The concept of events that incorporate online elements, is not something that has recently appeared. Choosing to organize a hybrid event will help businesses no longer be limited in space to a single location like traditional physical events.
Let’s learn about the concept of hybrid events with Influence Agency, the advantages, key factors for successfully organizing hybrid events as well as the top 8 hybrid event organizing platforms.
What is a hybrid event?
Hybrid event is an increasingly popular form of event marketing that integrates an in-person event (offline event) with various activities on an online platform. It fosters widespread coverage, increases interaction with customers, promotes brand love, and ultimately brings positive results to brands.
A well-organized hybrid event will maximize the ability to bond and interact with attendees, especially through online channels, helping them have “surreal” experiences just like people who are participating in the live event.
From there, customers will have a new and more positive view of the brand’s products and services, as well as increase their love and loyalty to the brand.
Types of hybrid events
Hybrid event is one of the forms of event marketing. Hybrid event takes offline events as the center, some types of events that belong to hybrid events include multiple high-tech online platforms (Metaverse, Virtual Reality – VR, Augmented Reality – AR, Livestream, Online Game…) as a tool to support the organization of online activities.
To join an event or program, audiences can receive AR online tickets, or watch live streams, participate in offline events and experience virtual reality technology, or participate in mini-games.
Generally, hybrid events can be categorized into 3 primary types:
- Virtual-first hybrid events: These events are mostly designed for online participants, with some in-person elements integrated to enhance the experience for both remote audiences and offline attendees.
- In-person-first hybrid events: For these events, the main focus is centered on in-person attendance, but virtual elements are added to amplify the reach of remote attendees who cannot attend.
- Simultaneous hybrid events: Also known as fully hybrid events, these are events where both online and offline audiences participate simultaneously in the same meetings and activities, creating an integrated experience for all attendees.
Advantages of hybrid events
Among the 9 types of promotional events marketing nowadays, Hybrid events combine various elements of both in-person and virtual events. Here are some key notes for your business about the benefits of a hybrid event, including
- Flexibility: Hybrid events can be held for millions of attendees to join, giving an immersive experience for online users to be part of the live event.
- Accessibility: Hybrid events help organizers solve concerns about venue limitations and weather uncertainties by allowing only certain audiences to attend in person while others participate remotely.
- Reduce management concerns: Separating online and offline will help reduce risks and make event management easier.
- Cost-effective: Implementing a hybrid event is cost-effective and requires fewer human resources compared to traditional event planning but it is equally effective.
- Sustainability: Hybrid events contribute to being environmentally friendly by reducing a large amount of unnecessary waste production.
- Increased Reach: Reaching global audiences, eliminating all gaps in space and time, enabling participation from anywhere, anytime using just a smartphone, tablet, or laptop.
- Data Analytics: Measure outreach effectiveness with dedicated software that helps the organization collect valued data insights and track attendees’ interaction and behavior.
- Enhanced Engagement: Enhance audience experience and optimize interaction between the public and guests.
- Increased Sponsorship: Attractive to sponsors because this is an increasingly popular hybrid event solutions nowadays.
What factors should businesses consider when choosing a hybrid event platform?
Influence Agency will help you list out some main points that your business should consider regarding choosing a suitable organizer for your next event.
Advertising brand:
Choosing a hybrid event platform that seamlessly aligns with your brand’s identity is important to maintain brand consistency across both online and offline platforms.
You should look for a platform that offers customized branding options, such as logo placement, color schemes, branded landing pages, and so on in order to let attendees easily recognize your brand.
Online and on-site support:
Good hybrid event platforms should provide comprehensive technical services to support both virtual and offline attendees during the event.
An organizer that invests in modern technical equipment will support troubleshooting issues; hence, supporting staff will help solve problems and concerns, ensuring transparent communication channels for attendees to reach out for assistance.
Customize tailored to your needs:
Every event has its own uniqueness, and your chosen hybrid event management software should have tools to customize to your specific requirements.
Whether it involves crafting personalized agendas, developing engaging virtual spaces, or integrating branded materials. Your business should seek a platform that provides adaptable customization features to align with your event objectives
Create new connections:
One of the key benefits of hybrid events is the opportunity to connect with a broader audience, both online and offline.
Some platforms facilitate networking and relationship-building among attendees through features such as scheduling virtual networking meetings, providing interactive breakout rooms, 1:1 meetings with professionals, or a group meeting video.
Encouraging meaningful interactions will enhance the overall attendees’ experience and foster valuable connections.
Video library:
This built-in feature grants attendees access to the video library, after the event has ended, they are able to watch the presentations and the whole event, in the most convenient way.
Moreover, regarding audiences that missed the event, they can play back, catch up, and download every session, catering to their individual preferences and needs.
Analytics & reporting:
Utilizing data-driven analytics is vital for measuring the success of your hybrid event, shaping future planning and marketing strategies. Choose hybrid event platforms that provide analytic tools and reporting features, allowing you to monitor attendees’ engagement, performance metrics, and gain valuable insights into attendee behavior.
