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39 frequently asked questions about hybrid events


Table of contents
39 frequently asked questions about hybrid events
April 25, 2021



April 25, 2021


Table of contents
39 frequently asked questions about hybrid events
April 25, 2021


April 25, 2021

As the number of events is constantly increasing, more and more people are turning to hybrid events. There are seemingly endless questions about the how and why of running or attending a successful hybrid conference.

To help you decide if this will work for you, we have put a list of 39 frequently asked questions together for you.

Table of Contents

What is a hybrid event?

A hybrid event is where there is an additional component to a traditional conference. This may be live streaming of the main stage to youtube or a complete replication of the event online with networking rooms, exhibitor halls, schedules and more.

What is a hybrid meeting?

A hybrid meeting is similar to the event; however, it is on a smaller scale, usually conducted internally and has a component of direct interaction between the viewers and the meeting attendees.

What is a virtual reality conference?

A virtual reality conference would be hosted in a VR experience using a tool like an Oculus or an HTC Vive. This is possibly the most expensive types of event to create and very difficult to host. It also requires all guests to have costly equipment.

What is the difference between a hybrid or virtual conference?

The difference is really in the event's production. Suppose it's created on a desktop environment, and all guests present in a zoom type environment. In that case, it's a Virtual event. If you have an AV team in your venue and mix real-life attendance and some online options, it is hybrid.

What is a virtual conference platform?

A virtual conference platform will be more of an all in one solution, with options for scheduling, exhibitor halls and pages, sponsor pages, and more. This is to try to replicate the offline experience rather than just a singular live stream to Vimeo or a zoom call.

What is the best event platform?

The "Best" is, of course, subjective. Still, for an event platform, you could be looking at services like Zoom, Youtube, Facebook, Vimeo or others that allow you to just stream and embed that into a website.

What is the best virtual conference platform?

Like event platforms, the best conference platform is subjective. However, your decision is very likely going to be driven by budget, so I would suggest, of course, looking at Bettercast as it's affordable and flexible.

What are the different virtual meeting platforms?

Virtual meetings are more likely to be using services like Zoom as you can invite your participants to the discussion. You can have many thousands of additional guests how can watch the meeting but can't interact with the speakers or other participants.

What are the benefits of virtual fundraising?

Virtual fundraising events are often cheaper than in-person event, and it's easier to promote to guests from around the world rather than just in your local area.

What are the drawbacks of virtual fundraising?

The drawbacks of virtual events are the lack of in-person networking. It can be challenging to raise funds because people tend to give more generously when they're face-to-face. This is why many online fundraising events provide prizes for donors who meet specific goals rather than just asking directly.

What are the different types of virtual events?

Virtual events can include virtual conferences, webinars and social media fundraising campaigns. A live event is broadcasted over the internet.

What are some free virtual event platforms?

Google Hangouts offers free virtual events, and the platform is compatible with most smartphones. Zoom, of course, also has options for free. However, for the easiest, I would suggest looking at Jitsi.

What are some disadvantages of virtual conferences?

The most significant disadvantage is, of course, the lack of in-person experiences and opportunities that you lose by going totally online. Additionally, there is a technological learning curve that you need to address as well.

What are the benefits of attending a hybrid conference?

The most significant benefit of hybrid events is the opportunity to network with your peers in a more intimate and personable setting. Additionally, attendees typically have a more accessible time understanding speakers on stage since they're not relying solely on video or audio feeds.

What are the different virtual meeting platforms?

The most popular virtual meeting platform for events is Webex, which offers a range of features that make it unique in the market. However, you can also search for services like Livestorm. Demio. WebinarJam. WebinarNinja. GoToWebinar. Live webinar. EverWebinar. BlueJeans. My Own Conference and EasyWebinar.

What are the best virtual platforms for small events?

Bettercast is, of course, the best option for small events, as it's low cost and highly flexible for any event that you have. Small conferences prefer a service like Bettercast over others. It's up to 90% cheaper than other options in the market.

What are the benefits of a virtual conference?

A virtual conference offers a range of benefits, like saving time and money. They're ideal for events too big to house in one room or those that want the freedom to have speakers from all around the world join remotely.
Virtual conferences are also advantageous for people who might not be able to get there due to personal reasons or, of course, people still locked in because of covid.

What are some examples of hybrid events?

Hybrid events are often in-person and virtual. A great example of this would be the MITX conference. They had a keynote speaker, panels discussion onsite at the event, then online for people to watch from home or wherever it was convenient.

What are some hybrid event best practices?

Make sure your website and social media campaign are easy to understand and navigate. Pre-schedule all the necessary logistics like venue space and supplies. And then live stream the event, so people who can't be there have a chance to see what's happening.

How do I create a virtual event platform?

To create a platform, you will need to hire a development team, find a video encoding and decoding service, a video delivery service. Then you need to build a site that offers ticketing, registration, video embedding and more.

Making your own event platform can be highly cost-prohibitive, so we recommend finding an all in one solution such as Bettercast or Hopin.

How do I host a zoom conference?

Zoom is a popular online conferencing service that allows you to host conference calls and events. To use it for an event, follow these steps:

    • Download the Zoom software on your computer
    • Create an account for all organisers of the meeting or conference (this will give them access to their own personal contacts list)
    • Create a conference room with the appropriate name (such as "Your Company's Conference")
    • Invite all of your attendees to this meeting, then proceed to start the event when everyone has joined. Zoom provides everything you need!

How do I host a virtual charity event?

Facebook events are a great way to host virtual charity events. Just set up an event, then invite your friends and family to attend! You can also promote the event on your business's social media pages so that more people have access to it.

