Hybrid community events (The key to engaging in-person and virtual members)

We know that face-to-face interactions are undeniably powerful for building strong relationships, with more than 80% of event organisers ranking in-person events as their most impactful marketing channel. 

And yet, a 2023 study found that 50% of event attendees voted hybrid events as their preferred event type, compared with in-person-only events (32%) and virtual-only events (18%). 

So why are hybrid events gaining popularity? 

Hybrid events, much like hybrid working, blend the physical and the digital worlds. With an event specifically curated to have in-person and virtual attendees, hybrid events allow like-minded people from around the world to attend the same event with ease.

Creating opportunities for both in-person and virtual attendance means all community members can participate and benefit from the shared experience, and continue to build valuable connections.

The popularity of hybrid events

COVID-19 forced organisations to rethink how they engage with customers and community members when hosting events. 

In-person events, valued for their face-to-face networking opportunities, were suddenly thrown online and only accessible through a computer. We went from predominantly in-person events to fully virtual experiences. 

However, when restrictions were lifted, there wasn’t an immediate rush to get back to in-person events. Instead, a focus was put on bringing together the best parts of virtual and in-person events to create a hybrid event format. 

Hybrid events add an extra layer to in-person events, allowing attendees to choose how they take part. The format introduces flexibility not given by in-person events, reaching and encouraging people from different locations, time zones, and circumstances to participate in ways that suit them best. 

Let’s break this down further.

The benefit of hybrid events

Hybrid events can work very well for organisations and community leaders for six main reasons:

Cost-effective

61% of event organisers find hybrid events more cost-effective than fully in-person events. And it’s not just the event organisers who benefit. Hybrid events can also save attendees up to 50% in travel and accommodation costs.

Larger attendee reach

By providing the option to join virtually or in-person, you’re opening the floor for more members to get involved. You allow your community members to decide how they will participate in your event. 

Minimising on-day event risks

If you’ve organised an in-person event, you’ll know that unpredictable factors such as adverse weather conditions can stop people from attending. These types of event risks aren’t as much of a concern when you host a hybrid event. 

Low-commitment

It’s also an excellent way for community members to ‘test’ your event and see if it’s a good fit for them. A recent study discovered that around 30% of people who attended a live-streamed event went on to attend the physical event the following year. 

Some people might not be ready to pay for an in-person ticket or be willing to travel, so having a hybrid event allows them to take part without these particular worries.

Better flexibility

Events that are purely on-site can be restricted by the likes of venue size. A hybrid event means part of your event takes place on a digital platform and, as a result, you don’t have to worry about space for attendees joining remotely. 

This gives you more opportunities when looking for a place to host your event.

Attract more speakers

Just as hybrid events make it easier for attendees to participate, they also increase the likelihood of attracting high-quality speakers. A hybrid event gives speakers the opportunity to present their talks virtually. 

This means more speakers are willing to take part in your event as you give them the choice of in-person and virtual.

As you can see, there are plenty of reasons to host hybrid events, but they’re not without their challenges. 

The key to success lies in treating the in-person and virtual components as distinct yet complementary experiences, each requiring planning and execution to ensure member engagement. 

How to make member engagement inclusive

Creating an inclusive event means acknowledging and addressing the different needs and preferences of your community members. For hybrid events, this involves offering multiple ways for members to engage, whether they’re attending in-person or virtually. 

It’s crucial to design experiences that are accessible, interactive, and meaningful for everyone so all your community members feel valued. 

This starts with recognising that inclusivity goes beyond providing event access; you need to create experiences that resonate with all participants, regardless of how they join the event. 

From content delivery to networking opportunities, every aspect of the event should be designed with inclusivity in mind.

Dual hosting

With 46% of event organisers saying their presenters have a hard time engaging both audiences, dual hosting should always be prioritised for hybrid events. 

One of the most important aspects of a successful hybrid event is recognising that the needs of in-person and virtual attendees differ. As such, you need dedicated hosts for each type of audience. 

For example, the in-person host should focus on the physical event, guiding attendees through the schedule, introducing speakers, and facilitating networking opportunities. 

Meanwhile, a virtual host would be responsible for engaging online participants and ensuring they feel included and connected throughout the event. 

Imagine the opportunity as a virtual attendee to put forward your question to an event speaker. The virtual host reads your questions so you're able to participate in the same way as those who are physically present. It pushes the idea of connection and ensures every attendee has a great experience. 

39% of those who attend hybrid events online said they didn’t feel included, which is why dual hosting is so important. Remember, these virtual attendees give up their valuable time to join your event. Having dual hosting organised for your community event shows all attendees that you appreciate and prioritise their involvement in the day. 

Technology

For a hybrid event to succeed, the technology you choose must be more than an afterthought. 

Just like you need to give time to choosing the right community platform, you also need to find a platform that can handle the demands of your hybrid event. 

Hybrid events mean live streaming high-quality video and facilitating real-time interaction between in-person and virtual attendees. In fact, 88% of virtual attendees said it’s very important or critical to have a seamless and high-quality technical experience, and 71% will drop off when they run into any technical glitches!

Do your research and make sure your platform is capable of hosting these types of situations without any hiccups. 

It's also worth remembering that technology plays a part way before the event day. 

From the moment an attendee registers for the event (as an online or in-person attendee), technology choices should help create a seamless experience for them. This might include: 

• Sending them personalised itineraries 

• Providing digital event guides

• Offering networking tools that allow participants to connect before, during, and after the event

Using technology to break down barriers between the physical and digital world means event organisers can give every attendee the tools they need to actively participate and benefit from the event. 

Build connections with community events

At Steadfast Collective, we can help you build your very own community-focused website or application. If you’re just at the beginning of your community journey or you’re thinking about hosting an event for your members, we're here to help. Get in touch now!