The Guide For Successful Hybrid Event in 2022

Singapore succeeded in many successful hybrid events in 2021. The pandemic has sparked difficulties for the MICE (Meeting, Incentives, Conventions, and Exhibitions) industry.

The closed borders have given rise to hybrid events in Singapore or nearby locations. And nowadays, these events have become very popular among event planners.

So are you one of those planning to organize a successful event in 2022? If yes, then we will discuss best practices to follow for the execution of an effective event.

Understand The Hybrid Events And Its Types

A hybrid event refers to a mixed event where there are live participants and online viewers too. In a mixed event, the company targets both the in-personal and virtual audiences at the same time.
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Generally, you will find two types of hybrid events followed below.

The First One is External Hybrid Events.

The external events are those which are specially targeted toward your prospects. Converting a live program to a mixed event helps to gain more attention from attendees, which helps to minimize the carbon footprint. Some examples of external events are product demos, trade shows, conferences, and more.

The Second Type is Internal Hybrid Events.

Most often, internal events offer a huge advantage to internal stakeholders, consisting of leadership staff, employees, etc., in the company. And it is not possible to gather all stakeholders at one time. That is why internal events help to create a meeting room and allow staff to join with a link. Examples of hybrid events are; global town halls, sales kickoffs, company spirit weeks, and larger team meetings.

Execute A successful Hybrid Event: 7 Integral Steps

Often people get confused between an online event and a hybrid event, however, both are different. For making a hybrid/mixed event successful, there are some key elements to consider. Check out the seven important steps!

1. Make a Budget

This is the first thing to consider when planning to organize a mixed event. Keep all expenses and miscellaneous expenses in your mind.
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If you plan to hire an event company in Singapore, ask them to provide quotes. There is a simple formula: find out the best event management companies, check their background, client reviews, etc.

Once you have narrowed down your research, you can personally contact each of them and ask them to provide you with a rough estimate. So, now you have an estimate for conducting an event, check your budget and plan it accordingly.
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Remember, you will experience many miscellaneous expenses while creating a successful event. So, according to your budget, you can choose a company.

2. Marketing

To gain more and more audiences, you need to market your event before the date. The best way to market these days is through social media platforms like Instagram, Facebook, Twitter, etc.

You can also create a social media campaign to reach the target audiences. Moreover, the number of attendees in an event easily increases with marketing tactics. You can even create an appealing event website that shows all details about the program and the authority’s contact information.

3. Easy Registration

Make the registration process easy for online and live audiences too. You can allow attendees to register their names from a website or a link. Also, make tickets available for all your audiences.

For an impact on attendees, you can create an event registration page. There you can add a logo of your company, colours associated, and your tagline.

The seamless registration experience will create a good image of your company in the target audience’s mind. In the end, don’t forget to keep the names of all those people that abandoned registration.

4. Create Engagement With Content

Now your second target is the audiences or invitees. No doubt, whether it’s an in-person, virtual, or mixed event, content is equally important for all of them. Make sure your live, as well as virtual attendees, feel excited when attending an event.

For example, if you are organizing a corporate event in Singapore provide content related to their genre. Don’t go off-topic or never present any unnecessary facts.  For this, you have to create engaging content with some extra elements. Ensure all your presentations consist of images, videos, or flow charts so that participants don’t feel bored while sharing PPT.  

5. Timely Delivery

As you know the importance of time in an event, make all your employees understand the value of time.
Whether content for social media or arranging props for an event, everything must be delivered timely. If you need some decors or props to decorate the stage, they should be delivered at least 3 days before an event.

Now, coming to content, for example, you are marketing your event, ensuring the team starts it 1 month before the date of an event. Content should be delivered timely on social media platforms. It is because sometimes late information does not approach or engage the target audiences.

Or you can ask your event management company to take care of on-time delivery of everything. They may offer you extra arrangements for an event.

In a mixed event, the host considers both in-person as well as virtual attendees, so no one should feel left out in the program.

Also, make sure the message in your event is clear and easily understood by the audience. As you know, the hybrid event needs more approaches to send a message to the target audience, so make it appealing and straightforward. It will indeed create a great impression on your audiences.

6. Technical Awareness

If you are all dependent on an event company, ensure they have already organized some successful hybrid programs. They must be experienced in the same field. It implies that a company needs to be equipped with technology that supports streaming and live audio for virtual participants. Furthermore, they need to meet the needs of participants.

Do you know that you can save your extra expenses with the right techniques and technical awareness? No need to outsource technical people on the event day. The company you have hired will manage all your technical issues. An experienced planner can oversee the technical aspects of an event.

When you are hiring a company, ask them a few questions;

• The total experience they have in conducting a hybrid event.
• Are they comfortable with the live streaming?
• Will they provide personal or their own studio for live streaming?
• The types of cameras they are using.
• How many lights will they place at the time of an event?

7. Find Sponsorship Opportunities

Have you completed the backend work? Now, look for the best sponsors for your event. You might know that collaborations and sponsorship are the basic elements of an event.

You can approach different types of sponsors, such as; large firms with larger audiences. The second ones are companies that can help with giveaways and give attendees gifts. And the third one is the companies who can provide you with funds for your next events.

Final Words

The tips we have enlisted will help you plan an effective hybrid event in Singapore in 2022. The more engaging the event, the more audiences will get your message. Your event will be successful eventually if you treat the virtual and in-person audiences the same while preparing your strategy.

Well, all the events have the same goal, whether it’s a conference, product launch, a corporate event in Singapore and so on. These types of events allow people to connect virtually and enjoy the event from their comfort zones. 

Last but not least, ensure the event company in Singapore you are choosing should be highly skilled and experienced in conducting the same types of event.