How to Host Engaging Virtual And Hybrid Events

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How to Host Engaging Virtual Hybrid Events
Planning to host your next virtual or hybrid
event, we have a breakdown of a quick brief to
host engaging and interactive virtual and hybrid
events.
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Transiting Live Physical Events to Virtual Events

• The unforecasted advent of the COVID-19 has been
  a catalyst for the sudden transformation of event
  formats. Organisations worldwide pivot virtual
  events to keep running smoothly.
• Live streaming is on a rapid rise. It has been
  anticipated that live streaming is expected to
  account for 15 of the total Internet traffic by
  2021.
• Moving ahead with times, 93 of organizers plan
  to invest in virtual events and make them a part
  of event strategy post-pandemic.
• 67 percent of companies are willing to invest in
  web conferencing software as per the poll
  conducted by TrustRadius.

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Advantages of Virtual Events 
Virtual events offer enormous benefits when
compared to traditional event formats. Boost
engagements, foster connections, generate more
qualified leads, and drive business revenues by
leveraging virtual events. Here are a few
advantages of transiting to virtual events

• Increased Participation and Engagement Allows
  attendees to join the event remotely from any
  location around the world. However, resulting in
  better reach, attendance, and engagements.
• Ease of Access Virtual events are easily
  accessible as it allows attendees to attend an
  event from any device from the comfort of their
  own space.
• Cost-Effective Alternative Eliminates the cost
  involved in traveling, accommodation, renting a
  venue, food beverages, and so on.
• Improved ROI An improvised ROI is expected out
  of virtual events.
• Environmental Friendly Results in eliminating
  carbon emissions and disposal of waste and
  plastics.
• Data Tracking Keep a track of KPIs and every
  attendee moves right from the start till the
  event ends.
• Real-Time Analytics Report Offers real-time
  analytics reports to measure performance metrics
  of an event.

PHYSICAL Vs VIRTUAL EVENTS
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How Events Will Look in Near Future? 

• A hybrid event model comprises the best elements
  of both the event worlds i.e. virtual and
  in-person events. A physical event that comprises
  a virtual event component and can be accessed by
  attendees either in-person or virtually is known
  as hybrid events.
•  
• 62 of event planners believe that the future of
  events lies within hybrid events.
• 50.7 of executives think that in the future all
  live events will have a virtual dimension.

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Advantages of Hybrid Events

• Low Accommodation As attendees are divided into
  two halves, which results in reducing the number
  of in-person attendees. However, the need for a
  larger accommodation gets escalated with hybrid
  events.

• Increased Attendance Hybrid event model results
  in having high attendance at the event. Attendees
  residing in proximity to the event venue can
  attend the event in-person. Whereas attendees who
  have a second thought about traveling can attend
  the event virtually from remote locations.

• Long-Lasting Associations Hybrid events allow
  organisers to record the complete sessions while
  being streamlined to virtual attendees. It allows
  the organiser to share the pre-recorded video
  content with attendees later thus fostering
  meaningful and long-lasting association with
  attendees.

• Enhanced Visibility for Sponsors As hybrid
  events are an amalgamation of people attending an
  event in-person as well as virtually, it results
  in enhanced reach. It helps in attracting more
  sponsors to your event.

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Tips to Host Engaging Virtual or Hybrid vent
We have listed a pre, during and post-event
rundown to host an engaging, interactive and
successful virtual event, have a look
Before The Virtual or Hybrid Event
1. Identify the objective of hosting a virtual
or a hybrid event

• Determining the purpose of hosting a virtual or a
  hybrid event is a must to create an effective
  strategy and achieve desired results.
•  
• Whether you want to enhance your brand
  visibility?
• Boost business revenues?
• Showcase your offerings to a wide spectrum of
  global audiences?
• Connect with global attendees?
• Tap talent across the globe? And so on.

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2. Create an Effective Game Plan
Creating an effective strategy is a must whether
you are planning to host a large scale or a small
scale event to achieve optimal results. Ask the
following questions to yourself before creating
any strategy

• Will your virtual event be live, on-demand, or a
  mix of both?
• Will the access to your event be free or gated?
• What is the best time for hosting an event as per
  target attendees?
• Do you need event registrations?
• How will you promote your upcoming event?
• Will you offer on-demand video content?
• What KPIs are you planning to track?

3. Outline the Budget
Create a budget for your virtual hybrid event
before opting for any technology solution. The
cost involved in live physical events gets
reduced significantly with virtual and hybrid
event formats. While creating a budget for
virtual hybrid event format keep the following
considerations in mind

• Allocate a budget for marketing and promotions
• Invest in the right technology partner

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4. Select the Right Virtual Event Platform
Leverage the right virtual event platform that
offers a series of comprehensive features to
boost networking and engagements at virtual
hybrid events. Look for a platform that offers
various features

• Live chat audio/video chat capabilities that
  enable attendees to interact in real-time.  
• Engaging tools such as live polls, surveys,
  leaderboard, QA, quizzes, contests, etc.  
• Data measuring capabilities to measure
  performance metrics
• Real-time analytics report
• Digital attendee footprinting to keep a track of
  every digital attendee move right from the start
  till the event ends.
• Customisable services suiting every business
  requirement. 
• On-demand video content
• Easy registration and navigation
• 247 Real-time support

