In buzzing cities like New York City, hybrid corporate events have become a popular and efficient choice for event planners. There is an element of cost efficiency, as well as incredible inclusion potential for companies large, small, and in between. When organizing a hybrid event for your company, there are nuances and factors to consider. Keep reading for the ultimate guide to hosting your next hybrid corporate event.
Why Host a Hybrid Corporate Event?
Let’s be real—hybrid events are a game changer! They offer the best of both worlds, combining in-person energy with the limitless reach of virtual connectivity. With a hybrid event, you’re not just confined to the people who can physically attend. You can engage an audience far beyond the walls of your venue and make a huge impact across the board.
And here’s the fun part—hybrid events supercharge networking. Imagine virtual breakout rooms, trivia teams, and call-ins, where attendees can connect whether they’re in the room or halfway across the world. The blending of in-person and virtual spaces creates endless opportunities to collaborate.
From a budget standpoint, hybrid events can be your secret weapon. You can save on venue size, transportation, and catering while also reducing your event’s carbon footprint. It’s a win-win!
Ready to plan your next NYC corporate event with a hybrid twist? Let’s dive into the how-to!
Set Hybrid Corporate Event Goals
Like any successful event, you’ll need to set goals. What do you want this event to accomplish? Do you have an attendance goal? What are some more specific objectives and takeaways for the event?
For hybrid events, think in two directions—virtual and in-person. Set goals for both audiences that reflect their unique experiences. Maybe your in-person attendees focus on hands-on workshops and networking, while virtual attendees get more value from interactive online content, polls, or Q&A sessions. Be sure your goals align with the strengths of each format.
Don’t forget to track success! Use metrics like registration numbers, attendee engagement, and post-event feedback to measure how well your event met its goals. When you have a roadmap, you can confidently build a hybrid event that hits the mark for both in-person and virtual guests.
Find a Venue and Virtual Platform
Selecting the right venue and virtual platform is key to the success of your hybrid event. When choosing a NYC venue, consider its capacity, layout, and technological capabilities. You want a space that not only accommodates your in-person guests comfortably but also supports the tech needs of a hybrid event—think strong Wi-Fi, ample electrical outlets, and AV support for live streaming. Location is crucial too. Pick a venue that’s accessible to local attendees and impressive enough to reflect the prestige of your brand.
For the virtual side, choosing the right platform is just as important. Look for an online platform that offers seamless integration of live video streaming, interactive features like Q&A or polls, and easy access for virtual attendees. User experience is key, so ensure the platform is easy to facilitate and offers technical support. Platforms like Zoom, Hopin, or Hublio offer versatile tools for engagement and audience participation, helping to bridge the gap between your virtual and in-person audiences.
Create In-Person and Virtual Audience Personas
Creating an event attendee persona or avatar can help guide event planning overall. Age range, cultures, pop culture or industry references, and even priorities all influence how your targeted audience may experience your event. The deeper the event aspects speak to attendees, the more memorable the event will be. The more memorable an event (in a positive way,) the better the impression and long-term event success.
Build Pre-event Anticipation
Creating buzz before your hybrid event is essential for boosting attendance and engagement. Start with a strategic marketing campaign that targets both in-person and virtual attendees. Use social media teasers, email campaigns, and sneak peeks of the event’s key elements—like special guest speakers or unique sessions. Offering early-bird registration discounts, countdown timers, or limited VIP spots for networking sessions can create urgency and excitement.
Engage your audience even before the event by creating interactive opportunities. This can include live polls, contests, or short Q&A sessions with keynote speakers. Encourage attendees to share the event using a unique hashtag and promote virtual engagement through exclusive content or early access to event materials. By building excitement ahead of time, you increase the likelihood that both in-person and virtual participants will be eager to attend and actively participate.
Prepare for Virtual Event Budgeting
When planning a hybrid event, budgeting for the virtual component requires different considerations compared to an entirely in-person event. Begin by listing all potential costs, such as the virtual platform subscription, tech support, and any additional software for engagement features. You’ll also need to budget for high-quality audio-visual equipment if the venue doesn’t provide it, and possibly a production team to ensure smooth streaming and troubleshooting during the event.
Another key factor is the attendee experience. Consider budgeting for digital materials like downloadable guides or post-event content, which can keep your virtual attendees engaged. If you plan to offer swag bags, consider virtual gifts or discounts that can be delivered electronically. It’s also smart to set aside a contingency fund for unexpected tech issues or last-minute adjustments. Careful budgeting ensures your virtual attendees have a seamless, professional experience, enhancing the overall success of your hybrid event.
Craft a Virtual Event Itinerary
Creating a well-organized itinerary is crucial for the success of a hybrid event. The virtual audience requires a clear, structured schedule that maintains engagement while respecting their time. Begin by planning shorter, digestible sessions—keeping presentations around 20-30 minutes and leaving time for interaction through Q&A or breakout rooms. Use breaks wisely to keep your virtual attendees from feeling fatigued, offering event entertainment or engaging content like short videos or polls during these pauses.
Make sure to plan events that encourage participation from both your in-person and virtual audiences. This could include live-streaming keynotes, offering networking opportunities across platforms, or creating hybrid breakout sessions where virtual and in-person attendees can collaborate. Keep everything accessible by clearly communicating the itinerary well before the event, and send out reminders to keep attendees on track. A well-crafted itinerary ensures that everyone, regardless of how they’re attending, gets the most value from your event.
Run A Mock Hybrid Corporate Event Rehearsal
An event rehearsal, similar to dress rehearsals, is a helpful way to identify any possible bugs or hiccups that may trip up your hybrid corporate event flow on the official day. Having technical glitches happen here allows for plenty of time to fix them and minimize event disruptions. It also allows you to make sure all aspects of your event run smoothly and logically. A rehearsal will help you feel how the event flows, and if needed, you can tweak the itinerary to fine-tune and elevate the whole experience for in-person and online guests.
Go Hybrid with EMRG Media
While organizing and hosting a hybrid corporate event is no small feat, it can be a task that takes time and connections that not everyone has at their fingertips. EMRG Media has skilled, professional event planners who are experienced in hybrid, virtual, and in-person planning. Our team of event professionals knows how to make all your corporate events more impactful – including with hybrid events. Let us handle every complex event production detail. Connect with us!
