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How To Decide If A Hybrid Holiday Party Is the Best Idea For Your Team

Black woman participating in a virtual celebration

If your company is planning a holiday party this year, one of the first questions you will face is whether to host it online or as a traditional in-person celebration. But why not offer both in one experience?

That’s right, we’re talking about a hybrid workplace holiday party. The ultimate way to provide your team total autonomy in how they celebrate the holiday season with their colleagues, either online or in-person. 

A hybrid holiday party could be a great choice for your team, but there are unique hurdles and considerations involved when planning any sort of hybrid gathering. 

To help expedite your holiday party planning, let’s explore if a hybrid holiday party is right for your team and our tips for hosting a hybrid party will delight everyone. 

How To Decide If You Should Host a Hybrid Holiday Party 

What is the true purpose of a company holiday party? To celebrate your team, of course.

Your team members and their preferences should be top-of-mind throughout every step of your holiday party planning. A hybrid party could give them the much-needed freedom of choice for how to engage in the festivities. This is even more important if your company has a number of geographically dispersed locations that usually didn’t get to celebrate the end of the year together.

To understand if a hybrid holiday party is a good option for your team, we recommend you directly ask them. Gauge whether they are interested in a remote company holiday party, if they’d rather celebrate the season from the comfort of your office, or if they are flexible for either option. Also, check on their preferred activities during a holiday party in their preferred format. 

Beyond your team preferences, the following considerations will also impact whether a hybrid holiday party is a good fit for your company. Of course, these questions are also valid when planning a virtual holiday party, but they are amplified in hybrid settings:

  • How geographically dispersed is your team? You need to find a time that works for your whole team to meet, which could be difficult if your team spans multiple time zones.
  • Will in-person attendees drop out on the day of? Unforeseen circumstances like extreme weather or individual team member needs could lead to last-minute cancellations for the in-person event. 
  • What is your holiday party budget? Virtual parties can be more affordable than an in-person equivalent, especially if your team is known to host extravagant parties at exclusive (and expensive to book) locations. 

3 Tips for Hosting a Hybrid Holiday Party for Work

If your team decides that a hybrid holiday party will best fulfill everyone’s needs and work within your budget, there are a few planning considerations to be aware of.

First, familiarize yourself with the steps for planning an engaging virtual holiday party, which we detailed recently on the blog. Then, follow these best practices to ensure you plan a hybrid party that creates a cohesive and fun experience for everyone. 

Create a Seamless In-Person and Virtual Experience

The worst way to plan a hybrid party is to prioritize the in-person experience and simply add an option for people to stream the experience—leaving them to sit and stare at their screen as the in-person guests mix and mingle.

Everyone at your holiday party should have the same activities and opportunities, regardless of how they choose to join. This starts with your lineup of activities, and we share 10 workplace holiday party games great for a virtual or hybrid holiday party. 

Further build this sense of cohesion by replicating your in-person experiences for an online setting. If you plan to serve food and drink at your party, mail your virtual guests gift cards to acquire their own snacks. Or, send them goodies beforehand. If you have a photo booth at your event, consider creating custom webcam backgrounds to replicate a photo booth experience for your virtual guests. 

Designate a Delegate for Virtual Guests

For your hybrid holiday party to work, you need at least one on-site team member dedicated to engaging with the virtual attendees and ensuring they feel part of the experience. This person can monitor for messages from the remote attendees, help them overcome any communication difficulties, and grab the attention of the in-person group when needed.

The delegate will also be vital in helping orchestrate any of the games or activities you choose to participate in. 

Create Breakout Spaces to Mingle

At a traditional in-person holiday party, your team members often flock to small group conversations that they casually hop in and out of at their leisure. At a hybrid party, you do not want your in-person attendees to completely ignore your virtual guests.

In your virtual event platform, create breakout rooms with conversation prompts and others with room themes for your virtual attendees to join. Then, set up a few laptops and webcams throughout your event space for the in-person guests to come up to, chat with the virtual guests, and move through the computers over the course of the event. Again, your virtual guest delegate will be helpful to encourage the in-person guests to engage with the virtual attendees.

