The
Ultimate Guide To Event Technology For In-Person, Virtual and Hybrid Events
Make your event memorable even in a digital-first world
Planning Is So Much More Than Just An Agenda
As an event planner, you are in charge of so much more than just scheduling. You want to create a one-of-a-kind experience for your attendees that’ll have them buzzing about it for weeks after the fact. As the impact of the pandemic has heightened hybrid and virtual-only events, it may be difficult to wrap your mind around how to bring the energy of an in-person event to a URL.
While 73% of event planners believe hybrid events will continue to rise in popularity, 88% say that face-to-face meetings are still just as important. This duality can often stump event planners who want to create a memorable experience for both virtual and in-person attendees. Surely there is a better way than simply setting up a Zoom conference for virtual attendees.
Luckily, there is. Through this guide, we will discuss some strategies for planning stronger events, ways to make your digital event more impactful and engaging, and how 6Connex’s software can revolutionize your processes.
73% of event planners believe hybrid events will continue to rise in popularity.
First Things First: Find Your Blind Spots
Virtual events aren’t the same as hybrid, and hybrid is not the same as in-person. Because each audience is fundamentally different, these events shouldn’t be planned the same way. If you are hosting a digital event, be sure to avoid these common blind spots when planning.
Understand How You Measure Success
It may sound like a simple question, but success is not always measured the same way. Before you begin putting your pen to paper, you need to determine what your KPIs will look like for this event. For example, common measures of success can come from:
� Positive attendee feedback
� Management group impressions
� General market impressions or sentiments
Success can be determined by whatever you view as impactful for your business. Determining this measure of value is key to creating an event that accomplishes your goals.
Develop Accurate Business Strategies
Similar to the step above, once you determine your KPIs, now you must define these business strategies and put them into action. If your goals involve high audience engagement, what best practices can you put in place to achieve this? Your marketing and event planning team should work in tandem to define and implement these KPIs before you even begin to start planning.
Be Open to Suggestion
Another simple tip, but one that is necessary to keep in mind: As you continue to plan for your events, remember to stay open to suggestions. You may hear an idea that you hadn’t previously thought of that aligns perfectly with your KPIs! Don’t let your event team get siloed before success can happen.
Engaging Via URL And IRL
One of the most common issues hybrid events suffer from is not offering enough for the digital-only attendees. For a hybrid event to run smoothly, you need to strike a balance between providing engaging content virtually and in person. Below, you will find tips to ensure that your hybrid event offers an experience that is enjoyable to all your attendees, virtual or in person.
Establish a Theme
From the moment your attendees “step” into your hybrid event, there should be a clear establishment of a theme. A theme helps cultivate one clear experience and creates synergy within your activities. Your keynotes, your breakout sessions and your networking activities should all reinforce this defined narrative for a holistic experience.
Online, these themes can be developed via web pages and pop-out rooms. To engage your in-person guests with the theme, unique displays and designs can be used to excite them for the day to come.
Give Attendees a Voice
Your audience shouldn’t feel like they are being talked at. They should have input into event conversations as well in order to be truly engaged. Giving your attendees opportunities to interact with your event content not only makes the sessions more memorable but provides better, more immersive opportunities in your events as a whole. Be sure to offer a variety of opportunities for participants to network or engage in activities together besides just sitting through presentations.
Additionally, feedback is crucial before, during and after an event. Listening to what your attendees want shouldn’t end after the planning process. Be sure to offer a space for suggestions or feedback during your event. Being open to suggestions helps attendees speak their minds and fosters their trust in your brand.
Online, it can be as simple as a forum or sending an email to an administrator. In-person, you can offer these and a booth or suggestion box, or prompt feedback directly from your event’s app. Be upfront in telling your attend-
ees where they can go with their feedback, and how they can leverage their technology to communicate with the conference leaders.
Stack Your Solutions
Now, we’ve already established that in order to increase attendee happiness, a variety of engaging content is a must. But how do you offer deeper and richer networking engagement? It’s time to start thinking outside the box.
