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Trusted worldwide for 15+ years.

Trusted by companies
worldwide for 15+ years.

Imagine hosting an event where your audience isn't limited by geography or format. Hybrid events offer this fascinating opportunity by combining in-person event and virtual event experiences. They cater to diverse preferences, ensuring everyone can participate in their preferred way. 

You can foster meaningful engagement with interactive elements like live polls and networking. Curious about how this innovative approach can enhance your next conference or trade show? There's much more to explore in this evolving online event landscape.

THE INFO

What Is a Hybrid Event

While navigating the evolving events landscape, you might encounter the term "hybrid event". A hybrid event combines in-person and virtual experiences, allowing attendees to participate in whichever format suits them best.

A presenter speaking to an audience from a stage during a hybrid event

Understanding the meaning of hybrid events is crucial for embracing modern event strategies. By hosting hybrid events, you can expand your reach, engage broader audiences, and accommodate diverse preferences.

These events are particularly effective for conferences, trade shows, and global town halls, where physical and virtual participation by both presenters and attendees can enrich the experience.

As you plan, consider the goals and outcomes you want to achieve. Tailor the content and format to resonate with all participants, thereby maximizing engagement and connections across locations.

THE KEYS

How to Host a Successful Hybrid Event

To successfully host a hybrid event, clearly define your objectives and understand your audience's needs. Knowing what you want to achieve and who you are reaching is crucial.

#1 - Choose the Right Hybrid Event Platform

Select a platform that seamlessly supports in-person and virtual experiences. It should be user-friendly and cater to your specific event requirements.

#2 - Engage Your Audience

Create engaging content that resonates with onsite and virtual attendees. Use interactive elements like live polls and Q&A sessions to bridge the gap.

#3 - Test Technology

Ensure all tech components work flawlessly. This includes testing AV equipment and internet connectivity to avoid disruptions during the event.


Following these steps will set you on the path to hosting a successful hybrid event..

THE WORD

What Clients Say

These marketers, executives, and speakers have had an experience worth sharing.

Andy Tryba, Co-Founder and CEO, Ionic Partners

“I've got to tell you Rally Point Webinars is the best in the industry when it comes to not only the actual delivery of the virtual events themselves, but all of the upfront work that's needed in order for it to be successful. I can't recommend them enough.”

Andy Tryba, Co-Founder & CEO, Ionic Partners

Kathy Forni, Director of CX, EOI Service Company

“One of the effects COVID had on our company was the inability to do our summer training sessions in person. Scary, right? Not when you have Rally Point Webinars to help you facilitate and organize for you. We could not have had a successful training without them.”

Kathy Forni, Director of CX,

EOI Service Company

Greg Osenge, Managing Director, Publicis Hawkeye

“Rally Point Webinars was the most professional, buttoned-up experience I have been through. You could tell you were in good hands. Everything was handled so thoroughly there was nothing to do but do your part as the speaker!"

Greg Osenge, Managing Director, Publicis Hawkeye

Erica Stritch, CMO, RAIN Group

"Rally Point Webinars knows webinars like no one else. If you are looking for a partner to not only facilitate your webinars, but one that will recommend new ways to achieve your goals, then they should be at the top of your list.”

Erica Stritch, CMO,
RAIN Group

THE UPSIDE

The Benefits of Hybrid Events

Hybrid events offer a versatile approach to event planning. Combining both formats allows you to cater to diverse audiences, providing flexibility and accessibility. The numerous benefits of hybrid events make them a strategic choice for modern event planning.

#1 - Wider Audience Reach

With hybrid event marketing, you extend your reach beyond geographical limitations, allowing global participation.

#2 - Cost Efficiency

Hybrid events can lower costs by minimizing travel and venue expenses while optimizing resources for both virtual and in-person elements.

#3 - Enhanced Engagement

The dual format encourages interaction through multiple channels, offering attendees a richer experience and more opportunities for connection to get the best of both worlds.


Embrace these advantages and leverage hybrid events to maximize your event's impact and success.

IDEAS & EXAMPLES

Hybrid Event Production
and Hybrid Event Ideas

Crafting a compelling hybrid event involves balancing creativity with meticulous planning to captivate in-person and virtual audiences.


Start by focusing on hybrid event production. Ensure your technology seamlessly integrates virtual and hybrid events components, enabling a smooth experience for all attendees. Choose a versatile platform that supports live streaming and interactive features like Q&A and polls.

Now, let's explore hybrid event ideas. Consider incorporating gamification to engage participants across both mediums. Virtual scavenger hunts or trivia can drive interaction.


