Tag: event technology

Technology has the potential to transform just about every aspect of our lives, but with so many bright and shiny new apps out there, it begs the question — are mobile events apps really worth it for your next event? 

Yes! And here’s why: 

The thought that has gone into the creation of these mobile event apps comes from a keen understanding of the pain points event managers suffer before, during, and even after each event. 

For those reasons, it’s important to consider these mobile event apps not as the latest craze in the events industry, but as cutting-edge capabilities that will always prove useful to event planners.  

This is especially true of apps with hybrid capabilities because it looks like the events industry will continue to straddle both the in-person and virtual worlds for a while yet. So, what is it that makes mobile event apps ever useful to event managers? 

Here, we’ll take you through a few features that really help you level up your event, while managing (and minimizing) the time and effort it takes to do so. By the time you’re through reading this article, you’ll wonder why you haven’t invested in a mobile app sooner. 

Why does my next event need a mobile event app?

As an event planner, you’re used to making decisions quickly and adapting to curveballs as they come your way. Case in point: the COVID-19 pandemic. 

Talk about throwing an industry right off its axis. And yet, the events industry is bouncing back, and we’re convinced the return will be better than ever. 

But that doesn’t detract from the fact that recent history has proven event management can be unpredictable and maybe not ideal for the faint of heart. 

That’s why we consider technology to be an invaluable asset that will not only advance your efforts, but minimize the time and energy required of you in the process. 

And it turns out, we’re in good company. 

According to a survey from Social Tables, 35% of event managers credit technology as the factor that has made the greatest impact on the events industry.

Engaging Events lists the most popular technologies used by event planners as:

• Photobooths at 45%
• Events apps and live streaming tools tied at 44%

In other words, if you plan to feature a photobooth at your event, you should probably invest in an event app, too. 

The question is, which one? 

As they’ve gained popularity, there are more mobile event apps on the market than ever before. So, what should you look for before investing in an app that will elevate your efforts?

How do I choose a mobile event app for my next event?

Kind of like choosing a car, we suggest taking a few for a test drive to see which one feels the best to you. 

You’re going to be the one in the driver’s seat, so you should love your mobile event app, or risk not using it at all. (Read: money wasted)

While only you can determine what you really need from your app, relative to the types of events you plan to host, there are certain tools and capabilities that we think should feature front and center in your search.  

Don’t miss these 5 mobile event app features

We mentioned hybrid capabilities as a real game changer when it came to mobile event apps and we stand by that. In addition, and more specifically, your app should support the following:

1. A complete and comprehensive approach — streamlining is the goal here, so look for those mobile event apps that feature everything you need in one place. Not only will this make your life easier, but a one-stop shop structure can help boost productivity and inspire more attendee engagement.
2. Customization that is quick and easy — whatever mobile event app you choose should support personalization based on each user’s unique preferences and needs, whether that means choice of fonts, colors, or how information is displayed. (Linkdex tells us that a personalized experience has become a standard expectation for 70% of consumers). 
3. Connections that are meaningful — in other words, networking. Your mobile event app will earn high marks with users provided it supports communication between attendees via messaging and professional matchmaking. 
4. Responsive and targeted communication — you want to choose a mobile event app that supports real-time updates, making it easy to edit if there are sudden changes to the schedule, speakers, locations, etc. Even better — find an app that allows you to send targeted notifications like reminders, schedule changes or fun opportunities to engage, such as giveaways!
5. The ability to invite and analyze ROI via attendee feedback — your attendees will let you  know what is and isn’t, along with what did and did not work at your event, provided you give them the opportunity to do so. That’s why you want to select a mobile event app that supports real-time feedback in order to evaluate ROI and anticipate what attendees might expect or need for future events. 

By shopping for a mobile event app that offers those five features, at a minimum, you’ll be able to deliver tangible benefits to your attendees, while reaping a few prime perks yourself. 

What makes mobile event apps valuable to event attendees?

If you’re attending an event, don’t you feel more excited and empowered to make the most of the opportunity if you have all the information you need right in the palm of your hand (literally!)?

