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How to Host Engaging Virtual And Hybrid Events

Transiting to virtual and hybrid events has become a new normal. Over the course of the pandemic virtual hybrid events have gained immense popularity. Hosting an engaging virtual or hybrid event requires an equal amount of planning and strategy to attract attendees to the event. Here is a quick guide to host engaging and interactive virtual hybrid events.

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How to Host Engaging Virtual And Hybrid Events

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  1. How to Host Engaging Virtual &Hybrid Events Planning to host your next virtual or hybrid event, we have a breakdown of a quick brief to host engaging and interactive virtual and hybrid events.

  2. Transiting Live Physical Events to Virtual Events • The unforecasted advent of the COVID-19 has been a catalyst for the sudden transformation of event formats. Organisations worldwide pivot virtual events to keep running smoothly. • Live streaming is on a rapid rise. It has been anticipated that live streaming is expected to account for 15% of the total Internet traffic by 2021. • Moving ahead with times, 93% of organizers plan to invest in virtual events and make them a part of event strategy post-pandemic. • 67% percent of companies are willing to invest in web conferencing software as per the poll conducted by TrustRadius.

  3. Advantages of Virtual Events Virtual events offer enormous benefits when compared to traditional event formats. Boost engagements, foster connections, generate more qualified leads, and drive business revenues by leveraging virtual events. Here are a few advantages of transiting to virtual events: • Increased Participation and Engagement: Allows attendees to join the event remotely from any location around the world. However, resulting in better reach, attendance, and engagements. • Ease of Access:Virtual events are easily accessible as it allows attendees to attend an event from any device from the comfort of their own space. • Cost-Effective Alternative: Eliminates the cost involved in traveling, accommodation, renting a venue, food & beverages, and so on. • Improved ROI: An improvised ROI is expected out of virtual events. • Environmental Friendly: Results in eliminating carbon emissions and disposal of waste and plastics. • Data Tracking: Keep a track of KPIs and every attendee moves right from the start till the event ends. • Real-Time Analytics Report: Offers real-time analytics reports to measure performance metrics of an event. PHYSICAL Vs VIRTUAL EVENTS

  4. How Events Will Look in Near Future? A hybrid event model comprises the best elements of both the event worlds i.e. virtual and in-person events. A physical event that comprises a virtual event component and can be accessed by attendees either in-person or virtually is known as hybrid events. • 62% of event planners believe that the future of events lies within hybrid events. • 50.7% of executives think that in the future all live events will have a virtual dimension.

  5. Advantages of Hybrid Events • Low Accommodation: As attendees are divided into two halves, which results in reducing the number of in-person attendees. However, the need for a larger accommodation gets escalated with hybrid events. • Increased Attendance: Hybrid event model results in having high attendance at the event. Attendees residing in proximity to the event venue can attend the event in-person. Whereas attendees who have a second thought about traveling can attend the event virtually from remote locations. • Long-Lasting Associations:Hybrid events allow organisers to record the complete sessions while being streamlined to virtual attendees. It allows the organiser to share the pre-recorded video content with attendees later thus fostering meaningful and long-lasting association with attendees. • Enhanced Visibility for Sponsors: As hybrid events are an amalgamation of people attending an event in-person as well as virtually, it results in enhanced reach. It helps in attracting more sponsors to your event.

  6. Tips to Host Engaging Virtual or Hybrid vent We have listed a pre, during and post-event rundown to host an engaging, interactive and successful virtual event, have a look: Before The Virtual or Hybrid Event: #1. Identify the objective of hosting a virtual or a hybrid event Determining the purpose of hosting a virtual or a hybrid event is a must to create an effective strategy and achieve desired results. • Whether you want to enhance your brand visibility? • Boost business revenues? • Showcase your offerings to a wide spectrum of global audiences? • Connect with global attendees? • Tap talent across the globe? And so on.

  7. #2. Create an Effective Game Plan Creating an effective strategy is a must whether you are planning to host a large scale or a small scale event to achieve optimal results. Ask the following questions to yourself before creating any strategy: • Will your virtual event be live, on-demand, or a mix of both? • Will the access to your event be free or gated? • What is the best time for hosting an event as per target attendees? • Do you need event registrations? • How will you promote your upcoming event? • Will you offer on-demand video content? • What KPIs are you planning to track? #3. Outline the Budget Create a budget for your virtual hybrid event before opting for any technology solution. The cost involved in live physical events gets reduced significantly with virtual and hybrid event formats. While creating a budget for virtual hybrid event format keep the following considerations in mind: • Allocate a budget for marketing and promotions • Invest in the right technology partner