Add in a variety of activities to your virtual environment that could have been seen in your real-life event. This can include a virtual photo booth, a sponsor gallery, a networking hang-out lounge or even a caricature corner where attendees can get a drawing of themselves to post on a social wall. The sky is the limit with these unique offerings! The goal here is to add value to your event and make virtual attendees feel just as welcomed as they would if they were in person.
In person, be sure to invite vendors that will excite your attendees and arrange them strategically throughout the venue. Perhaps set up a photo booth right by the swag table, to encourage attendees to take photos promoting your company with pride, or post a map of the center on your event app and allow each booth to “stamp” the map as attendees make their way through the venue. Giving an extra layer of adventure helps keep attendees engaged and excited.
Share Incentives and Rewards
If you’re looking to sweeten the deal for your attendees and get some buzz going, consider creating some incentives for attending a certain session. This could come in the form of swag, an exclusive digital banner, a gift card or a oneon-one breakout session with one of your conference experts, both in person or online. This buzz not only sweetens the deal for your attendees but also helps them feel empowered and more willing to post about their positive experiences online.
Let the Attendees Take the Lead
Every successful event is cultivated by individual experience. The best thing you can offer your attendees is enough activities to keep them interested and immersed in your content without a strict schedule overwhelming them. By offering a wide variety of discussions, keynotes and chatrooms, you can engage those who want to only attend one or two sessions at the same level as those who want to attend every session.
This also includes helping them make the choice of attending virtually or in person, if applicable to your event. Consider offering weather updates directly on your login page to assist your attendees in making an informed decision on whether or not to attend in person.
Software Made for Fun
Now that we know the formula to creating an engaging and rich hybrid event, let’s take a look at how 6Connex’s platform can be leveraged for this. To foster engagement, we stand by the three pillars of clarity, excitement and variety.
� Clarity—By utilizing a 6Connex host video or intro video, you can greet your attendees with a smile. This video can provide an overview of the day as a whole or simply offer a welcome message. Additionally, you can offer rotating promotions in your lobby to showcase specific sessions you believe attendees will be more excited about during your event.
� Excitement—One perk of attending an event live is being able to explore the venue to gain excitement for the day to come. This can be accomplished virtually through 6Connex by allowing your attendees to explore virtually within different breakout rooms and networking areas. Additionally, unexpected rewards can generate excitement. This doesn’t necessarily need to come in the form of free swag; it can be an introduction of a keynote from a celebrity, or a live stream of a band playing during a waiting period. By holding back some of the surprises from the agenda and announcing them live, you can boost elation within a conference experience.
� Variety—By offering entertainment, you are giving your attendees something new to get excited about besides the content they are about to hear. A fun game of trivia or a song played by your favorite band will give your participants a breather from sitting through presentations all day and utilize both hemispheres of their brain. Don’t be afraid to tap into your attendees’ sense of play to get them excited for the upcoming session! 6Connex’s streaming platform can offer a seamless transition between a live steam keynote and an alternative media session without huge technical difficulties.
Unlike other platforms, 6Connex doesn’t silo attendees into one presentation or breakout room at a time. To allow attendees to customize their event experience, 6Connex offers each attendee the ability to create their own desktop. Attendees can move multiple windows into the positions they prefer, schedule meetings, use AI matchmaking and network right from one screen.
Through 6Connex’s add ons and offerings, your event can be truly customizable for a one-of-a-kind experience that no one will find anywhere else. Gather ideas on how 6Connex can change your event by exploring our platform.
Create Smarter, More Sustainable Events
6Connex acts as a companion and partner to you. Through our software, we want to empower you to achieve success in your event and make it a fun and memorable experience for all parties involved. Get in touch with us today to see how the 6Connex team can help you create your next awesome event.
About 6Connex Virtual Event Solutions & Event Tech
6Connex is the leading provider of in-person, hybrid, and virtual event technology for enterprises worldwide. Our cloud-based product portfolio includes in-person event apps, virtual venues, webinars, learning management, and more. Designed for corporations in need of engaging with communities in-person, virtually, or in a hybrid fashion.
From marketing, sales, recruitment, training, and HR communications, to event planning, non-profits, remote offices, and more, we allow you to engage and transform big ideas into real-world results.
Have Questions? Please call 1.800.395.4702 or email us at sales@6connex.com