Paul Cook was kind enough to lead a delegate exchange session at event technology event Tech-Fest. Here’s Paul’s notes on hybrid events with my added two pence worth!

1. Do your hybrid event research

Delegates were seeking research. They were after statistics and figures to see how other organizations are getting on before they take the plunge to develop a strategy that may or may not include hybrid events.

WT – I love that PC steered the delegates towards the strategic. Don’t just run a hybrid because it’s new: do it to achieve your objectives.

Most of the research at present is from case studies with a number of the large global players so it can be more difficult for smaller companies to ‘internalise’ for themselves. There is limited research available but do search for the latest research from MPI and other trade bodies. 

2. Enough theory, let’s get down to it

Many of the delegates knew enough of the theory around hybrid events and were keen to make these events happen! Earlier that day only a handful of hands were raised when we asked how many people knew or had executed hybrid events. During the course of the morning the delegates had obviously gleaned enough information to want to seek out the next steps.

3. Call for a Blue Print

There was a call for knowledge on how to put a hybrid event together. Where is the blue print if one exists? This was an interesting observation as it’s like asking for a blue print for a traditional event and I couldn’t think where you would locate that either!

WT – I would certainly support a guide to running a hybrid event. So if anyone wants to take the lead you already have mine and Paul Cook’s support.

4. Cost

The cost of a hybrid event was brought up time and again: there is no answer to this as every event will have a different set of objectives and audience. The prohibitive (perceived) cost of a hybrid event will certainly need to be addressed in order to take event organisers forward as they try to combine face to face and virtual.

WT – We did discuss benchmarks during TechFest and I can remember Paul and I agreeing on anywhere from £3000 – £30000. This isn’t particularly helpful I agree but it does maybe tell you that the lower end is actually that bit closer. A great place to start if you are considering a hybrid event is to have a conversation with laurence@presenta.co.uk

5. Marketing

I added this one so I hope PC doesn’t mind. It is very important to treat the Hybrid part of the event as a separate event when it comes to marketing. It will prosper with a marketing strategy that reflects the online nature. It won’t do as well if you simply market it the same way you would a physical live event.

Best of luck if you do go Hybrid and to tell us all about it.

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