets (e.g., those who live far away from your event venue) access without having to pay extra.
The most important thing to consider when creating a ticketing strategy for a hybrid event is how attendees will be able to access their tickets. Hybrid events include both in-person and virtual components, which means that attendees will need to be sent their tickets in a way that makes sense for them.
Stability of Network Connection
The internet is one of the most important parts of any hybrid event, and it can have a huge effect on your attendees’ experience. Poor or weak network connections are a major course of frustration for attendees, and they can easily lead to dissatisfaction with your event.
Many venues have taken steps to substantially upgrade their internal networks to allow free fast wifi for the public. When we start to look at events with hybrid elements, wifi falls short. Wifi is affected by many factors such as loading on the network, environmental factors, number of users, etc. Using standard wifi for a hybrid event would result in the broadcast dropping, or remote presenters’ connections to the conference meeting failing, This is not a good experience for delegates or presenters in either setting and can potentially damage the quality of the event.
That’s why we recommend always checking the internet speed before launching an event - and doing everything in your power to avoid using local networks like wifi. Instead, we recommend hosting all live streaming on LAN, which will give you a better quality connection and ensure that your attendees have a smooth experience.
Choosing the Right Venue for Your Physical and Virtual Attendees
When it comes to planning your next event, you want the best of everything - and we’re not just talking about the food and drinks. You want a venue that can accommodate both physical and virtual attendees, plus give them an experience they’ll never forget.
For the physical venue, it is always concerned about the number of physical attendees, and make sure your event has a spacious space to accommodate everyone. However in the meantime, don't forget always do checking with the venue’s bandwidth, to make sure you going to have a smooth live-streaming connection on the actual event day.
Virtual platforms are a great way to reach an audience that’s not geographically close to you, but it can be hard to choose the right one. So how do you find the perfect virtual platform for your needs? Here are some tips:
How many people do you expect to attend? Some virtual platforms offer a large number of attendees to join your event, which could cost a higher price which might cause you to consider including the cost in the event ticketing scheme.
Look for features that you required for the event. Here are some questions to ask yourself:
Do you need to set up online registration for the public or send out invitation emails to your targeted audience?
Is any online payment gateway needed for event ticket purchasing?
Is your event required a two-way communication solution for physical and virtual presenters?
How much customization do you need for the event? For example, virtual exhibition booths for all sponsors embedded with their brochures, videos, contact info, etc.
The complexity of the virtual platform usage is very important as it affects the user experience of your virtual attendees. Always looking for an easy-to-use platform to reduce the possibility of your attendees having technical hiccups during the event.
Is it possible to have an integrated virtual platform? Of course, it’s a yes! Dreamory has developed a customizable hybrid events software which is the first in Malaysia, and you don’t have to limit the expectation of your events. You can read more on this integrated event software - The Blue Lobby or leave us a message here.
Problem Solving on Technical Issues that Might Occurs
Imagine you have carefully planned everything as mentioned earlier, but then disaster strikes: some unexpected technical issues act up. In this situation, it can be difficult to know what to do next. How do you stay calm? How does someone who is not tech-savvy handle this situation?
Here are some tips for how to overcome/prevent technical issues during hybrid events:
Stand by and prepare more than the required amount of electronic gadgets and hardware so that instant replacement can be done immediately.
Constant checking of the equipment is always encouraged to do so every time before the events start or before the rehearsal to ensure that all the equipment is in good condition and working properly. This will also help us to avoid any technical issues during the event.
When you’re ready to start streaming, the last thing you want to worry about is camera angles and lighting. That’s why we recommend hiring a professional production team to film, produce and live stream your content to you. They can deal with everything to do with your live stream and production. This will include sourcing the right equipment (such as microphones), which they will be able to provide at an affordable rate.
Meeting the Needs of Both Audiences
Hosting a hybrid event means you’re running one event with two separate experiences, so being able to accommodate both audiences can be tricky. And although the content may be the same for both audiences, the way you present it won’t be. Here are 3 things you can do to give your audiences the best experiences:
When you’re hosting a hybrid event, it’s important to know that your virtual attendees feel just as important as their in-person counterparts. And if they don’t, they’ll feel like second-class citizens, and that’s not good for anyone. So we recommend testing and retesting with a reliable platform. When you do, you’ll know that your technology is working properly and won’t let you down at the last minute.
When you’re planning an event, there are a lot of things to consider: the venue, the food, and the entertainment. But one thing that’s often overlooked is your choice of speakers/hosts. It’s important to choose a host who has these qualities: charisma and an authentic connection with their audiences. The energy of your host can be infectious, can single-handedly hype up your audience, and keep them engaged!
When you manage virtual attendees, it can be hard to ensure that all the attendees feel like they are getting the same level of attention as if they were in the room. But don’t worry, you can still make sure your virtual attendees feel supported and engaged by dedicating one or more team members online solely for their support. This person can help spark conversations and networking and can be your attendees’ go-to for any questions or feedback.
The event industry has been in a state of flux since the pandemic, with many organizers turning to hybrid or virtual events as a way to keep their business afloat. While the problems faced by event organizers persist, there is no denying the continuing value of virtual and hybrid events, especially as businesses seek a revival following the pandemic.
Looking to create a hybrid event that leaves your audience engaged and entertained from start to finish? Dreamory Entertainment is here to help.
We're a team of dedicated professionals who are more than experienced hybrid events producers, we know that event technology is revolutionizing the industry, and we take it seriously.
WhatsApp / call: +60 12-432 1928
Email: info@dreamoryentertainment.com