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  • 1.  Hybrid Event Design Best Practices You Must Know!

    Cvent Staff
    Posted 04-20-2022 12:17
    Hey all, hope you're having a great mid-week! We are back with another edition of the Tip of the Week discussion!

    Today, we wanted to discuss some best practices you should keep in mind while designing your hybrid event experience. All the planners and marketers in the community would agree that an effective hybrid event design starts with defining your event goals. It's also important to consider the different needs of in-person and virtual attendees to design an event with two experiences serving both groups better.

    Let's look at some more tips to keep in mind while designing a hybrid event experience:
    • Brainstorming sessions: To determine which elements would be offered in which format, we suggest having healthy debates and great discussions with your team and senior management. 
    • Networking opportunities:
    • Since networking is an integral part of any event, in-person or virtual, ensure to create unique networking opportunities for both groups. 
    • I suggest exploring Attendee Hub features such as Live Q&A, session chat, discussions, messaging, efficient check-in, and badging and poll amongst others, that can help you create memorable, measurable hybrid experiences.
    • Create a compelling experience with the correct tool: If it suits your audience, you may experiment with three different "live" session formats: in-person, live stream (simultaneous virtual broadcast of in-person sessions), and simulive (pre-recorded, but broadcast to the virtual audience at a "live" time). All these three formats can be implemented using the Cvent Hybrid Event Platform. Additionally, make the recordings available on-demand for 30 days after the end of the live event.
    • Source venues that meet your specific criteria: Most planners have two concerns when it comes to choosing the right venue for an event: visibility and control. The Cvent Supplier Network connects meeting and event planners to over 280,000+ venues worldwide and allows them to send one eRFP to multiple properties at once. This simplifies the process and helps them gain visibility into their meeting and event spending in order to negotiate the most competitive rates.
    • Get a clear view of your event: Diagramming and seating tools can be super useful to quickly and collaboratively layout your event spaces. You can use an event diagramming software like Cvent's Event Diagramming which helps hotels and venues work with event professionals to design successful events.

    Questions for you:
    • What are the top three elements you keep in mind while designing a hybrid experience? 
    • How do you ensure to make your in-person and virtual audience interact/ network with each other in a hybrid experience? 

    We can't wait to read your first-hand experiences in the comment section below! #CventTip
    ​​
    #ManagingOn-site
    #ManagingVirtualEvents

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    Ridhima Krishan
    Sr. Associate, Customer Marketing
    Cvent
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  • 2.  RE: Hybrid Event Design Best Practices You Must Know!

    User Group Member
    Posted 25 days ago

    What are the top three elements you keep in mind while designing a hybrid experience? Time ot day we're hosting so it's easily accessible by all geos, ensuring the venue has really good wifi, when you have breaks in person have some built in fillers for online so people don't leave the event and not come back.

    How do you ensure to make your in-person and virtual audience interact/ network with each other in a hybrid experience? Great mobile app where people onsite and offsite can interact, embrace social

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    Rachel
    NJ
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  • 3.  RE: Hybrid Event Design Best Practices You Must Know!

    Community MVP
    Posted 23 days ago
    Great information! We are fairly new to Attendee Hub, and so far have done just live webinars, but we will be doing our first pre-recorded version soon. We do use polling, but we do not use chat - definitely something to think about adding!

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    Lori Wildman
    Senior Marketing Manager
    DuCharme, McMillen & Associates, Inc.
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  • 4.  RE: Hybrid Event Design Best Practices You Must Know!

    User Group Member
    Posted 10 days ago
    • What are the top three elements you keep in mind while designing a hybrid experience? 
    • time and schedule to make sure it convenient for both in-person and virtual; how to set up tech so that virtual attendees can "experience" some of what in-person is experiencing; building a robust app/attendee hub to serve as the go-to resource for attendees
    • How do you ensure to make your in-person and virtual audience interact/ network with each other in a hybrid experience? 
      • Create networking opportunities, points of engagement, including interaction with sponsors


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    Bouran Qaddumi
    Sr. Manager, Training
    Church's Chicken
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