When you provide your attendees with mobile event app capabilities, you actually give them more control over the experience. 

For instance, accessing the floor plan on their phone allows attendees to map out their day (pun intended) and easily schedule one-on-one or group meetings with other attendees, book a quick conversation over coffee with speakers or exhibitors, and all while dodging long lines to register or print badges, thanks to the barcode on their phone. 

These reasons alone should be enough to encourage you to invest in a mobile event app. 

Your attendees are expecting you to make this event truly memorable. Convenience, ease, connection, and time savings go a long way, and earn you a few gold stars in your attendees’ eyes. 

Why should you, the event planner invest in a mobile event app?

Aside from the unmistakable value you’re providing your attendees, mobile event apps do offer some specific perks for event planners. 

While it’s true the convenience features apply to you as well, there are two financial reasons that will surely outweigh the initial app investment. 

1. Mobile event apps can be real money makers. Not only can you pocket some marketing dollars by advertising upcoming events on the app, imagine turning an easy profit by offering your sponsors the opportunity to purchase banner ads inside the app that users will see repeatedly before, during, and after the event. Cha-ching! 
2. Make ROI calculation easier than ever. Math is hard. Analyzing the ROI for an event has traditionally been a complicated and complex endeavor. Now, with features like attendee polling and real-time feedback tools, you can easily organize and analyze the data you need to determine how you’ll allocate resources for future events. 

Have you met our Pathable’s mobile event app?

Allow us to introduce you to the mobile event app that really delivers hybrid capabilities unmatched by other mobile event alternatives. 

With Pathable, an event platform made for event planners, you can empower your in-person or hybrid event with features, such as:

• Quick and seamless setup
• Contactless registration and badge printing
• Real time metrics, including notifications and bulletins
• Interactive venue maps and wayfinding 
• Customizable, personalized event agendas 

Ready to learn more about the mobile event app that is more than worth it for your next event?

Request a demo!

Technology is becoming increasingly important to the events industry, which can make choosing the best management mobile event app a little tricky. 

Considered the “preferred shortcut to the world wide web,” according to Review 42, it’s not surprising that 50% of all internet traffic from 2018 forward came from mobile apps. Once upon a time, mobile event apps were “nice to have.” 

Now, they are practically non-negotiable because they have proven to be game-changing to event planners — and the industry as a whole. In fact, Prism recently featured research demonstrating that 35% of event planners cited event technology as having revolutionized the industry. 

This is partly due to the fact that there are currently 2.7 billion smartphone users, and 90% of their total mobile time is spent on apps, as listed on Review 42’s App Usage Statistics to Know in 2022. 

Your event attendees are already on their phones and engaging with other mobile apps, whether to check their bank accounts, track their productivity, count the number of steps they’ve logged, or just play a game. This is your opportunity to seize the moment and connect with them via the right mobile event app. 

Of course, that begs the question… 

What makes the right mobile event app?

With plenty of competition in the market, it can help narrow your choices by understanding what features to look for in a mobile app. We’re talking about those features that really help you level up your game and make your events more engaging and memorable than ever before. 

Ultimately, you want to choose a mobile event app that will drive attendee engagement with less effort on your part.

Of course, as the events industry continues to bridge the competing interests of in-person and remote attendance, your mobile event app needs to have unparalleled hybrid capabilities. 

Relying on a mobile event app that fails to adequately address the unique needs of those attendees who wish to participate in person, as well as those who feel more comfortable staying remote, will only undermine your initiative. 

Join us as we delve into how to evaluate mobile event apps and find the one that has the right features to support your event management efforts. 

Mobile event app: Features to focus on

When you’re trying to evaluate a mobile event app, it’s easy to get overwhelmed by factors like price, functionality, accessibility, and whether or not you’ll actually use all of the tools within the app’s suite. 

Fun fact: if your mobile event app is lacking in a particular feature or two, research from Apptentive shows you’re 96% more likely to never use it. 

