Virtual and Hybrid Events: a Quick Guide to First Steps

Virtual and hybrid events

Virtual and hybrid events are not the same thing. Hybrid events include both in-person and virtual visitors, as opposed to a pure virtual event, which takes place fully online with a virtual audience. There are several ways to make any event a hybrid, but to put it simply, a hybrid conference combines live and virtual elements, allowing delegates or speakers to attend sessions in person or remotely through the Internet. You could even make your audience entirely virtual by live-streaming your speakers from an event place, the options are limitless. As we move closer to 2021 and constraints loosen. It is hoped that we will be able to use this opportunity to increase the effect of in-person events by broadening our audiences through virtual. 

To develop a meaningful event experience for both physical and virtual guests, it is critical to consider all aspects and provide a smooth attendee journey before, during, and after the event. Here’s a step-by-step guide to organizing a successful event. 

Step 1: Building the Audience

By reaching out to the right people all over the world, you may greatly enhance audience participation with hybrid programs. Because virtual events are more accessible, there are several opportunities for more individuals to sign up. To cut through the noise, create a carefully selected list of your target audience by categorizing them by age, gender, geography, employment, job function, job seniority, hobbies, interests, social media groups in which they participate, and more. 

Step 2: Event Marketing Tools

Create Website for Event

A dynamic, SEO-friendly event website enables you to express the value of your event to visitors while also providing important information such as the event agenda, presenters, sessions, exhibitor list, and special promotions. An easy-to-use mobile event app acts as a significant engagement tool for in-person attendees at virtual and hybrid eventsAttendees may explore the hybrid events location, network with other attendees, set up meetings, send messages, engage in polls, surveys, social media activities, and much more by downloading the official event app from the Google Play Store and App Store. 

Step 3: Event Registration

Attendees can register online by filling out a form on the event website or through joined third-party apps and social media profiles. An attendee can pre-fill the various fields upon registration if they are a current member of the community or by following a customized invite link.

Step 4: Connecting Audience

Matchmaking and Connecting Favorite Matches

After the registration process is completed. The information provided by attendees and exhibitors. As well as their previous behavioral patterns. This is used to enable AI-powered matchmaking in the event platform and connect them with relevant people, materials, and goods. After attendees and exhibitors have chosen their meetings based on AI-matchmaking recommendations, they can use the event website or mobile event app to contact their favorite matches, send them personal messages, and book appointments. 

Step 5: Buyer Program

By linking exhibitors to pre-qualified buyers through a hosted buyer program, you may establish high-level networking opportunities at hybrid trade fairs. You can create a smooth, personalized hosted buyer experience by utilizing an AI-powered hosted buyer management platform, enhancing your event’s sales potential and ROI.

Step 6: Accessing the Event

As part of their current membership, virtual attendees who are members of your online community can obtain seamless online access to the Visitor profiles for new registrants incorporate information and preferences entered during hybrid events registration. These can be changed at any moment.

Step 7: Navigation

The event app allows in-person guests to roam about the exhibition and explore different meeting rooms, breakout rooms, and exhibitor booths with ease. Indoor mapping and wayfinding assist attendees in navigating the event.

Step 8: Content Delivery

The efficiency with which information is deliver. Is critical to the success of your event. Depending on your event objectives, you can distribute your information in a variety of ways, depending on which is most engaging for your live and virtual audiences.

Step 9: Connecting

While in-person attendees can easily go up to different exhibitor stands at the venue, virtual attendees can explore the exhibitor’s online profiles and digital exhibitor stands on the event platform. Exhibitors can scan guests’ digital or physical badges using the badge-scanning functionality in the event app’s exhibitor area.

Step 10: Attending Event

Meetings are arranged and added to the events agendas following the initial dialogues and debates. In advance, notifications in the event platform and mobile apps are triggered to notify attendees of an upcoming gathering.

Step 11: After Event

The performance of the event may be determined by examining the post-event analytics. Which records all virtual event metrics such as profile views, attendee engagement, likes and favorites, clicks on sponsored ads and banners, directory searches, meeting minutes, and more.

Virtual and Hybrid Events Online in Qatar

The above mentioned are the steps to organize an event and Master Badge is an organization that specializes in organizing virtual and hybrid events that involve participant registration, email marketing, attendance monitoring, certificates, surveys, on-site solutions, and other services.

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