Hexafair Logo

HexaFair Virtual Events Cloud, the most comprehensive hybrid communication software platform Offers Virtual Trade Show, Virtual Exhibition, Virtual Fairs, Virtual Conference, Virtual Summit & Virtual Meet solutions.

Contact Info
14/21 – A, Desigar Street,
Vadapalani, Chennai - 600 026,
Follow Us


7 Fantastic Tips to Design Successful Hybrid Events

7 Fantastic Tips to Design Successful Hybrid Events

Designing hybrid events can be easy, but to make them successful, you will need a unique approach. Being a fusion of both physical and virtual events, operating them demands a niche practical experience of both event styles.As the world is slowly drifting back to normal, hosting hybrid events can surprise you with ROI beyond your margins. This is also because of the experience into virtual events during the COVID-19 pandemic.

In-person events were great in their place and with virtual reality events, the experience has gone to another level. The fusion of both is sure to bring in the highest good and benefits for the sponsors as well as event planners & audiences.

If you want to learn more about hybrid events or want to host a hybrid event for the first time, then here are the 7 Fantastic Tips to Design Successful Hybrid Events. Read On!

1. Funding in the Best Virtual Event Platform:

You might have hosted a virtual event already or might now want to invest in hybrid events, so identifying the best virtual event platform is essential. Doing your own research before finalising a virtual event platform can give you more options to choose from.

Virtual events technology is crucial to stay organized and connected in both physical & virtual realms. But, in hybrid events, you must have anevent technology that supports remote features and enables you to upload videos, provide live chat options & lead generation elements for your exhibitors & sponsors.

The best virtual event platform can give you all, while sustaining great audience engagement. Some of the best virtual event technology features include online chat, lead generation, social media engagement, uploading pre-recorded videos, real video streaming & feed recording etc.

2. Book a Virtual Event Emcee:

Having an event emcee is common in traditional events. Event emcees are experts who can motivate your audience to stay alert & engage them with exciting content. That is why it is important to have a virtual event emcee. They offer great support for both in-person & virtual audiences. So, having them on-board can help you to stay ahead amongst your competitors. Creating the right engagement will help your attendees to stay focussed and satisfied with the overall experience.

3. Testing First:

If you have prior experience in hosting an online virtual event or a webinar or a virtual conference, you will know the importance of testing the systems first. As it ensures your virtual event goes as planned as well as your attendees enjoy the best experience. Perform the testing to review before the big launch and revise to refine the content before the audiences get access. Drive through the complete program to identify potential setbacks before the event. Testing ensures you work out the hitches in the software related to scheduling, uploading/downloading content & chat functional issues.

4. Support Staff:

Be it hosting in-person or virtual or hybrid events, it is quintessential to have well-qualified experts on-board for necessary support. Hiring the support staff means having technical experts, customer relationship managers, sponsorship & event marketing specialists etc. If anything goes wrong before, during and after the event, these experts play a big role in solving the issue at hand and driving back the situation to normal.

5. Prioritizing Audience Interests:

Your audience might not be technical experts or have niche experience with virtual reality events. But they know how the experience feels like and where their interests lie with virtual events.

Sending out a survey to your future or past guests asking them about what they liked at the event or what they would like to have on the event can help you design the best future hybrid events as per their interest. It also serves as a good marketing strategy to make your event better. Your attendees will understand that they are your priority and you value their opinion. Sharing the questionnaire via social media channels or through email campaigns will boost your engagement and bring you more new attendees.

6. Choosing HexaFair:

Virtual events are broadcasted live to global audiences & they operate in different time zones. With such massive attendees online, accommodating every person’s schedule and planning the virtual event can become a huge challenge. Virtual events strategy is to engage a humongous audience and managing the same isalso extremely important. At HexaFair, we are well-equipped and have all the experts on board to run the virtual events successfully. On our platform you can record your sessions and host them to your audiences in set time frames. Our speakers engage with your audiences through live chats during the pre-recorded playback.

7. GBAC Star Facility Accreditation:

Owing to the new scenario, safety measures have become highly important. Hand sanitizers, guarding equipment’s, social distancing etc. are essential safety measures for both in-person & hybrid events to protect the attendees. Exhibitors who are planning to host a hybrid event must consider booking a venue that is GBAC Star Facility Accredited. This ensures your event has met all necessary safety measures.

Wrapping Up:

Hosting one hybrid event is equal to managing two different events simultaneously, both physical & virtual. While the physical event demands safety protocols are followed, virtual events demand frequent testing and monitoring.

Switching to a comprehensive virtual event platform like HexaFair will help you with all the knowledge & support you will ever need.

Reach out to us to learn more about how we can help!