Given the price of some mobile event apps, you don’t want to find yourself in this position. Consider this akin to paying for a gym membership and only showing up every so often… if at all. No judgment. We get it, we’ve been there.

Similarly, most event planners understand the struggle of finding the right mobile event app because they’re wrestling with the ability to take advantage of this unique technology while avoiding being overwhelmed by it. 

Association Forum illustrates this struggle by explaining, “As with most technology for associations, event apps represent a challenge and an opportunity to expand services and value to members and sponsors.” 

The trick is to isolate what really matters to your attendees, sponsors, exhibitors, and YOU, the one actually tasked with managing all of the event’s details. 

Let’s take a look at the pain points for each audience, starting with attendees. 

Why mobile event apps matter to attendees

The world has felt pretty disconnected these past few years, which has left many people eager for connection. 

Whether your attendees are comfortable showing up in person or prefer to remain hybrid, we’re confident that all are anxious to connect with colleagues, industry leaders, and compelling sponsors in order to re-energize their professional goals. 

In light of this reality, your mobile event app should offer compelling ways for attendees to connect, engage, and interact with each other easily and in real-time. 

Speaking of real-time, ideally your app should provide real time updates and metrics about the event because these provide a consistent connection between all parties: planners, speakers, sponsors, and attendees.

Your mobile event app should support your attendees and make life at your event that much easier to navigate. 

It should also allow for easy access to the event via registration, interactive venue maps, badge scanning, and the ability for attendees to create their own personalized agenda. 

So, when shopping for mobile event apps, narrow your choices down to those that include features like:

• Mobile app customization — this allows attendees to customize the app, depending on the content they are most interested in at your event.
• Personalized agenda and session schedule — simply put, this feature allows easy access to all event content
• Profile and meeting attributes — consider this the key to seamless and smooth networking, with attendees able to view each other’s schedules in order to avoid busy times, schedule individual meetings, and even book a space, whether a table or virtual meeting room
• Interactive maps — think of Google maps or Waze to a driver headed to an unfamiliar destination. This feature assists attendees as they move about your event. 

Finding a meaningful mobile event app for sponsors/exhibitors 

Returning for a moment to the topic of connection — your sponsors and exhibitors want to connect with your attendees. In fact, they need to in order to make the event worthwhile. 

Sponsors and exhibitors carefully choose which events they attend based on their projected ROI. Providing them with the right mobile event app will help them realize more bang for their buck. 

While real-time communication, app customization, and interactive trade show maps still matter to sponsors and exhibitors, you really want to isolate those mobile event apps that include additional features to help drive ROI, such as:

• Real-time exhibitor metrics — consider this a performance report that allows exhibitors to adjust their efforts, based on real-time data
• Lead retrieval — scan, connect, and capture leads in a more effective way than the old school business card exchange
• Sponsored push notifications — communicate with attendee directly, whether on an individual or group basis, including sponsor promotions
• Brand recognition — showcase your sponsors within the app, whether on banner ads or within other shared or downloadable content
• Featured demos and sessions — use the mobile event app to call attention to specific sessions and demonstrations hosted by certain sponsors/exhibitors

Mobile event apps to empower event planners

While event attendees are looking for connection, and sponsors or exhibitors are interested in ROI, today’s event planners vet mobile apps for their ability to increase engagement. 

Eventsforce recently published research demonstrating that 81% of event planners consider driving attendee engagement as their top priority and purpose for selecting a mobile event app. 

With that singular, yet complex focus in mind, we suggest you look for a mobile event app that is able to effectively engage attendees, sponsors, and exhibitors before, during, and after your event. 

A comprehensive approach to engagement will leave a lasting impression with all involved, maintaining connections between participants and potentially boosting ROI even after the event is over. 

In order to embrace this approach, your mobile event app should offer an end-to-end solution and include supportive features like: 

• A quick and easy setup
• Ability to distribute email and push notifications
• Accessible and intuitive dashboard
• Customization that is both quick and simple
• Easy registration, whether online or onsite
• Meaningful metrics
• Real-time updates
• Solid security and reliability

Assessing mobile event apps takes some time, but you can streamline the process and create a more precise picture of what you really need from this app by prioritizing engagement and hybrid capabilities. 

