HYBRID EVENT PLANNING TIPS & GUIDELINES

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HYBRID EVENT PLANNING TIPS GUIDELINES
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• Hybrid events, the fusion of both real and
  virtual elements, have been a take-off trend for
  many years. They are confirmed as the best
  alternatives to hosting events in lockdown.
• Most of the exhibitors event planners today
  want to host a hybrid event, but, how ready are
  they is the real question?
• To help gain a better understanding of your
  hybrid event planning, here are a few tips
  guidelines to learn.

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TIPS FOR HYBRID EVENTS PLANNING
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DEFINE YOUR GOALS KPIS
Before diving into the virtual event planning,
event planners must note down their expectations
from virtual events and how they will measure
success or failure? Prepare your answers for the
following

• Why are you holding this virtual event?
• What are your goals?
• Do you have experience in delivering knowledge
  through a hybrid conference?
• Does your event support cutting-edge
  technologies?
• What is your expected outcome - Increased brand
  awareness or making a huge profit?
• 6. How will your hybrid event production platform
  service provider support these goals?

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EVALUATE SPACES FOR DATA SECURITY
While planning, you need virtual event platforms
that are highly secure as huge data transfer can
happen online. The best way is to tie up with a
virtual event planner that presents you with all
the essential elements facilities to keep your
virtual events data insights secure.
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THE BEST EVENT TECHNOLOGY
Choose an event platform that

• Provides 24/7 real support.
• Enables real-time registration and offers sales
  data.
• Can integrate with social media platforms.
• Allows live video streaming.
• Enables chat (video and text).
• Allows networking sessions.

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ENGAGEMENT NETWORKING
To maintain the engagement in virtual events, you
must plan adopt effective strategies and
content. Adding popular elements like
gamification creates enthusiasm and a shared
sense of competition between the attendees.
Further, social media platforms live-sharing are
a great way to capture new attendees and create
more engagement.
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BUILDING THE CREW
Virtual event platforms are new and so may come
up with some surprising roles. Among your virtual
events support team, you might need
1. An Able Speaker 2. Technical Support 3. Social
Media Moderator 4. Technical Producers etc.
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PREPARE YOUR SPEAKERS
Your speakers and presenters must completely
understand what is expected of them. They must
know the importance of the right timing. Further,
the presenters must remain equal with both
in-person and virtual attendees. Inability to
create good attendee experience and engagement
can turn your event into a disaster.
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REHEARSE WELL
Before the big day, make sure to rehearse well
and perform a complete run-through from beginning
to end. Performing pre-event rehearsals can help
you recognize ideal camera positions, maintain
the right lighting, check with audio equipment
and ensure that the entire setup is just working
perfectly is ready for your big day.
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Want to host a hybrid event or need any support,
reach out to us, our experts are here to guide
you.
Call us for more details 91 75500 97831
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