Hybrid Event Technology Enables Fulfilling Holiday Parties

We expect many teams will explore hybrid workplace and personal celebrations this year, be it a hybrid Christmas party, Kwanzaa celebration, or general holiday shindig. These event planners will need to overcome an unfamiliar set of challenges, but the fact is that the future of work is hybrid. And the future of celebrations will likely be hybrid, too.

By hosting a hybrid holiday party, your team can learn how to best overcome the hurdles of these gatherings and build a foundation to plan all of your workplace gatherings in 2022.

One of the essential ways to enable a successful hybrid event is to invest in technology that was created with your team’s experience in mind. Frameable Events was built to enable genuine engagement, with the features and capabilities your team needs to host a successful workplace party.

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How to Throw a Virtual Holiday Party Your Employees Will Love

White woman in a winter swaeter with holiday decorations behind her participating in a virtual holiday party

What will company holiday parties look like in the post-COVID era? 

Despite an initial revival of in-person events this year, many companies still won’t host in-person holiday celebrations in an effort to protect the health of their teams. Instead, more brands will host virtual holiday parties this year, in which the usual festivities like a gift exchange, holiday games, and company messages are coordinated through an online event platform—and we expect to see some incredibly inventive celebrations.

To help you adapt your company holiday party for an online environment, let’s explore how to host a virtual holiday party that your team will actually want to join. 

How to Plan a Virtual Workplace Holiday Party in Seven Steps

We recommend you start planning your virtual holiday party at least three weeks out from your potential party date. If you have less time than that, though, don’t worry—these seven steps will fast-track your ability to plan an engaging online holiday party for your team.

Step 1: Designate a Lead

Just like any other event planning process for your team, you should designate one person to oversee the holiday party planning process. In most cases, this will be a member of your human resources or executive support teams.

This event planning lead will help manage deadlines, pull in team support as needed, and partner with various departments to gain the necessary approvals and resources (like a budget). 

If you are designated the lead for your holiday party planning—don’t worry, it’s easier than you might think, and you don’t have to do everything yourself. This leads us to our next step…

Step 2: Form a Holiday Party Planning Committee

Depending on the size of your company, the holiday planning lead should create a committee with at least one or two other team members. Again, these team members will most likely be from human resources or administrative support teams, because they typically have experience with workplace event planning.

However, encourage any member of your team to join the committee if they would like to. The holiday season may be the favorite time of year for some of your colleagues, and they can infuse a natural excitement and sense of delight into your planning.

Step 3: Survey Your Team’s Holiday Party Wishes

Do you want to know the not-so-secret way to ensure you host a great workplace holiday party? Use feedback from your team members to guide your planning.

The worst way to throw a holiday party is to force everyone to attend at an assigned day and time that they had no influence in choosing, especially if it is after normal business hours. 

Create a quick survey for your team through Google Forms or your preferred surveying tool. At a minimum, cover these essential areas:

  • Would you like to attend a company holiday party? Or would you prefer time off, a holiday bonus, or a charitable gift in your name instead?
  • What are your ideal days of the week and times for a holiday party?
  • What days or times can you not attend a holiday party?
  • Are you interested in a voluntary company-wide gift exchange or similar activity?
  • What would you like to do at the virtual holiday party? Select your top 3 preferences:
    • Open conversation with colleagues in a large group setting
    • Open conversation with colleagues in small-groups
    • Structured, longer group activities 
    • Short, high-energy activities that take just a few minutes each
    • Gift exchange
    • Hands-on cooking or crafting class
    • Other (please explain):
  • Is there anything else we should know to make this event great for you? 

In addition to your survey results, have 1:1 conversations with team members to further explore their hopes for the holiday party. All of this information will help you understand how many team members will attend, gather ideas for the best virtual holiday party activities to host, and the technical requirements to accomplish them.