Ready to learn how Pathable’s flexible, easy-to-use event platform and mobile event app can deliver education, networking, and a trade show experience for your attendees, whether they’re attending in-person or virtually?

Engaging events can make a positive impression on your audience, leaving your organization top of mind. To help achieve this, there are some key skills you can develop to connect with your audience — you can research their interests and choose the right type of content to reach them. 

We have put together this guide to help you walk through the process and learn more about providing event attendees with excellent, engaging content. 

Find out what attendees want to create engaging content

There are several key tips that can help you to find the best engaging content for conferences.

The most notable place to begin is with potential event attendees. The host can ask friends and colleagues questions like, “What topic most interests you?” Another method is to send a survey to your target audience. 

Another critical step is to learn about your attendees’ most frequently asked questions (FAQs). A simple Google search can help you to uncover these topics. Ask a question on Google and scroll down the results page to find a section called “People Also Ask.” This featured section highlights users’ questions on Google and the most relevant answers. 

One powerful digital resource for generating event content is social media. Scroll through the comment section on your social media platforms to find complaints about your organization or previous events and turn those into an advantage. For example, the famous review aggregator Rotten Tomatoes made a podcast called “Rotten Tomatoes is Wrong” to discuss the number one complaint about their website. 

It’s also essential to consider the social expectations of your audience. For example, a group of investment bankers might not be interested in humor, while a room full of creative youth from Gen Z might enjoy customized memes. 

Whatever your audience, it’s vital to learn about their expectations and develop a friendly relationship. 

Choose the type of engaging content that speaks to attendees 

Choosing the correct type of content can make or break an event presentation. You must understand what your audience wants and expects from a presentation. There are three main categories for event content types — panel discussions, thought leadership sessions, and technical presentations. 

Panel Discussion 

A panel discussion is an excellent opportunity to engage with in-person, virtual, and hybrid audiences. These discussions are an open forum for experts on a topic to share their thoughts, feelings, and opinions. A panel discussion is also an opportunity for event attendees to engage with experts and ask questions. 

This content is appropriate for a curious, driven audience that wants to learn the opinion of experts and will likely have questions about the content. 

Thought Leadership 

TED Talks are often famous for featuring thought leaders who provide insight into the future of an industry and their opinion on the current trends. Since these types of presentations focus on the big picture of an entire industry, these presentations are typically best for visionaries, executives, and decision-makers rather than someone focused on a niche topic. 

Technical Presentation 

A technical presentation typically showcases a technical issue and an expert’s method to solve the problem. Technical presentations have a unique audience since they focus on providing experts with new information. It’s clear that the target audience should be knowledgeable individuals who want to hear from a professional who has thoroughly researched and solved a technical issue. 

Find an event app that makes accessing engaging content simple  

Here at Pathable, we aim to connect people for an unforgettable experience. We want to help you take your communication and audience engagement to the next level with the Pathable conference mobile app. We offer virtual, in-person, and hybrid event platform solutions, so connecting with your guests is easy. Pathable also has multiscreen capabilities, real-time chat, and meeting hosting features on the cutting-edge of digital event technology. 

Ready to find out more? Schedule your demo of Pathable today. You’ll have the opportunity to get hands-on with our user-friendly app and learn how it can help you to improve your engagement metrics! 

The true event experience is one like no other with networking, engaging speakers and opportunities to learn. As the world has shifted largely to a hybrid lifestyle of remote and in-person work, hybrid events are becoming an increasingly important opportunity. Now, global attendees can enjoy their favorite hybrid virtual conference or hybrid trade show from the comfort of their homes, while physical attendees in the area can also benefit from the in-person experience. 

The team here at Pathable understands how vital it is to offer your guests a premium hybrid event experience. That’s why our team of experts created this review of hybrid event management and how you can use hybrid event best practices to build a base of loyal followers interested in your organization. We’ll walk you through the basics of promoting a hybrid event, including topics like:  

What Is a Hybrid Event? 

