Everything You Need to Know About Hybrid Events

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Everything You
Need to Know About Hybrid Events
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CONTENT
1. Introduction

1. 2. Hybrid Events Have a Significant Percentage of
   Participants Virtually

3. Broad-Spectrum of Audience
4. Engaging Audiences at The Event
5. A Chance to Win Powerful Sponsorship
Opportunities
6. Increased Return on Investment
7. Ways To Use Hybrid Events Video Recording
8. How Do You Make Your Event Successful?
9. Importance of Live Captions Subtitles
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1. Introduction

• Hybrid events have been happening since 2012 but
  have come to the limelight in recent years,
  especially after the pandemic.
• According to Twilio 2020, 30 of organizations
  across the globe began using video conferencing
  solutions for the first time since the Covid 19
  impact.
• The main objective of these events is to connect
  people in such a way as to educate, inform,
  promote, or celebrate.
• Hybrid and virtual events are both popular
  options when it comes to attending conferences,
  seminars, workshops, training sessions, product
  launches or portfolios, promoting products or
  services, and more.
• The hybrid events, also called the blended events
  are valuable in their own way.

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2. Hybrid Events Have a Significant Percentage of
Participants Virtually

• Despite the live audiences, the best feature of
  hybrid events is attendees participating
  virtually.
• Many participants who had been attending your
  events in person may not be able to participate
  in the event.
• They may feel insecure about traveling due to
  health or safety concerns.
• The event can also have capacity limitations to
  accommodate all. Thus, effective programs
  generally target global audiences, and they are
  free to join from anywhere.

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• Hybrid events have become an essential part of
  the new normal in the event industry.
• The virtual participants need access to a video
  conferencing platform, a device, and a stable
  internet connection.

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3. Broad-Spectrum of Audience

• Hybrid events are the new buzzword in the events
  industry.
• More event planners and attendees alike are
  looking to live and virtual elements as part of
  their experiential marketing campaigns.
• However, many planners believe that hybrid events
  split your total attendees as live and virtual,
  creating separate groups that cant be segmented
  effectively as they would have different needs
  and expectations.
• While this logic seems sound, hybrid events
  indeed increase the reach and gain more audiences
  through live and virtual channels in just a day
  or evening, creating a cohesive marketing
  strategy that furthers your goals for any
  campaign. A strategy!!!

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4. Engaging Audiences at The Event

• When planning a hybrid event, the greatest
  challenge here is to retain the two audience
  engaged- attendees online and the ones who have
  set out to your venue to be a part of your hybrid
  event.
• When online participants feel excluded, they tend
  to drop out of the session, while those at the
  venue may lose interest quickly if they think
  they are not involved in the interaction.
• This compromises the engagement rates. Also, it
  is essential for speakers to engage online
  participants rather than just showing up and
  speaking.
• Other best ways to engage and entertain them all
  is to include QA sessions, live polling, chat,
  and making them work together on workshops.

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5. A Chance to Win Powerful Sponsorship
Opportunities

• According to Brella, 72 of corporate sponsors
  are keen on participating in hybrid events as
  they can effectively reach both audiences.
• The main reason is that hybrid events are
  incredibly valuable for sponsors as more
  attendees (both virtual and in-person) at your
  event offer a pool of leads for them.
• Also, there can be face-to-face and one-to-one
  interaction with interested people, leading to
  increased participation.
• Finally, a surge in substantial metrics kindle
  sponsors who are looking for new opportunities.
• Thus, a detailed report on relevant metrics at
  hybrid events can ensure your sponsors, that
  their money is well spent.

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6. Increased Return on Investment

• Your events are definitely exclusive, but
  resharing your digital content keeps a steady
  stream flowing to your audience.
• By the end of your event, you will get a full
  video recording that encompasses your entire
  sessions.
• Post edit them into smaller segments or snippets
  to repurpose the content on your social media
  platforms and websites or promote your future
  events.
• You can also post-edit the videos to publish them
  on various OTT platforms or create podcasts or
  slide presentations.
• Determine your future marketing campaigns from
  your previous content and drive more audience by
  extending the life and reach of your event.

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7. Ways To Use Hybrid Events Video Recording

• Your events are definitely exclusive, but
  resharing your digital content keeps a steady
  stream flowing to your audience.
• By the end of your event, you will get a full
  video recording that encompasses your entire
  sessions.
• Post edit them into smaller segments or snippets
  to repurpose the content on your social media
  platforms and websites or promote your future
  events.
• You can also post-edit the videos to publish them
  on various OTT platforms or create podcasts or
  slide presentations.
• Determine your future marketing campaigns from
  your previous content and drive more audience by
  extending the life and reach of your event.

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8. How Do You Make Your Event Successful?
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• The common goal of a hybrid event is to bring
  people together for a shared purpose. The most
  important factor is to understand your audiences
  needs.
• You need to meet the expectations of both your
  virtual and live participants.
• Also, understand the reality that remote
  attendees will not have the same level of
  attention as the live audiences.
• Try new ways and think out of the box to include
  the remote participants.

• Ensure the sessions are shorter, crisp, and more
  focused to capture the audiences attention.
• It is also crucial to establish a strong
  association with the venue hosting partners for
  the in-person meeting.
• This is not only access to a high internet
  connection but also to include ample technology
  tools for remote attendees. Read More

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9. Importance of Live Captions Subtitles

• Live captions and Subtitles are an essential
  accessibility feature for non-native speakers and
  hard-of-hearing participants.
• Every participant is an asset, and try to include
  everyone despite disabilities, and this would
  definitely double the success of your event.
• Also, with captions, remote attendees get a
  chance to comprehend better and align with the
  sessions.
• CaptioningStar seamlessly integrates with 50
  virtual platforms like Zoom, Webex,, Adobe
  Connect, etc., to live caption your virtual and
  hybrid events.

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• The in-house team is fully equipped with over 100
  captioners and native translators who can provide
  remote or on-site captioning and translations in
  your preferred target language.
• We offer you the highest quality captions that
  perfectly synchronize the audio and video.
• In fact, the ADA (The Americans with Disability
  Act) is a civil rights law that has set
  regulations to make all the video content
  accessible to disabled people without any
  discrimination, thus making captions an
  inseparable part of your videos.
• The best practices for ADA-compliant captions are
  one to three lines on the screen that stay from
  five to seven seconds at the bottom of the screen
  and are replaced by another set of captions.

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