Step 4: Pick a Virtual Holiday Party Platform

The technology you choose to host your virtual holiday party can easily make or break the experience. Keep your attendee wishes top-of-mind as you explore options, and find a solution that enables your attendees to meaningfully connect and mingle. 

You will ask many questions similar to what you’d ask when picking an ideal virtual conference platform, including:

  • What type of customization is available?
  • How many attendees can this platform support?
  • Does the price scale with attendance?
  • Are there custom breakout rooms for attendees to network? Is there a limit to the number of these rooms?
  • Are there built-in networking components?

Step 5 (Optional): Designate a Theme

If desired, you can now pick a theme for your holiday party to influence the activities you host (we’ll dive into that next), what your team will wear, and how you design your invitations.

A theme is a “nice-to-have” element that is completely optional. If this is your first year hosting a virtual holiday party, it may be best to skip the theme and focus solely on meeting the needs of your attendees (unless a theme is a must-have for them). 

If you’re looking for inspiration on what theme to pick for a holiday workplace party, this article has a handful of themes and activities you can explore.

Step 6: Build an Agenda of Activities

This is where the real fun happens! Now that you have everyone’s feedback in-hand, and know what functionality is available to you, your holiday party planning committee can determine your holiday party’s activities.

Save the first 10 minutes of your holiday party for everyone to log-in and get familiarized with the platform. Then, kick off your celebration with a brief welcome from a member of your company leadership or your holiday party planning committee.

Depending on how long your party is and what your team has expressed in your pre-event conversations, you should offer a combination of open networking rooms and structured activities to appeal to the range of your team’s needs.

To help you, we’ve created a list of 10 workplace virtual holiday party games that work great online, with details on how to approach each of them. 

Step 7: Invite team members

You’re almost there! The last step to planning a holiday party is to get the word out to your team.

Ideally, you should send emails to each employee to personally invite them to the holiday party. Include the date, time, and log-in instructions, as well as any details about the series of events and how they should prepare. Send a calendar invitation to all team members once the email invitations are sent. 

Ask everyone to RSVP as soon as they know whether or not they can attend. Follow up with anyone you have not heard back two days after sending your initial email and invitations. 

Throw Your Best Holiday Party Ever on Frameable Events

By using feedback from your teammates to build your virtual holiday party experience, you are more likely to host an event that your team will genuinely love.

If this is your first time hosting a virtual holiday party, do not stress about making the experience perfect. Instead, focus on opportunities to celebrate your team and enable them to connect with one another in the capacity of their choosing.

We’ve built Frameable Events to support holiday parties for teams of any size, with fully customizable spaces that give your employees the flexibility and freedom they deserve at your party. Learn more about what makes Frameable Events the ideal platform for virtual workplace holiday parties and try it out for free today.

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4 Ways to Engage Membership Association Conference Communities Online All Year Long

White man attending a virtual event from his home office

Given the current state of industry trade shows and membership association events, teams must find new ways to generate revenue that would otherwise come from their traditional in-person conferences. 

But it’s not all doom and gloom. The best solution to overcome this challenge could also fast-track your community’s success. Savvy event planners are doubling down on their community by providing year-round engagement opportunities online, including member networking events, educational webinars, auctions and fundraisers, and more. 

Let’s explore how your organization can offer similar online opportunities to keep your community engaged without your usual slate of in-person events. 

How To Nurture Your Industry Trade Show or Membership Association Community All Year

Your community will weaken if everyone only meets once a year. Consistent events or webinars, content offerings, and other member-exclusive benefits are essential to spark engagement (which will help nurture and grow your community all year).

Plan a membership engagement strategy with at least one significant offering each quarter, like a webinar or virtual member meetup. Consider hosting an ongoing series like a weekly Facebook Live conversation or social activities such as a monthly trivia night. 

Start small with the number and diversity of offerings. Your team should experiment with just a few options at a time and strive to offer a great experience. Then, as your community begins to engage with these offerings, your team can refine your strategy.   

