How do you organize a hybrid event?

Creating a hybrid event opens up a whole new range of opportunities in theevent industry. And let’s face it… there are many advantages to choosing this format: reaching a larger number of participants at a more reasonable cost, and allowing it to endure over time thanks to its “Replay” button. Find out now how to organize a hybrid event.

Determine the event’s objective

As with any event, the first step is to define your objectives in order to frame your project:

-What is the purpose of the event?

-What’s the target?

-What’s the budget?

-What message do you want to get across?

-What will be the most appropriate format?

-Who will be physically present and who will be connected?

-What will participants take away from the event?

This information will then be used to find a guideline for organizing the hybrid event.

Finding the right concept

The average time an adult spends in front of a screen is 12 minutes. That’s the challenge ofa hybrid event: to make the audience want to stay connected until the end.Internet users who log on expect a strong, attractive concept: rhythm, interaction, speakers and a presenter who animates. To achieve this, you need to find the right balance to satisfy all participants. Once the concept has been established, it’s time to propose original , inspiring content that will arouse everyone’s interest.

Choosing the right hosting platform for your event

In a hybrid event, the online audience and the physical audience participate together in the same experience at the same time. Today, there are many broadcasting platforms. There’s no need to hurry, as these can either enhance or spoil the event. The choice will depend on the following features and functionalities on offer.

The design

First and foremost, the interface must be able to present a digital world of graphics and sound that reflects the image of the event. It must ensure a fluid and engaging experience. Participants will stay longer if navigation and interaction are easy to use. It’s important that it’s responsive, so that every user can connect to their computer, tablet or smartphone.

Management

Some platforms offer complete event management, but not all.In other words, in addition to hosting, they offer a showcase site, agenda, registration management, payment, speaker management, satisfaction surveys and replays. This option is a real plus for theorganization of a hybrid event, both before and after the big day.

Interaction

Finally, the most important thing is to look at what the platform offers in terms of audience interactivity. It’s important to create a close contact, a real exchange, in order to capture the audience’s attention. There are the basics, such as chat, voting and quizzes. Other interfaces seek to offer more original, advanced functionalities, such as matchmaking and whiteboarding.

Organize the hybrid event in a suitable venue

The choice of venue is crucial whenorganizing a hybrid event. As well as being comfortable and attractive for those attending, it must be able to broadcast live to virtual guests. For this, there are two possible solutions:
– rent a room and rent the audiovisual equipment to be installed on D-day
– rent a space with the audiovisual equipment already integrated inside.

The second option ensures that there are no unpleasant surprises (problems with the layout of the equipment, equipment not adapted to the location, etc.).

At Le Connecteur, we have several rooms designed to accommodate this kind of event. Each unique space can accommodate small or large groups.

The Auditorium

Ideal for large-scale events!
The auditorium is equipped with top-of-the-range audiovisual equipment to offer the very best in event streaming. The wildest concepts can be realized in the Auditorium!

The Wall

Like the Auditorium, The Wall is ideal for hybrid events. This 24-seat VIP meeting room is equipped with all the audiovisual equipment required for top-quality videoconferencing.

The Amphitheatre

Equipped for hybrid events, the Amphitheatre is both interactive and intimate. The ideal venue for press conferences, round tables, animated presentations…

An audiovisual manager on hand

At Le Connecteur, Romain Berdoulay, Audiovisual Manager, ensures that the technical tools are running smoothly, and advises and accompanies customers right up to D-day. A real plus for a successful event.

And let’s not forget the post-event part

The post-event phase is just as important as the day itself. The advantage of a hybrid event is that it lasts over time. Those who can’t attend will be able to do so sooner or later.

Replay and new content

Depending on the event’s objectives, it’s a good idea to create content based on the virtual and physical interactions that take place on the day. As the event is recorded, the content will be all the more real. Spontaneous discussions offer moments that can sometimes go viral.

Statistics

Some platforms offer satisfaction questionnaires and access to audience statistics. This is an interesting option for subsequent event projects. In fact, it provides information for improving future hybrid events.

Interested in one of our rooms? Send us an e-mail to [email protected]

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