Hybrid Event Planning 101 

Hybrid Event Management 

Following Up: Maximize Your Hybrid Event’s Long-Term Impact  

Read on to learn the best practices for your next hybrid event. 

What Is a Hybrid Event? 

A hybrid event is an event experience designed and organized for both in-person and online attendees in ways that connect both audiences in an organic event environment. 

Before the pandemic, organizations planned hybrid events to allow online audiences to join an in-person event experience through live streaming, teleconferencing, and other virtual means. In such settings, virtual audiences often had limited access and a limited event experience compared to in-person attendees. 

However, in a world impacted by the COVID-19 pandemic, hybrid events must be deliberately planned to give both in-person and virtual audiences a full event experience. 

Hybrid Event Planning 101 

For starters, hybrid events require more strategy and planning than virtual or in-person alone does. However, considering the benefits of going hybrid, those efforts are always worth the extra attention. You can expand your reach and capture new audiences, and also engage them in new ways. Follow the tips below to plan your next event. 

Start with dedicated hybrid event tech 

A hybrid event is not two different events but a singular event with two experiences. Therefore, before thinking about venue and other logistics, ensure that you have the appropriate event technology to execute a hybrid strategy. 

When considering software options, choose one that allows for various types of event engagement, interaction, and networking. Focus on features such as: 

• Live chats 
• Polling 
• Breakout sessions 
• Gamification 
• Video and group chats 
• Interactive sponsorship and exhibition elements 
• Customized branding and more 

An ideal hybrid event solution combines a virtual event platform and mobile event app in one solution. The platform provides virtual attendees the opportunity to be present virtually and to interact. In contrast, the mobile event app provides on-the-go access and interactive tools for engagement between both virtual and in-person attendees. 

Pre-event marketing is critical 

Build anticipation for both in-person and virtual attendees by letting them know exactly what to expect. Most importantly, convince virtual attendees how you intend to make them feel engaged as though they were attending in person. 

You can tailor your value proposition to in-person attendees to include: 

• Venue 
• The ambiance of the environment 
• Special networking sessions 
• Exhibitions 
• Entertainment 
• F&B  
• Other exclusive access  

For virtual attendees, talk more about: 

• Livestream and production quality 
• Interactive and networking tools 
• State-of-the-art technology 
• Digital or shipped swag and takeaways 

Talk about how these features will make attendees feel connected to the event. It’s best practice to make a clear outline of the unique and common features for the two audiences so that each will know what to expect. This way, your attendees can plan ahead for which sessions are most interesting to them and schedule their experience accordingly. 

Consider what time zones will impact your hybrid event 

When building your event agenda, consider the time zones that will work best for your virtual audiences. If your event targets audiences in a similar time zone as the event location, this may not pose a challenge. 

However, if the time zones vary significantly, try and put main track events and networking sessions around the time convenient for all attendees. You can also consider running multi-sessions so that attendees can choose which sessions work best for their time zones. 

Plan for social (physical) distancing for in-person venues 

There are a limited number of persons allowed for physical events. Therefore, check with your venue to know the recommended capacity so you can plan accordingly for spacing and admittance. It will also determine how many tickets you will place on sale for in-person attendees. Once those slots are exhausted, interested attendees can continue to sign up for the virtual option. 

Decide ahead of time: live or pre-recorded content 

For in-person attendees, most of the content should be live, except for short video clips and commercials necessary to be produced ahead. However, there might be a need to engage your virtual audience with additional content that they can view on-demand. 

Alternatively, you can pre-record the main track sessions and place them on the platform for virtual attendees as a backup plan in case technical issues arise while streaming live. 

Plan for varied content to maximize engagement 

Online audiences tend to have a limited attention span. Therefore, you should plan for a mix of content types to keep attendees engaged. Keep content interactive and moderate in terms of length. 

Use interactive tools such as Q&A, polling, and gamification to keep the audience active during sessions. 

Hybrid event management  

Once you get the basics sorted, the next focus will be to make your event run smoothly. Let’s consider the following touchpoints that will make all the difference in your hybrid event management. 