Consider any of these ways to engage your trade show or association community throughout the year (and we’ll explain a few of these in greater detail next):

  • Educational webinars
  • In-depth interviews with industry experts
  • Members-only discussions on social media
  • Participation in or access to exclusive industry research
  • Professional development opportunities, like training or certifications
  • Casual get-togethers and happy hours
  • Events and activities co-hosted with association partners and event exhibitors

Provide targeted content to help members overcome challenges

Not all of your community members will attend your webinars and members-only discussions. That’s OK, as you can reach these members through other targeted means.

Repurpose all your webinars and members-only discussions into blog posts that provide an overview of the discussion, plus a transcript and full video or audio recording of the conversation. Continue to spotlight this content across your channels, including your email newsletter, social media sites, and your membership website, to maximize the likelihood that it reaches your ideal community members.

Survey members to understand their needs

Survey your association members at least quarterly to understand their current priorities and how your association can help them accomplish their goals. Keep your surveys short and focused, and include open-response answers to ensure you don’t limit your community feedback to validating your team’s assumptions. 

Supplement surveys with one-on-one member conversations that reflect the diversity of your community. 

Elevate membership partners and vendors

Your association partners and vendors want to find new ways to engage with your association, especially given many exhibitors’ mixed results with hybrid event experiences.

As you plan your membership engagement activities, consider involving your partners and vendors in the following ways:

  • Offer a technology showcase day similar to a virtual exhibition hall, spotlighting select vendors and ecosystem partners. This can involve interactive booths, live demos, or casual Q&A depending on what will be most helpful to your members.
  • Use vendor and partner swag or product demos as giveaway items or raffle prizes for members that engage in your online activities.
  • Moderate multiple partners for a relevant panel discussion on a challenging tech topic.
  • Co-create content or co-sponsor research that provides an extensive look at a topic of interest for your community (ideally lending real-world challenges and solutions as relevant).

Host webinars and members-only discussions

As you build your yearly member engagement plan, webinars and members-only discussions will likely be the easiest (and most effective) to start with.

Brainstorm a list of topics to explore in these discussions and experts that can lend a credible perspective on these topics. Bonus points if these are experts that your community actively follows (or if those experts are part of your community).  

There are a few ways to build this list of content ideas:

  • Review the most-attended sessions from your last member event. What topics did your community rave about?
  • Collect any unaddressed questions or comments from your past event sessions. Can you address these in a webinar or discussion?
  • Conduct social listening within your online communities to see what challenges they’re facing and the topics they’re most excited about.
  • Review your association’s professional development and opportunities for continuing education. How can you extend this member value online?

You can easily host conversations on many social media channels, like a Facebook Live stream or a Twitter Spaces audio chat. Be sure to prioritize the channel(s) that your community is already most active on instead of trying to bring that community to a new channel or platform to host your content offerings. 

In addition to social media networks, you can explore a range of virtual collaboration and conversation options, like Frameable Events, to support your community webinars and discussions. 

Virtual Event Tools Bring Membership Association Communities Together

Your community may take some encouragement to join your initial member events, but these opportunities will gain traction if each one has a clear purpose and value add for your members. Actively listen to your community to learn how you can best delight them with online offerings. 

As you plan your events, your team needs to provide an effortless experience for your attendees. However, most virtual event platforms provide a mediocre user experience, leaving many attendees disengaged (and unlikely to attend your next event).

We’ve built Frameable Events to support any range of activities for your tradeshow community and keep member engagement at the heart of your event. Learn more about why we’re an ideal solution for monthly happy hours, webinars, and more!

Learn how to host a virtual networking session your members will love.

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Why Attendee Surveys Are Vital For Virtual or Hybrid Event Success

Black man attending a virtual event

Virtual and hybrid event experiences have come a long way since the start of the pandemic, and we are about to hit a new stride in the evolution of online events.

Event planners can access more advanced event technology than ever before, enabling more engaging virtual and hybrid events. These new platforms create the necessary space for everyone to mix, mingle, and reap the greatest reward from the event experience. And many platforms also provide data that can help event planners continuously update their strategy event after event. 

