{"id":45908,"date":"2022-03-02T19:50:43","date_gmt":"2022-03-03T00:50:43","guid":{"rendered":"https:\/\/www.eventmobi.com\/?p=45908"},"modified":"2025-08-12T13:24:37","modified_gmt":"2025-08-12T17:24:37","slug":"hybrid-event-strategy","status":"publish","type":"post","link":"https:\/\/www.eventmobi.com\/blog\/hybrid-event-strategy\/","title":{"rendered":"Planning a Hybrid Event: Steal This 9-Step Strategy"},"content":{"rendered":"\n

Hybrid Events are here to stay. <\/p>\n\n\n\n

In the early days of 2020, many event organizers had to make a quick pivot to offer virtual-only conferences. <\/p>\n\n\n\n

This of course presented some major challenges. Event planners had to learn on the fly how to connect and engage their attendees through virtual conferences\u2014not to mention the enormous technical learning curve that comes with hosting an online-only event. <\/p>\n\n\n\n

But this pivot came with a number of benefits, too. People could reach larger audiences in far-off locations, they could accommodate speakers who couldn\u2019t be there in person, and they could reduce their spend by eliminating costly things like venue bookings. <\/p>\n\n\n\n

Now, we have thankfully found a new normal, where in-person events are no longer impossible. But smart event planners haven\u2019t forgotten about all of those benefits that came with the virtual events they were hosting. <\/p>\n\n\n\n

Enter the rise of the hybrid event (and with it specialized hybrid event platforms<\/a>) \u2014the perfect combination of in-person and virtual meetings.<\/p>\n\n\n\n

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Download The Complete Hybrid Event Checklist<\/a> – a free, end-to-end checklist template that will help you ensure your hybrid event goes off without a hitch! <\/p>\n<\/blockquote>\n\n\n\n

If you\u2019re planning your first hybrid event, EventMobi is here to help. We\u2019ve tapped insights from our experienced Event Success Managers and live streaming specialists to bring you this step-by-step strategy to planning a hybrid event that goes off without a hitch.<\/p>\n\n\n\n

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What is a hybrid event?<\/strong><\/h2>\n\n\n\n

A hybrid event seamlessly blends online and in-person elements, creating an engaging experience for anyone attending (no matter where they are). The event holder can then offer evergreen virtual content libraries or ongoing virtual networking opportunities for sponsors, speakers and attendees.<\/p>\n<\/div>\n<\/div>\n\n\n\n

Step 1. Scoping the In-Person & Virtual Aspects of your Hybrid Event  <\/strong><\/h2>\n\n\n\n

The first step to planning any event is to scope it out. You need to know the size and complexity of your event, so you can map an accurate timeline to prepare. <\/p>\n\n\n\n

To get started, sit down with your planning team and answer these questions: <\/p>\n\n\n\n

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  1. How many people do we plan to invite to the in-person event?\u00a0<\/li>\n\n\n\n
  2. How many \u201cvirtual only\u201d tickets do we want to sell\/distribute for this event?\u00a0<\/li>\n\n\n\n
  3. What are the components of the event that must<\/strong> happen in person?\u00a0<\/li>\n\n\n\n
  4. What are the methods we\u2019ll use to engage our virtual participants?\u00a0<\/li>\n\n\n\n
  5. What are the most important hybrid event marketing assets we want to get out of this event?\u00a0<\/li>\n<\/ol>\n\n\n\n

    Depending on the size and scale of your event, you should start planning anywhere from a year to six weeks in advance. <\/p>\n\n\n\n

    Step 2. Preparing your Event Space for your Hybrid Event <\/strong><\/h2>\n\n\n\n

    The next step in designing a hybrid event is building the event space where you will manage various elements of your event\u2014before, during, and after it\u2019s gone live. <\/p>\n\n\n\n

    The EventMobi Hybrid Event Platform<\/a> is designed specifically for this purpose. <\/p>\n\n\n\n

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    You can create a custom branded event space that is accessible on any device and as a dedicated mobile event app<\/a>. Your audience will use either the mobile event app (in-person attendees) or virtual event space (remote attendees) to navigate the event, interact with event speakers, sponsors and each other, watch session live streams and pre-recorded videos, and participate in polls, quizzes, and gamification challenges. <\/p>\n<\/div>\n\n\n\n

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    \"An<\/figure>\n<\/div>\n<\/div>\n\n\n\n

    The event space is also where you\u2019ll create your library of virtual content, which participants can easily access to catch up on sessions they missed or revisit those they found particularly engaging.<\/p>\n\n\n\n

    As a result, you\u2019ll have one single place to manage your entire event, and your attendees will have an easy-to-use, immersive and engaging experience that makes for a smooth and memorable hybrid event.<\/p>\n\n\n\n

    Once you\u2019ve laid the groundwork for your event space, you can move on to the marketing and technical aspects of planning a hybrid event. <\/p>\n\n\n\n

    Step 3. Drumming up Excitement for your Hybrid Event<\/strong><\/h2>\n\n\n\n

    Raising awareness about your event is important, and there are a few extra things you should do when you\u2019re promoting a hybrid event. <\/p>\n\n\n\n

    In addition to all of your traditional event marketing tactics, make sure you inform your audience about all of the opportunities you\u2019re providing with a hybrid format. <\/p>\n\n\n\n

    In your hybrid event marketing materials, highlight that participants who choose to attend virtually will still get the high-quality, interactive experience that comes with attending a live event. Here is some phrasing you can use in your promotions: <\/p>\n\n\n\n