Practice makes perfect 

Prepare speakers ahead of time for the hybrid experience. Start with the event platform you have chosen and ensure speakers can reach your virtual and in-person attendees using the platform. Also, allow your speakers to practice on the stage or in the space where they will be recorded. Remind them to make eye contact with the cameras once in a while so that virtual audiences can feel connected. 

Ensure that everyone is 100% comfortable with the platform that you have chosen. This is because if speakers are familiar with the platform and stage, they can efficiently work around any technical difficulty that might come up. 

Make registration, check-in, and long-in as seamless as possible 

Using a cohesive solution that combines a virtual event platform with a mobile app will ensure that both virtual and in-person attendees can easily navigate your event space. Integrating your registration software with your event platform and app will also help create a smoother user experience. This way, attendees can check-in and login to your platform without hassles. 

Prioritize community 

Make sure that everyone can interact across the in-person and virtual divide. Do this through online chat rooms, message boards, and in-app communication options. The idea of a community is what makes the event hybrid, and if there is no cross interaction between the two audiences, virtual participants won’t feel as much connected to the event experience. 

Offer interactivity 

If your only way of engaging attendees is having them passively watch speakers, you’ll lose your virtual attendees’ attention fast. Ensure that there are ways to interact during sessions with options for reacting to things, voting in polls, or contributing questions. 

You can go a step further by allowing in-person attendees to share live videos of moments at the event venue with their virtual counterparts via the event app. If your event venue has breakout rooms with hi-tech audio-visual capabilities, you can have a mix of in-person and online attendees in the same breakout rooms. 

To achieve this, set up the rooms with smart 360-degree cameras that show everyone in the room and that highlight anyone speaking. In turn, set up screens in the rooms to display and highlight the faces of those participating online. 

End your hybrid event with a splash 

Don’t let your attendees leave, or log off, without putting careful thought into your closing remarks. Do you want to end with your best speaker? Or with a performance from a musician or other entertainer? Finish with something that will keep attendees reminiscing about your event. 

Following up: Maximize your hybrid event’s long-term impact 

The gains of your hybrid event will come mostly from what you do after the event has ended. Take the following steps to ensure that you maximize your event’s long-term impact. 

Stay in Contact 

Keep communicating with your attendees through email touchpoints. Start with a thank you email and highlight key takeaways from the event. You can also share a post-event website where they can view session galleries and high points. If you have additional resources you want them to download or view, provide the links to those resources in your communication. You can also allow sponsors and exhibitors to continue reaching out to attendees. 

Ask for attendee feedback 

You need feedback to know whether your event met expectations or not. Send out post-event surveys and ask attendees what they think about specific aspects of the event like: 

• Content 
• Speakers 
• Agenda 
• Interactivity 
• Sponsors, and other areas 

You will learn a lot of lessons from the feedback that can be useful for planning future experiences. 

Offer continued access to evergreen content 

Your organization can nurture both in-person and virtual attendees by providing continued access to evergreen content on your event platform year-round. Such content can be the recordings of live sessions or fresh pre-recorded content. By keeping the attendees engaged, you can retain their loyalty for the next event year. You can also reach out to them with additional offers regarding your next hybrid event. 

Maintain your community 

The community aspect of your event is the interaction and networking. Encourage attendees to continue the exchange on the platform. You can also create conversation forums where attendees can discuss topics about post-event realities. Enable email or mobile notifications when there is a new post or interaction on the platform. This is an excellent way to get invaluable data on your attendee’s opinions and viewpoints. 

Measure engagement and ROI 

During the planning process, be clear about key performance indicators (KPI) you’ll track for the event. This way, you can use them to measure ROI after the event. When you track how attendees engaged with speakers, content, sponsors, and other attendees on your platform, you will find insight on which aspects of your event resonated with your audience the most. 

Wrapping up 

Like virtual events, hybrid events will continue to evolve. Therefore, your first attempt might not be a perfect one. However, take note of your audiences’ feedback, and talk to your technology provider to harness additional features that will best suit your unique hybrid event experience. You might also consider attending other hybrid events both virtually and in person to learn from other organizers. 