But your in-platform event data can only tell you so much about what did or did not work with your last virtual or hybrid experience. To effectively improve your event strategy with each iteration, you need to actively gather feedback on the full range of attendee experiences before, during, and after your event.

Luckily, the secret to gaining this insight is pretty straightforward: ask your attendees directly. Let me help you get started.

How to Gauge The Virtual Event Attendee Experience

Post-event metrics like attendees per session, the average number of sessions per attendee, and the average number of conference connections are crucial to review. However, these metrics only provide a glimpse at how to improve your next event.

Put your attendees front-and-center during your event planning by actively surveying and connecting with attendees one-on-one throughout your event lifecycle:

  • Before your event, gauge how long your virtual or hybrid event experience should last, preferred topics, and ideal ways to engage throughout the experience
  • During your event, use quick one- or two-question surveys that capture your attendee feelings at key points during the conference or immediately after sessions
  • After your event, measure the satisfaction of each event component and session, and see how many attendees would return to an event from your team

Sample Event Attendee Survey Questions

You can learn more about how to use virtual event attendee surveys to improve your online or hybrid event experience—including sample event survey questions for before, during, and after your event—in my recent article on MarketingProfs. 

Tell me, what are your favorite virtual event attendee survey questions? Tweet me @AARiggs.

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All Successful Virtual And Hybrid Events Have These Five Things in Common

White man participating in an online event

Over the past 20 months, as the COVID-19 pandemic upended many of our in-person events and celebration plans, we all found new ways to keep celebrating all of life’s special moments virtually. 

We cheered on graduates as they walked the virtual stage, raised our glasses to our favorite newlyweds as they said their “I Do’s,” and even took our careers to the next level at virtual conferences, hybrid industry events, and online trade shows.

At Frameable Events, as we partnered with people across the globe on a range of events, at a time when human connection was more necessary than ever. We gained a deep understanding of what attendees expect at a hybrid or virtual event. It may surprise you, but we’ve found it all boils down to just five elements that are essential for your event success, regardless of what type of gathering you’re hosting. 

Five Must-Have Elements for Any Type of Virtual or Hybrid Event

Event planners can transition almost any traditional event component online. In some cases, the online environment may even enhance the experience for everyone involved. 

However, many event planners are still stuck on the idea of replicating their in-person event exactly as it was—just now in an online setting. This results in one-time talks streamed from the keynote stage, leaving attendees lost in a sea of webcam streams without a way to connect meaningfully with those around them.

When planning your next event, I challenge you to focus on enabling attendee engagement throughout the entire experience as your most important element. Engagement is the single most crucial factor that determines your event’s success. 

So how can event planners guarantee engagement at their next virtual or hybrid event? We’ve found these four elements are essential to your success, and they all help drive attendee engagement, too:

  • Limit the number of participants in each session or room
  • Ensure an equitable talk-to-listen ratio to help avoid listening fatigue
  • Give attendees opportunities to take breaks
  • Track metrics and analytics that help you assess engagement disconnects at your event

Enabling Virtual or Hybrid Event Engagement

In my recent article on Trade Show News Network, you can learn more about how each of the five elements we introduced above can affect engagement at your next event. I also share my advice on how to ensure a cohesive hybrid event experience (hint: you want to focus on virtual first).

What questions do you have about virtual event engagement? Tweet me @AARiggs.

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How To Engage Hybrid Event Attendees on Social Media

Business woman sharing her conference experience on social media through her phone

Congratulations! You’ve designed a compelling hybrid event schedule that thoroughly addresses the needs of both your in-person and remote attendees. All that’s left is to put on a spectacular event, right? Well, almost—but there’s still some pre-work to do!

As your team finalizes your hybrid event sessions and activities, it’s important to focus on a critical planning element that can easily make or break the attendee experience: social media.

From the moment you first announce your event on social media, your team needs to understand how to best use social media to drive event registrations and prime your attendees to gain the most value from social media throughout the virtual conference.  

