Hybrid Events as a Standard for the Future | #hrmanagement #hrexecutive

It is safe to say that the events industry has faced many changes in the last few years—from ever-changing resources to holding events virtually, holding events is not the same as it was. 

As purveyors of Human Resources, change has always been a constant for us. May it be holding an event purely online or finding options for an event space, we do not back down from a challenge. This goes especially in holding events that bring internal and external resources of the company together. 

What is a Hybrid Event?

A hybrid event is exactly what it sounds like: a gathering/event/celebration that uses both physical and virtual spaces to engage with its audience. Hybrid events master the art of having in-person and digital treatments. 

This can come in the form of seminars, an expo, a conference, a tradeshow, or even as simple as a workshop. As long as it combines in-person and virtual components, it is a hybrid event. (And as long as it engages both audiences, giving them nearly equal access to the event).

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How would Employees and Employers Benefit from This? 

According to Marklitic, Hybrid events get a rep of being for big, corporate events. Since they bring in a lot of engagement, people are led to believe that they are only for external company matters—sponsorships, partnerships, and product launches are examples. 

However, did you know that internal hybrid events bring in a lot of benefits too? Before you dismiss the idea of using hybrid events for your office gatherings, give it a second think. While it may seem like too much work for something internal, it actually can be a big help to your team’s cohesiveness. 

To begin with, a post-pandemic world has made staying at home when sick completely valid. For large-scale companies, it means physical meetings are not always going to have the complete team. This goes for companies with teams from different countries, too. 

While others may participate after a meeting, there is still nothing like giving your feedback in real-time. 

Upholding Employee Voices, No Matter the Venue

Hosting a hybrid event can definitely uphold the voices of each employee and staff that are limited by physical constraints. Another way to look at this is the current trends in globalization—particularly in startup culture. Offices now have employees from all parts of the world, and a hybrid event is the only way to bring them all together. (Main office holds a physical gathering while maintaining a virtual platform for global employees.) 

All you need to do is find the proper venue that can accommodate the requirements of a hybrid event. If you’re planning to hold a big one in a foreign, unique space, you check out events platforms for help. 

Consider using internal hybrid events for workshops, large team meetings, global town halls, and during holiday parties. Spice it up by holding the physical event outside the head office and have the head office employees join virtually. 

Pros of Hybrid Events 

High Attendance 

As mentioned above, internal hybrid events can secure more attendees than physical events do—especially in the advent of globalization. However, this is the case across the board for all kinds of hybrid events, whether internal or external! 

People from all over the world can join your event with just a few clicks (or taps) on their screens. If you want high attendance for your event—especially if you have gone global—take a gander at hybrid. 

Higher Sponsorship Opportunities 

Your event going hybrid also means it can go worldwide (for most cases, at least). According to On24, you have more options for sponsors, since your reach is wider than usual. You can rake in sponsorships from your home country, companies outside of it, or even purely online platforms. 

Hybrid events open doors to linking with international sponsors, especially for those who have an interest in breaking in your country’s market. 

Engages More Audiences 

Since hybrid events call for a live stream, they not only bring in more sponsors and guests, but engagement as well. For virtual attendees you can have breakout rooms and even simultaneous speakers at the same time (used by those who have more than one performance at the time during their event). 

Juggling these are all possible through the hybrid set-up—simply record each speaker’s piece and send it out to all attendees. They can engage with this content however they want to; they have the power to rewatch it and share it whenever they like. This is a sure-fire way to keep the buzz going months after your event ends. 

Reduces Travel (for Eco-Friendly Consumers) 

Saving up on physical space means you will save up resources as well. For more eco-conscious businesses, going hybrid means (a) reducing air travel; (b) reduced transportation and production of event materials; and (c) less meal wastage. Combined all together, hybrid events make for a lower carbon footprint—a feat not all large events can boast about.

Cons of Hybrid Events 

Needs Good Connectivity 

Running a hybrid event can have its pitfalls too, starting with the most obvious: you need great internet connectivity. Especially if you are going global, stable internet connection is needed to keep everyone in your event dialed in. 

If you are hosting your event in a country you are not familiar with, you have to make sure you are using the best internet connection possible! If not, your event may get a bad rep—and you don’t want this if you want to hold it again! 

Prepare Back-Up Plans (More Preparation Needed) 

There will be more to cover in a hybrid event. The key is to balance the aspects and time dedicated to the physical and virtual areas of the event. For hybrid events, you will need backup plans for unforeseen circumstances such as (a) internet connection dips; (b) lost feeds; (c) missing registration files (especially for online registrations). 

Ideally, you will have plans A through Z just in case there are last minute changes to your hybrid event—which is unsurprising given its dynamic nature. 

Can Cost More 

What you save in ecological resources you may spend in the form of money. Hybrid events—with their wide reach and heavy dual preparation—can cost more than pure-physical or pure-virtual events. According to research done by Markletic on hybrid events, 38% of enterprise organizations say that venue, audio, and video costs are some of the biggest hybrid event expenses. 

Why? While they may not need a lot of floor space, they will most certainly need more than just a few amenities. 

In the same study, they also found that 29% of enterprise organizations say that the technology in hosting virtual events is the biggest expense. Hybrid events often have apps of their own, have their own wifi, have teams coordinating online and offline, and much much more. 

However, this is not a pressing issue for those who clarify their budgets before starting. 

Final Word 

Should you hold a hybrid event for your company? The short answer is yes. Despite a few shortcomings, hybrid events still generally increase audience attendance, audience participation, and save more resources in the long run. The case has to be made if it is the event of the “future”—because it is very much alive and effective now.