Commonly Asked Questions to Make a Hybrid Event Successful  

As a newer form of technology, many people have questions about hybrid events. Here are the answers to some of the most asked questions about these events.  

What Is a Hybrid Event Platform? 

A hybrid event platform combines in-person and digital aspects that are customized for each audience. The goal of a hybrid event is for each group to have experiences designed to drive them to take specific actions and enjoy the thrill of discovery. The in-person audience should receive a VIP experience that can help them network and learn, while the virtual audience connects through online interaction to build connections and view a treasure trove of digital content. 

The technology that’s now available has made it possible to wow audiences with impressive and impactful content online, just like physical event spaces. 

How Do You Make a Hybrid Event? 

The first step in building a hybrid event is to figure out the focus of your event. Internal and external events are the two most important categories. Internal events provide information for stakeholders like employees, management and more. Hybrid events are often perfect for internal presentations since it’s too difficult to bring everyone to one location. Examples of common internal events include larger team meetings, town halls and more.  

External hybrid events reach out to customers, clients, future prospects and much more. The goal of these events is typically to persuade your leads to take an action or reinforce brand loyalty and networking within a certain industry. Examples include trade shows, live product demonstrations and more. A notable example would include the iconic Apple keynotes presented by Steve Jobs for devices like the iPhone.  

How Do You Make a Successful Hybrid Event? 

The ultimate goal of any virtual event is to have audiences leave feeling that they received a great value in exchange for their time and money. In a hybrid event format, the goal is to create a single event that satisfies both the in-person and virtual audiences with unique rewards for participation without the events feeling separate. 

On a more specific level, you set organizational goals that are the metrics for the success of your hybrid event. Even if audiences leave extremely satisfied, you need objectives that tell you how much the event advanced your organization. 

Examples of metrics for success that you can set include: 

• Number of registrations: The number of people who sign up to attend your event in-person online reveals the effectiveness of several factors, including your ads, landing page and overall marketing campaign.  

• Attendee conversion rate: Another key metric is the attendee conversion rate, which focuses on the number of people who register and actually attend the event. You can find this figure easily. Simply divide everyone who attends the event by the number of people who signed up and multiply the final figure by 100.  

• Average viewing rate: Average viewing rate reveals if your virtual audience is truly engaged and reveals which portion of the presentation began to lose interest. 

• Engagement rate: Your engagement rate reveals key metrics that show how your audience chooses to interact with your online event. For example, engagement would consider how many people download your resources, message in your group chat, answer your surveys and much more.  

• Return on investment: Return on investment (ROI) is the financial bottom line for your event. You simply calculate the event’s cost and divide the revenue by the cost and multiply it by 100.  

How Do You Engage a Hybrid Audience? 

There are many methods to engage your hybrid audience. The main idea is to blur the line between being present and virtual so that the audience feels like they have a live impact on the event’s outcome. For example, a question and answer session where the virtual audience can ask questions allows them to feel like they can participate directly. If you provide polls where the virtual audience decides between several potential topics, then the audience was an active part of planning your event. The goal is to tear down barriers that would stop the audience from feeling present.  

How Do You Make Hybrid Events More Interactive? 

You can make your hybrid event more interactive through the power of technology. Famous examples include popular television programs like American Idol. Even though there’s a physical audience, the viewing audience actively participates by calling into the show to vote on the winner. 

These are significant examples of how you can host interactive activities: 

• Virtual trade show: You can provide virtual trade show booths physically and digitally. The digital version can use images, files and videos available for download, while virtual attendees can connect with the exhibitors through video calling.  

• Appointment scheduling: Appointment scheduling helps to facilitate networking by connecting physical attendees and virtual guests by scheduling one-on-one meetings or group discussions online and in person. 

• Sponsor and exhibitor ROI: You can also have webinars and breakout rooms hosted by event sponsors and exhibitors to allow them branded opportunities to create high-quality content for your event.