  8. #4. Select the Right Virtual Event Platform Leverage the right virtual event platform that offers a series of comprehensive features to boost networking and engagements at virtual hybrid events. Look for a platform that offers various features: • Live chat audio/video chat capabilities that enable attendees to interact in real-time.   • Engaging tools such as live polls, surveys, leaderboard, Q&A, quizzes, contests, etc.   • Data measuring capabilities to measure performance metrics • Real-time analytics report • Digital attendee footprinting to keep a track of every digital attendee move right from the start till the event ends. • Customisable services suiting every business requirement.  • On-demand video content • Easy registration and navigation • 24*7 Real-time support Apart from it, look for a virtual hybrid event platform that must-have features listed below to upscale the entire event experiences. • AI-Matchmaking • Networking Tables  • Attendee Footprinting  • Social Wall  • B2B Meeting Scheduler

  9. #5.Promote Your Upcoming Event Promoting your upcoming event is a key to attracting a maximized number of attendees at an event. Identify the key selling point to market your event and create an effective marketing plan. Here are some ways to promote your upcoming event: Public Relations Send Direct Mails Run Digital Ads Leverage social media marketing

  10. #6. Keep Time Zone Considerations in Mind #7. Be Prepared For Any Technical Glitches If you are targeting global attendees, keeping time zone considerations in mind is a must while selecting the date and time of an event to ensure maximum attendance. • Select the time and date that is suitable to the majority. • Do a little research beforehand, to look for any competitors event falling on the same date. • Make sure your event does not clash with any national or international holiday falling on the same date. Virtual as well as hybrid events may result in having unexpected technical errors at the last moment. Before going Live: • Check your internet connection • Run a dry test beforehand • Have a plan B ready in case of any mishaps • Prepare a FAQs page

  11. During the Virtual or Hybrid Event: As per event marketers, Engagement is the major challenge faced during virtual and hybrid events. To host a successful virtual or hybrid event one must engage attendees during the on-going event. Here is a rundown to engage attendees during virtual or hybrid events #1. Educate Virtual Attendees  Educating virtual attendees about the event format is a must as it helps them to get the most out of the event. • Share a quick reference guide with attendees pre-event via email. • Once you go live, share a brisk brief that allows them to easily navigate throughout the event. • Enumerate the basic procedure about how to access virtual sessions, get breaks, and much more.

  12. #2.Create Opportunities For Engagement Create opportunities for engagement during the event to keep attendees interested throughout the event. Here is a list of activities you can incorporate in the event to boost engagements: • Organise Live Polls & Surveys  • Q&A Sessions  • Gamification  • Contests, and Quizzes  • Leaderboard Challenge • Networking Tables and more. 85% 60% 90% 25%

  13. #3.Boost Networking in Real-Time Motivate your attendees to have real-time conversations with other attendees, hosts, speakers, and exhibitors. Here is a list of various networking formats that enable attendees to have life-like interactions during virtual or hybrid events: • Live Audio/Video Chats • 1:1 Networking • Group Networking • AI-Matchmaking • Virtual Networking Tables • Business Card Exchange • Whatsapp chat & Zoom Meeting integration

  14. #4. Incorporate Breakout Sessions During The Event to Boost Engagements Introduce breakout sessions amid your event if your event lasts for more than 30 minutes. It allows attendees to: • Get refreshed and relaxed.  • Have free-flowing conversations with other attendees. • Foster meaningful connections • Have discussions using social walls.

  15. After Virtual or Hybrid Event: The marketer’s work does not end once the event is over. Creating a Post-event strategy is a must to generate amplified business leads and boost revenues. #2. Share event clips across Social Media Sharing top highlights of your event on social media channels helps in promoting your virtual and hybrid event once it gets over. • It helps in taping a new audience segment globally. • Enhance your event reach • Generate more leads #1. Do not forget to follow up with attendees post-event • Following up on your registered attendees is a must to get the maximum out of your event. • Send a follow-up survey via email to all the attendees who attended the event asking what they liked and what not at the event. • Ask them about the most engaging hotspots at the event and the areas that need improvement for future events. • Do not forget to follow-up with attendees who missed the event. A missed prospect can be a qualified lead.  • Share clips from the event to registered attendees via email who missed attending the event.

  16. 85% 60% 90% If your virtual hybrid events are not generating sufficient business leads or not delivering optimal results as expected, Dreamcast virtual hybrid event platform enables you to host engaging and interactive virtual hybrid events effortlessly with customisable options to closely replicate the essence of live physical events. Boost your business, make your events more engaging and interactive and deliver immersive event experiences with leading virtual event platforms. For more information, contact Dreamcast. 25%

  17. Thank You! About Dreamcast: Dreamcast virtual and hybrid events platform allow you to move your events online and deliver immersive event experiences to your virtual event attendees. Dreamcast enables brands and organizations to host Hybrid and Virtual Meetings, Conferences, Exhibitions, Trade Shows, Annual General Meetings, Town Halls, Product Launches, Music Festivals, Job/Career Fairs to magnify your reach and amplify better engagements in real-time. Make your virtual & hybrid events more engaging, powerful and interactive with Dreamcast. +91 95099 36100 www.dreamcast.in contact@dreamcast.in

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