Highlight Hybrid Event Attendance Benefits For In-Person and Virtual Attendees

Your team needs to explain how all your attendees—no matter how they choose to join—will access high-value sessions and engagement opportunities that make the most of each attendance option.

Tailor your conference website and all event promotional content to address the unique benefits of each attendance type, as well as how the two groups can connect throughout the conference. We recommend that you create a dedicated FAQ page on your event site that thoroughly addresses both types of attendance. 

At a high level, here are some of the benefits of attending a hybrid event in-person or virtually to highlight in your FAQs:

Hybrid Event Attendance TypeAttendee Experience Benefits
In-PersonIn-person conference experiences are beloved, and greatly missed, by many professionals. Emphasize the potential for human connection by joining in person, but also reinforce the CDC and local or state guidelines that will be enforced, plus any other ways your team will keep attendees safe.

Certain demos or activities are better coordinated with an in-person crowd, due to the energy level and ability for instant collaboration. Highlight these unique opportunities for attendees who join in person. This prevents virtual attendees from being disappointed or demanding a refund due to missing out on a specific in-person only activity.
VirtualFlexibility is a necessity for virtual attendees. Reinforce how your event is designed to fit within your attendees’ busy schedules, including details on whether sessions are recorded and later available for replay. 

A well-built virtual conference platform can greatly improve the virtual attendee experience. Spotlight the features of your event platform, including specific features that will help your remote attendees connect with the live experience. 

Make it easy to save your must-attend sessions to the virtual attendee’s calendar software of choice. It’s incredibly frustrating for virtual attendees who are excited for a session, and arrive with a question at the ready, only to see a notice that the session was held two hours ago thanks to the agenda only reflecting the live event’s timezone.

How To Promote Your Hybrid Event on Social Media

Social media channels are an invaluable avenue to market and promote your event with ideal attendees, especially given the potential reach of most social media channels. You don’t want to limit yourself to your existing mailing list and blog readers to promote your event when people can join from anywhere in the world with an internet connection. 

Share a steady stream of event promotion content to build excitement for the experience and drive registrations up until the day of your event. By engaging with your prospective attendees on social media, you’re also establishing those channels as a place for attendees to go during your conference to connect and engage with your team and fellow attendees (we’ll discuss that more in a bit).

Here are five ways to drive hybrid event registration through social media:

  • Tag confirmed speakers and spotlight their sessions. Announce sessions on social media by tagging the speaker and previewing their session. Include a video or image of the speaker to help “stop the scroll” on social media.
  • Create speaker, exhibitor, and sponsor social media kits. Share a social media promotion kit with all event speakers, exhibitors, and sponsors. Include event images and draft social media messages for Twitter, Facebook, and LinkedIn (at a minimum) so your partners can easily promote your event on their social channels. Consider including a unique registration discount code tied to each speaker, wherein they receive some benefit for getting people to register with their code.
  • Provide regular updates about your event’s COVID-19 safety preparedness. Although many people are comfortable attending an in-person conference, your team needs to address potential safety concerns early and often to reassure attendees who may be hesitant about joining an in-person experience. The goal is to provide transparent updates about your onsite plans to show your prospective attendees that you’re doing everything possible to protect their health.
  • Use an event hashtag. Create a custom hashtag to accompany your event. Ideally, this hashtag can be used throughout the year to reinforce a sense of community outside the conference. Research your preferred hashtag across channels to ensure it is not already commonly used for a different purpose. 
  • Share visuals and video sizzle reels. Visual content is more likely to be seen by your community on social media. Invest in custom event images and video sizzle reels that highlight what attendees can expect, both for the in-person and virtual experience. 

6 Ways To Use Social Media to Drive Engagement During A Hybrid Event

Your most engaged attendees will likely use social media to ask questions, share their learnings from the conference, and attempt to network with other attendees during your event. It’s important to prepare your team to effectively find and engage with this content in real time.

After you address these foundational ways to highlight your hybrid event engagement opportunities, follow these best practices to spark conversations and build excitement on social media during your hybrid event.