If you need help with promoting this kind of event, consider hiring a professional who has an existing network of speakers, technologists and, of course, an invite list for you to get attendees.

How do I compare virtual event platforms?

To start, list your requirements for what you are wanting in your event. Then list out what your guests, sponsors and exhibitors will expect from you before, during and after the event. Lastly, work out your budget and your expected ROI from the event.

When you have that list together, you can start to use that as a comparison chart to determine what platform will deliver you the best event for the best price.

How do I choose a virtual event platform?

Choosing a platform is not difficult. When you create your list of the requirements you need from your venue, you need to start researching all the media there are online and then compare the features you need with the features they have. This will then give you a smaller list to decide from.

How do I engage guests in a virtual event?

Virtual events are so immersive that they engage your guests in a completely different way. This means the presenter is more agile and can keep up with their audience regarding how fast or slow they need to go through the content. You will also find that people react differently as well.

This makes for an enjoyable event because you have no idea what's going o interest users. Using services like QUestion and answers and polls is a great way to engage users and get some feedback that you wouldn't usually get in an in-person event.

How do I host a sizeable virtual event?

The best way to host a sizeable virtual event is by splitting it up into sections. This means that you can have two different sessions going on simultaneously and make sure that there are enough resources for both events running concurrently.

How do I conduct a hybrid meeting?

The best way to conduct a hybrid meeting is by adding in some face-to-face time with your attendees. This will allow you to talk one on one or as an audience and make sure that everyone will get what they need out of the event and hear about their individual experiences.

How do I host a virtual conference?

The first thing to focus on when hosting a virtual conference is your schedule. You want there to be enough time for everyone in the audience to ask questions and interact with you, but not too much that they feel like it's an eternity of talking. After this, make sure that you have all the tools available such as screen share, chat, and polls, to get feedback from the audience.

Last, make sure that you use the right technology for your event so it doesn't overwhelm your audience, or you will lose your guest's interest in the first few minutes.

How do I organise a virtual conference?

Organising a virtual conference can be tricky. Some people like to break it down into two parts: the event and then the content. The first part of an event is logistics, such as having all your equipment set up beforehand or reserving space for everyone in advance (if you're dealing with multiple occasions).

The second part is the content, where you have to find the proper MC, Speakers and presenters to talk on the subject you want to promote.

How do I promote a virtual conference?

Promoting a virtual conference can be done in many ways. There are two that most people use to promote their events: social media and email marketing. Social Media is becoming more popular because it's free, with any significant platforms (Facebook, Twitter or Instagram).

Email Marketing is also standard for promotional purposes but requires you to have a list you can communicate with. That isn't just spamming them with invites to your event.

How do I plan a hybrid event?

Planning your hybrid event is very similar to your in-person event; however, there are 3 main additional factors considered.
The first Is the platform you are going to use and what level of interaction you want there.

The second is the team that you will use to capture the content for you, and lastly is the venue you choose and how it will support the technology for your event.

How do I host a hybrid conference?

One of the most important things to do when hosting a hybrid conference is choosing your platform and how you will communicate.
Many different platforms have been created with events in mind, such as Facebook Live or Twitter live video where people can post questions for presenters after they speak.

You need to be able to successfully manage the technology required for the event and presentation and juggle the feedback from the attendees and get that to your guests and presenters.

What equipment do you need for a hybrid conference?

A hybrid conference is different from a virtual event. You need to produce the vent from the live show rather than a desktop environment at your home.
You need a minimum:

    • A camera to capture what is on stage
    • A way to capture the audio from the speaker and mix it into the video
    • A video mixing solution either with software or hardware.
    • A way to add text overlays and lower thirds to introduce your speakers
    • An encoder to turn the live audio and video into a data stream
    • A platform to post your video content to and manage your online guests
    • Lastly, you need a service that will allow you to interact with your guests in Q&A form

How much does a virtual conference platform cost?

A virtual conference platform can vary significantly from service to service. Most have a fixed fee for using the platform, and then you have additional per viewer costs. If you are using their ticking services, there will also be a % of the ticket cost you will have to pay.

A lot of services have a fundamental offering to use their service cheaply. However, as soon as you want to use additional features, the costs can rise quite dramatically. In some cases, you can expect to pay up to $50,000 for a platform.

How effective are virtual conferences?

During covid, many events when online and saw a varying return for the investment. Most went online and did so cost-effectively saw some positive return, but not anywhere near what they would have returned in person.

How does a virtual conference work?

The conference itself is run as a series of videos, presentations, and talks recorded in advance. Attendees come along to the event simultaneously and complete what they want when they feel like it. They can watch live events or go back through recordings on demand any time throughout the event and communicate with other guests or speakers in a digital environment.

Why should I attend a virtual conference?

Suppose you're looking for a more flexible conference experience that adapts to your schedule and travel needs. In that case, virtual events are a perfect choice. They also offer great opportunities for networking through live video sessions with other attendees and speakers in real-time or post-event recordings.

Who would attend a virtual conference?

Virtual events are typically geared toward professionals who want to attend a conference or event but have tight travel and scheduling constraints. They're also perfect for those looking for more flexibility in timing, which may be helpful with international flights, family obligations, or even just wanting to get work done while at the event!

Who would pay for a virtual conference?

Virtual events are often paid for through a registration fee or membership. There is also usually an option to upgrade your experience with special extras like access to pre-event recordings, post-event courses, and live Q&As with speakers. Suppose your content is unique, or you have speakers that are highly valued. In that case, you can assume that most participants are willing to pay to attend your event.


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