Offer exclusive content, such as behind-the-scenes tours, to virtual attendees to make them feel special. Remember to facilitate networking through virtual breakout rooms or social media-inspired features.

Hybrid Event Examples

The Food & Drug Administration runs a number of hybrid events, which showcase the versatility and impact of this format.


Many of their annual conferences and one-off seminars seamlessly blend in-person and virtual elements, connecting medical experts, regulators, and interested parties globally. The various sessions provide rich, interactive sessions for academics, officials, practitioners, and experts, regardless of location.


  • Panels: These blend onsite and offsite speakers who contribute their perspective on various topics in a moderated manner.
  • Presentations: A single expert delves into a topic, often providing an abstract, methodology, results, key learnings, and examples.
  • Breakouts: Attendees, facilitators, and presenters may gather in small groups to collaborate on how to approach various challenges.
  • Q&A Sessions: Attendees can submit questions for answers in real-time.
  • Public Comment: Registrants can submit requests in advance to have their statements included on the record during a timed public comment period.


These examples highlight how hybrid events provide attendees with diverse experiences, enhancing engagement, and expanding reach beyond traditional boundaries.

IDEAS & EXAMPLES

Hybrid Event Production
and Hybrid Event Ideas

Crafting a compelling hybrid event involves balancing creativity with meticulous planning to captivate in-person and virtual audiences.


Start by focusing on hybrid event production. Ensure your technology seamlessly integrates virtual and hybrid events components, enabling a smooth experience for all attendees. Choose a versatile platform that supports live streaming and interactive features like Q&A and polls.

Now, let's explore hybrid event ideas. Consider incorporating gamification to engage participants across both mediums. Virtual scavenger hunts or trivia can drive interaction.


Offer exclusive content, such as behind-the-scenes tours, to virtual attendees to make them feel special. Remember to facilitate networking through virtual breakout rooms or social media-inspired features.

Hybrid Event Examples

The Food & Drug Administration runs a number of hybrid events, which showcase the versatility and impact of this format.


Many of their annual conferences and one-off seminars seamlessly blend in-person and virtual elements, connecting medical experts, regulators, and interested parties globally. The various sessions provide rich, interactive sessions for academics, officials, practitioners, and experts, regardless of location.


  • Panels: These blend onsite and offsite speakers who contribute their perspective on various topics in a moderated manner.
  • Presentations: A single expert delves into a topic, often providing an abstract, methodology, results, key learnings, and examples.
  • Breakouts: Attendees, facilitators, and presenters may gather in small groups to collaborate on how to approach various challenges.
  • Q&A Sessions: Attendees can submit questions for answers in real-time.
  • Public Comment: Registrants can submit requests in advance to have their statements included on the record during a timed public comment period.


These examples highlight how hybrid events provide attendees with diverse experiences, enhancing engagement, and expanding reach beyond traditional boundaries.

FAQ

Frequently Asked Questions

Got questions about hybrid events? We’re here to help.

  • - How Does Hosting Hybrid Events Impact the Environment?

    When you choose hybrid events, you reduce your carbon footprint by minimizing travel. By offering virtual participation, you decrease the need for transportation and venue energy consumption, making your event more environmentally friendly and sustainable.

  • - What Are Common Challenges in Hybrid Event Planning?

    You will face such challenges as: balancing content delivery for both in-person and virtual attendees, maintaining a unified event identity, managing time zone differences, and ensuring engagement across platforms. Address these issues with strategic planning and adaptable solutions.

  • - How Can Hybrid Events Enhance Sponsor Engagement?

    Virtual booths, mobile app banner ads, and push notifications can enhance sponsor engagement. To maximize visibility, create dedicated sponsor pages, use analytics to show sponsor value, and incorporate sponsored commercials before live and on-demand content.

  • - What Role Does Technology Play in Hybrid Events?

    Technology is crucial in hybrid events, enabling the seamless integration of in-person and virtual experiences. You need reliable platforms for streaming, engagement, and analytics. Choose tools that enhance interaction, provide insights, and ensure a cohesive experience for all attendees who attend in person at the physical event and who join in the virtual space.

  • - How Can Attendee Data Improve Future Hybrid Events?

    By analyzing engagement patterns, preferences, and feedback, you can use attendee data to enhance future events. This helps tailor content, improve experiences, and increase satisfaction, ensuring your events better meet attendees' needs and expectations.

FREE CONSULT

Talk with us about your hybrid events.

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WORST-CASE SCENARIO

Don't let fire alarms and other hazards stop you.

A funny animation of a troublesome fire alarm disrupting the success of a live webinar