• Apart from it, look for a virtual hybrid event
  platform that must-have features listed below to
  upscale the entire event experiences.
•  
• AI-Matchmaking
• Networking Tables 
• Attendee Footprinting 
• Social Wall 
• B2B Meeting Scheduler

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5.Promote Your Upcoming Event
Promoting your upcoming event is a key to
attracting a maximized number of attendees at an
event. Identify the key selling point to market
your event and create an effective marketing
plan. Here are some ways to promote your upcoming
event
Public Relations
Send Direct Mails
Run Digital Ads
Leverage social media marketing
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6. Keep Time Zone Considerations in Mind
7. Be Prepared For Any Technical Glitches
If you are targeting global attendees, keeping
time zone considerations in mind is a must while
selecting the date and time of an event to ensure
maximum attendance.

• Select the time and date that is suitable to the
  majority.
• Do a little research beforehand, to look for any
  competitors event falling on the same date.
• Make sure your event does not clash with any
  national or international holiday falling on the
  same date.

• Virtual as well as hybrid events may result in
  having unexpected technical errors at the last
  moment. Before going Live
• Check your internet connection
• Run a dry test beforehand
• Have a plan B ready in case of any mishaps
• Prepare a FAQs page

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During the Virtual or Hybrid Event

• As per event marketers, Engagement is the major
  challenge faced during virtual and hybrid events.
  To host a successful virtual or hybrid event one
  must engage attendees during the on-going event.
  Here is a rundown to engage attendees during
  virtual or hybrid events
•  
• 1. Educate Virtual Attendees
•  Educating virtual attendees about the event
  format is a must as it helps them to get the most
  out of the event.
•  
• Share a quick reference guide with attendees
  pre-event via email.
• Once you go live, share a brisk brief that allows
  them to easily navigate throughout the event.
• Enumerate the basic procedure about how to access
  virtual sessions, get breaks, and much more.

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2.Create Opportunities For Engagement

• Create opportunities for engagement during the
  event to keep attendees interested throughout the
  event. Here is a list of activities you can
  incorporate in the event to boost engagements
• Organise Live Polls Surveys 
• QA Sessions 
• Gamification 
• Contests, and Quizzes 
• Leaderboard Challenge
• Networking Tables and more.

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• 3.Boost Networking in Real-Time
• Motivate your attendees to have real-time
  conversations with other attendees, hosts,
  speakers, and exhibitors. Here is a list of
  various networking formats that enable attendees
  to have life-like interactions during virtual or
  hybrid events
• Live Audio/Video Chats
• 11 Networking
• Group Networking
• AI-Matchmaking
• Virtual Networking Tables
• Business Card Exchange
• Whatsapp chat Zoom Meeting integration

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4. Incorporate Breakout Sessions During The
Event to Boost Engagements

• Introduce breakout sessions amid your event if
  your event lasts for more than 30 minutes. It
  allows attendees to
•  
• Get refreshed and relaxed. 
• Have free-flowing conversations with other
  attendees.
• Foster meaningful connections
• Have discussions using social walls.

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After Virtual or Hybrid Event
The marketers work does not end once the event
is over. Creating a Post-event strategy is a must
to generate amplified business leads and boost
revenues.

• 2. Share event clips across Social Media
• Sharing top highlights of your event on social
  media channels helps in promoting your virtual
  and hybrid event once it gets over.
• It helps in taping a new audience segment
  globally.
• Enhance your event reach
• Generate more leads

• 1. Do not forget to follow up with attendees
  post-event
•  
• Following up on your registered attendees is a
  must to get the maximum out of your event.
• Send a follow-up survey via email to all the
  attendees who attended the event asking what they
  liked and what not at the event.
• Ask them about the most engaging hotspots at the
  event and the areas that need improvement for
  future events.
• Do not forget to follow-up with attendees who
  missed the event. A missed prospect can be a
  qualified lead. 
• Share clips from the event to registered
  attendees via email who missed attending the
  event.

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If your virtual hybrid events are not generating
sufficient business leads or not delivering
optimal results as expected, Dreamcast virtual
hybrid event platform enables you to host
engaging and interactive virtual hybrid events
effortlessly with customisable options to closely
replicate the essence of live physical events.
Boost your business, make your events more
engaging and interactive and deliver immersive
event experiences with leading virtual event
platforms. For more information, contact
Dreamcast.
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Thank You!
About Dreamcast Dreamcast virtual and hybrid
events platform allow you to move your events
online and deliver immersive event experiences to
your virtual event attendees. Dreamcast enables
brands and organizations to host Hybrid and
Virtual Meetings, Conferences, Exhibitions, Trade
Shows, Annual General Meetings, Town Halls,
Product Launches, Music Festivals, Job/Career
Fairs to magnify your reach and amplify better
engagements in real-time. Make your virtual
hybrid events more engaging, powerful and
interactive with Dreamcast.
91 95099 36100
www.dreamcast.in
contact_at_dreamcast.in