The COVID-19 pandemic normalized the experience of virtual events for most attendees. While in-person events are becoming safer, many people are still enjoying hybrid options. 

Is it worth it to continue hybrid events for the foreseeable future? To help you decide, consider some of the best practices of hybrid events, as well as a few pros and cons with Pathable. 

Three benefits of hybrid events 

While hybrid events only recently rose to popularity, it seems they are here to stay for good reasons. Hosting a hybrid event offers several advantages. 

1. Larger attendance 

Hosting an event where you provide the option for in-person or virtual attendance can increase overall registrations. You’ll even have a larger capacity for your audience. For example, if you are hosting an event in a space with limited occupancy, you can only stick to that specific amount. However, a virtual meeting room gives you unlimited opportunities for people to attend your event. Your event can go beyond the room or building you hold because the virtual world provides a much larger capacity. 

Additionally, your attendees will have more options for making your event work with their schedule. Whether they also have children, are unable to travel to the event site, are too far away, prefer at-home events, or have mobility issues, a hybrid event makes you accessible.

2. Increased audience engagement 

Engagement is a must whether your audience is in-person or virtual. Fortunately, you can do this by utilizing mobile technology. Your in-person and virtual audience will likely have immediate access to their smartphones or other devices that could help them participate. 

If you’re streaming an event live across social media or another platform, you can allow virtual attendees and in-person attendees to chat with each other or moderators. They can also ask questions, like, share, and comment. They might hear something you say and could immediately share it online or with people they know in seconds while they are already on their phone.

3. More insights 

Hybrid events offer a plethora of data and insights. You will have a record of everyone at your event through virtual platforms and in-person attendee tracking technology. 

You can also get insights into engagement analytics for online participants. For example, if they logged out of the session before it was over, you can know precisely when they may have lost interest. Virtual platforms also allow you to collect attendee information through questionnaires, polling and other participation methods. 

Once you have this valuable data, you can use it to make informed decisions for your next hybrid event. With each event, you can continue improving your sessions to ensure you engage the maximum number of people. 

Three Challenges of hybrid events 

While hybrid events provide several benefits, they can pose a few challenges. Knowing what they are is essential so you can face them head-on as you prepare for your next event.

1. Complex delivery 

Hybrid events require you to focus on both in-person and virtual attendance instead of one or another. Establishing what you want to accomplish from each experience would be best. 

If your goal is to drive engagement, you’ll need to ensure you have the right technology. Mobile apps offer numerous features to online and in-person participants. You’ll need to decide how to connect each audience to the platform and track participation. Will both audiences maintain equal participation?  

2. Coordination or connection difficulties 

You also have to consider everyone involved in your event, from speakers and hosts to attendees. It requires a significant amount of time and resources to coordinate everyone and everything for your event. 

You’ll need to plan where to host the in-person part and how to translate the experience online. Do you have the correct internet connection, computers, cameras, and other live streaming or recording equipment? If not, how will you get it? You might also want to have a plan for if a participant loses connection. Can they hop right back into the session once they establish their connection? 

Once you have coordination, planning and connection figured out; your hybrid event will likely operate smoothly.

3. Adjustment to change 

You have to consider that you, your organization and even your attendees will take time to adjust to hybrid events. Not everyone is a fan of them from the get-go. 

While hybrid events provide opportunities to those who need them, some people prefer to be in-person, whether they are an attendee or speaker. Adapting to change takes time for everyone.

Your first hybrid event might have some hiccups. Maybe attendance is low, or you faced technology issues — these are all completely normal. As you work and grow, you will become more comfortable, and, as a result, your attendees will, too.

Choose an event app for your hybrid virtual and in-person events 

When you’re ready to host your next hybrid event, let Pathable help you pave the way. Our platform and app allow you to coordinate hybrid events by providing event details and fostering attendee connections. It also has multiscreen capabilities, making it an excellent choice for engaging attendees. 

Whether you need to plan or promote your next hybrid, virtual or in-person event, choose Pathable. Schedule a free demonstration and ask for a test account today to learn more about our platform!