This data will help you identify areas for improvement and optimize future events for better results.
Security:
When it comes to hosting a hybrid event, keeping personal information safe is crucial. It’s essential to select hybrid event platforms that place a high priority on data security and privacy.
When choosing a platform for your hybrid event, look for hybrid event solutions with strong safeguards that prevent unauthorized access and lower cybersecurity risks.
Here are some regulations that Influence Agency suggests for your business that comply with industry standards and regulations, such as GDPR, HIPAA, or PCI DSS. Depending on the nature of the event, you can consider implementing additional security measures or protocols recommended by the platform provider.
Right partner:
Selecting the right hybrid event platforms or hybrid events production agency is important for the success of your event. Consider factors such as the provider’s reputation, experience, and track record in delivering hybrid event solutions.
Look for partners that offer comprehensive support, reliable technology, and a collaborative approach to help you plan, execute, and optimize your hybrid events effectively.
With extensive experience in the marketing field, Influence Agency has successfully organized over 20+ projects in the past year. Businesses want to learn more about event marketing and find matching solutions tailored to your goals. Visit our event services to get the consultant
Top 8 best hybrid event platforms:
Influence Booking Platform
The Influence Booking Platform is a hybrid event platform that belongs to Influence Media. Recognized as a leading hybrid event platform, Influence Booking offers various solutions using cutting-edge technology for seamless virtual, in-person, and hybrid events.
With its advanced technology and comprehensive services, Influence empowers event organizers to craft immersive and captivating experiences for attendees worldwide.
Some notable available features for users:
- Event Branding and Design
- Landing page & Website
- Event Check-in
- Badge Design & Printing
- Interactive Dashboard
- Customized Agenda
- Live-streaming
- Ticketing
- Networking
- Live Polls & Surveys
- Appointment Booking
- Payment Tool
- Event CMS
- Reporting & Analytics
- Live chat
- Reporting & Analytics
Advantages of the platform:
Influence Booking Platform offers huge advantages that make it a top choice for enterprises. Firstly, its versatile event platform allows organizers to effortlessly transition between virtual, in-person, and hybrid event formats, ensuring maximum flexibility and adaptability.
Whether you’re planning a virtual conference or a hybrid trade show, the Influence Booking Platform provides the necessary tools and support to ensure that your next event is a roaring success.
From managing registrations to scheduling sessions and from engaging attendees to tracking attendance, Influence Booking Platform simplifies the entire event management process. With its advanced features and user-friendly interface, organizing events has never been easier.
Accelevents
Accelevents is a versatile event management platform that offers a wide range of solutions to streamline the planning, execution, and engagement of virtual, hybrid, and in-person events. With its advanced registration flow and user-friendly virtual hub, Accelevents creates a stunning branded event page and empowers organizers to create engaging experiences for attendees.
Some notable available features for users:
- Attendee Tracking
- Customizable Branding
- Event Registration
- Event Scheduling
- Exhibit/Vendor Management
- Live Chat
- Networking
- Survey/Poll Management
- Ticketing
- In-Depth Analytics
- Gamification
Advantages of the platform:
Accelevents provides numerous advantages that make it a preferred choice for event organizers, its comprehensive event management tools enable businesses to efficiently manage all aspects of their events, from registration and ticketing to attendee engagement and analytics.
With Accelevents, organizers can save time and effort and streamline onsite check-in & badge printing allowing you to focus on delivering exceptional event experiences.
Eventbrite
Eventbrite is a dynamic event management and ticketing platform that empowers event organizers to create, promote, and sell tickets for events of all sizes and types around the world.
They go beyond virtual events, their hybrid event solutions seamlessly integrate with Zoom, Vimeo and other video platforms revolutionizing the hybrid event experience and making event planning easy.
Some notable available features for users:
- Email Marketing
- Exhibit/Vendor Management
- Payment Tool
- Reporting/Analytics
- Social Promotion
- Surveys & Feedback
- Ticketing
- Reporting & Analytics
Advantages of the platform:
Eventbrite has intuitive event creation and ticketing tools that simplify the event planning process, allowing organizers to set up events quickly and efficiently.
Furthermore, Eventbrite’s powerful promotional tools help organizers reach their target audience and drive ticket sales. With features such as email marketing, social media integration, and event discovery partnerships, Eventbrite maximizes event visibility and attendance.
EventMobi
Established in 2019, EventMobi’s event planning software has earned the trust of associations, agencies, and corporations for over 15 years in delivering engaging professional events. Their primary focus is enhancing businesses’ ability to engage and entertain guests, with satisfaction remaining their utmost priority.
Some notable available features for users:
- Event Branding and Design
- Registration & Websites
- Event & Session Check-in
- Badge Design & Printing
- Exhibitor Lead Capture
- Social Media Dashboard
- Interactive Event Mapping
- Live Display
- Networking
- Live Polls & Surveys
- Appointment Booking
- Gamification
- Event CMS
- Reporting & Analytics
Advantages of the platform:
EventMobi’s intuitive platform makes event planning and management simple and efficient, even for users with limited technical expertise. With EventMobi, organizers can tailor their event apps to suit their specific needs and branding, creating a personalized experience for attendees.
