The evolution of hybrid events
The conference and events industry has experienced a significant transformation over the past few years, with hybrid emerging as a powerful and popular format, combining both in-person and virtual elements, allowing attendees to participate both physically and online. This format offers a flexible, inclusive, and engaging experience for a diverse audience yet there is a real appetite to return to fully in-person events. At Red Harbour Events, we believe there will always be a requirement for hybrid. Here we take a closer look at the factors contributing to the popularity of both formats and why we think they are here to stay.
The first question to ask is ‘What is the goal?’ Hybrid is not always the solution. As author and motivational speaker, Simon Sinek famously states ‘Start with why’
1. COVID-19 shook the event industry
The COVID-19 pandemic was a catalyst for change in the event and conference industry as a whole. With social distancing measures and travel restrictions in place, traditional in-person events were either cancelled or postponed. Event organisers quickly pivoted to virtual events, discovering the potential of online platforms. Up until this point, hybrid was not a standard event format, but an optional ‘add-on’. However, as the world began to recover, hybrid emerged as a balanced solution, combining the best of both worlds.
2. An event for all
Hybrid conferences break down geographical barriers, enabling people from around the globe to attend without the need for travel. This inclusivity means that more diverse voices can be heard, and a wider audience can engage with the content. Hybrid can offer accommodations that make participation easier, such as live captioning and sign language interpretation. The flip side of this, in-person gatherings provide an opportunity for a more enriched networking experience. In our opinion, nothing beats connection more than being in the room, building human connection and meaningful relationships.
3. Enhanced engagement and interactivity create results
Whilst in-person conferences create higher customer engagement, technology is expected to engage and educate the online audience. A study produced by Forrester Consulting, commissioned by Cvent reported 77% of attendees are expecting higher levels of digital features (ref: https://www.cvent.com/en/blog/events/level-up-your-event-platform).
Hybrid conferences leverage technology to create interactive experiences that go beyond the traditional format. Virtual attendees can participate in real-time polls, Q&A sessions, and networking opportunities through chat rooms and virtual lounges. These features foster a sense of community and engagement among participants, whether they are attending in person or online.
A key AV supplier of Red Harbour Events, BK Event Production talks of the importance of the event platform chosen to host the hybrid element:
BK Event Production at Law Society Annual Conference.
“To boost engagement and interactivity in hybrid events, we stress the significance of considering pre and post event, not just "during the event”. Creating enthusiasm and promoting interaction in advance sets the stage for the audience to be fully engaged right from the start of the event. By the time of the event, we will have already set the stage for bridging the gap between the online audience and the in-person audience. Continuing that journey and ensuring the event has a legacy we put in place encouraging continued thinking and interaction with the event long after it has passed.” Brendan Keegans, Production Director, BK Event Production
For further information from BK Event Production, follow this link
4. Keeping budgets at the core
Securing a renowned speaker for a keynote presentation can be the making of the conference but having them attend in person can be costly. With the use of hybrid, speakers from other countries can join remotely and thus significantly reducing the costs of travel, accommodation and making it a sustainable option and a more efficient use of the speaker's time.
5. The stats and figures
One of the significant advantages of hybrid is the ability to collect and analyse data. Online platforms and the use of AI can track attendee behaviour, engagement levels, and feedback in real time. This data provides valuable insights for event organisers, allowing them to measure success, understand audience preferences, and improve future events.
6. The benefits for the environment
Hybrid contributes to sustainability by reducing the carbon footprint associated with travel and large-scale gatherings. This aligns with the growing awareness and commitment to environmental responsibility in both the corporate and events sectors.
7. Keeping ahead with technology
The rise of hybrid has been facilitated by advancements in technology, a fundamental aspect to this format working to its advantage. Accessibility to the audience is key, be it online or in-person. Choosing the correct venue to form the backdrop and the partners to work alongside are key to making a hybrid event a success. We asked our AV partners, GLO Live for the key things to consider when planning a hybrid event:
GLO Live, on site
“Hybrid events are all about offering accessibility for your audiences. To provide the best experience, the key components to consider include choosing the right event platform, selecting the venue or venues, ensuring attendee accessibility, managing audiovisual elements, adding audience interaction features, and providing on-brand content on-screen and online. With all this in mind, our goal is for everyone, both in the room and online, to be at ease and enjoy every minute of the event!” Arran Moffat, CEO, GLO
Read more from GLO on key components to consider when planning a hybrid event.
8. What does the future tell us?
Looking ahead, the popularity of hybrid is expected to continue growing. Emerging technologies like AI-powered networking tools, personalised event agendas, and analysing of large volumes of data will further enhance the hybrid event experience. Additionally, as hybrid becomes more mainstream, best practices and standards will evolve, ensuring high-quality experiences for all participants.
Conclusion
In our opinion, hybrid contributes significantly to the future of the conference industry, blending physical and virtual experiences to create a versatile and inclusive platform whilst engaging and experiencing with all that AI has to offer. The benefits of increased accessibility, enhanced engagement, cost efficiency, and sustainability make hybrid an attractive option for organisers and attendees alike. As technology continues to advance, hybrid will likely become even more sophisticated, offering innovative ways to connect, learn, and engage. Whether for conferences, trade shows, or corporate meetings, the hybrid model is poised to redefine the way we gather and interact in the modern world.
Hybrid conferences and events make up a large proportion of the events we produce. Get in touch with Red Harbour to discuss how we can help you execute your next hybrid event.