EventMobi also provides a range of interactive features, such as live polls, Q&A sessions, and gamification tools, to keep attendees engaged and invested throughout the event.
Cvent Event Management
Cvent Event Management stands as a premier event management platform, earning the trust of organizations globally such as Walmart, SIEMENS,… Offering a comprehensive suite of tools, including planning, promotion, day-of-event, and post-event features, Cvent empowers event professionals to seamlessly manage the entire event lifecycle.
Moreover, the platform also offers free courses in both Virtual and Hybrid Events Training. You can now earn a certificate and get CMP credits.
Some notable available features for users:
- Attendee Tracking
- Customizable Branding
- Event Registration
- Event Scheduling
- Exhibit/Vendor Management
- Live Chat
- Networking
- Survey/Poll Management
- Ticketing
Advantages of the platform:
Cvent.com offers the industry’s most extensive network and venue-sourcing database, connecting marketers, planners, suppliers, hotels, and venues worldwide.
With an all-in-one platform, from small meetings to complex conferences, hybrid experiences, virtual trainings, and webinars, Cvent adapts to your evolving needs. Gain valuable business intelligence with real-time reporting and attendee engagement insights to make informed decisions and demonstrate ROI.
Plus, enjoy around-the-clock access to their dedicated customer support team, ensuring peace of mind and prompt assistance
Whova
Whova is an Award-winning Mobile Event App at the Event Technology Award, a global top 50 Software company in 2024, and a trusted partner of many distinguished innovators such as IKEA, Lego, Deloitte,.. With its prestige in the event marketing platform field, Whova empowers event organizers to create memorable and impactful experiences for attendees worldwide.
Some notable available features for users:
- Attendee Tracking
- Customizable Branding
- Event Registration
- Event Scheduling
- Exhibit/Vendor Management
- Live Chat
- Networking
- Survey/Poll Management
- Ticketing
Advantages of the platform:
Among various competitors in the market, Whova provides customers with lots of benefits that make it a preferred choice for event organizers. Firstly, its comprehensive event management tools enable organizers to seamlessly manage all aspects of their events, from registration and ticketing to agenda planning and attendee communication.
With Whova, organizers can save time and effort, allowing them to focus on delivering exceptional event experiences. Organizers can track registration metrics, session attendance, and engagement levels, allowing them to measure the success of their events and make data-driven decisions for future planning.
SplashThat
SplashThat is a marketing platform for in-person, virtual, and hybrid event programs. With its intuitive interface and powerful features, SplashThat enables businesses to streamline event processes, increase attendance, and drive engagement effectively.
Some notable available features for users:
- Event Scheduling
- Ticketing
- Attendee Tracking
- Reporting
- Design
- Guest Management
- Ticketing
- Virtual Venue
- Attendance Insights
- On-Site Tools
- Integrations
- Reporting
- Team Management
- Security & Compliance
Advantages of the platform:
SplashThat has a range of advantages that make it a top choice for event marketers. Firstly, its modern interface and customizable templates make event creation and management an ease. Whether it’s a corporate conference, webinar, or internal event, SplashThat provides a single tool that flexibly designs stunning event pages that capture attention and drive registrations.
Besides that, SplashThat’s in-depth analytics and reporting capabilities provide valuable real-time insights, enabling organizations to measure event success, event ROI and identify areas for improvement.
vFairs
vFairs is a virtual events platform that empowers organizations to host all kinds of events, including engaging online, hybrid & in-person events within one event management platform.
With its user-friendly interface and cutting-edge technology, vFairs.com provides a seamless hybrid event solution for businesses, universities, and associations to connect with their participants.
Some notable available features for users:
- Attendee Tracking
- Customizable Branding
- Event Registration
- Event Scheduling
- Exhibit/Vendor Management
- Live Chat
- Networking
- Survey/Poll Management
- Ticketing
Advantages of the platform:
vFairs.com has various advantages that set it apart as a premier hybrid event solution. Firstly, its interactive and customizable virtual environments enable organizations to create engaging experiences.
Additionally, the platform is committed to data security and privacy, with robust measures in place to protect sensitive information and ensure a safe event environment. From secure login processes to encrypted data transmission, organizations can trust that their virtual events are conducted in a secure and compliant manner.
Conclusion
Hybrid events have proven to be an efficient solution for businesses looking to improve the scale of their events, increase the number of attendees, reduce organizational costs per person, and maximize engagement at every touchpoint in the customer journey.
By leveraging technology, hybrid events enable businesses to provide a seamless and engaging experience for both in-person and virtual attendees, which can lead to higher attendance rates and increased engagement.
Overall, hybrid event solutions offer a cost-effective and efficient way for enterprises to host events that can leave a lasting impact on attendees and this approach is expected to be the leading trend in the coming years and soon become the future of the event industry.