Create Event Attendee Social Media Groups

In addition to your registration website, your attendees need a central place to go to access all the relevant details about your virtual event and connect with other attendees. We recommend you create a private social media group to grow into an event community. Encourage attendees to join this group when they first purchase their tickets, and regularly promote this group during the event. Assign a staff person to monitor the community throughout the event. 

Enlist Social Media Moderators

Depending on the size of your event and the number of priority social media channels for your community, your team needs at least two team members solely focused on addressing attendee needs on social media. These moderators will engage with attendee content, including amplifying their takeaways, answering questions, and suggesting other sessions they should attend based on what they’ve enjoyed so far. They can also help create excitement by giving away prizes or other resources of value to attendees that are active on social media. Don’t forget to also have the moderators check in with the social media group to share photos and videos and post conversation-starters.

Build a Social Wall

A social wall is a live display of social media posts about your conference, typically centered around the event hashtag or geolocation tags. Your team should include a social wall in your in-person experience and on your hybrid event platform to provide in-person attendees encouragement to join the virtual conversation and help remote attendees feel part of the greater conference experience. You can check out these 10 social media wall tool options for your event. 

Share Polls, Quizzes, and Contests 

Encourage engagement and help attendees get to know each other by sharing polls and quizzes related to your conference. These can include fun facts about conference speakers or preview elements of upcoming networking opportunities. Consider having different types of activities—and prize drawings for completing them—for each social media channel. 

Host a Virtual Scavenger Hunt

Create a scavenger hunt activity that both in-person and remote attendees can join. Encourage them to snap photos or take screenshots during the conference, and share those images on social media to check items off their list. Offer a prize or swag bag for anyone who completes the list.

Use Twitter Lists

Help attendees connect with speakers and other guests at your conference by creating a public Twitter list that attendees can opt into. During registration, ask if the attendee has a Twitter handle that you can include on the list. You’ll want to create an additional list with all of your conference speakers. 

Cohesive Hybrid Event Technology Enables An Engaging Event Experience

Your hybrid event attendees need ample ways to connect with each other throughout your event and across the virtual communication channels they prefer. There are several steps your team can take to facilitate this, including creating a dedicated conference hashtag and actively encouraging conversations about your event on social media. 

But even the best-intended efforts can fall flat if your event platform simply cannot provide the interactive attendee experience that your attendees deserve. With the right hybrid event platform, your team can create beautifully customized event branding that highlights your event hashtag and includes a social wall alongside sessions to encourage engagement. 

Find out why Frameable Events is your ideal hybrid event platform.

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8 Best Practices For a Hybrid Industry Conference and Trade Show

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Planning a hybrid event can be challenging for many teams, especially when blending the in-person and remote attendee experiences. Do any of these common hybrid events planning questions sound familiar to you?

  • Should a hybrid event prioritize the in-person audience or remote attendees? 
  • How can attendees of either type network and engage with the other? 
  • Will my exhibitors find value in a hybrid event?

While there is no one-size-fits-all approach to hosting an incredible hybrid event, we believe the best way to create a cohesive and engaging experience is to prioritize the virtual experience and craft a complementary in-person event that blends seamlessly with the virtual event platform. 

We know this may be a counter-intuitive approach—”but the in-person experience should always come first!”—and it is a tall order to fill. But the brands that experiment with and perfect virtual and hybrid experiences will be best set for success in the future of events and community engagement.

To help you plan your next hybrid event, we’ve gathered these best practices to ensure you create an outstanding attendee experience, regardless of how they choose to join. 

8 Ways To Improve The Hybrid Event Attendee Experience

As more teams experiment with their hybrid event strategies, we can use their learnings to improve our approaches based on what worked well (or not so well). 

After researching recent virtual and hybrid events like Surf Expo, Essence Festival of Culture, CXEnergy 2021 Virtual Conference, and countless others, here are eight ways you can build a seamless event experience for all of your hybrid event attendees:

Broadcast all sessions via live stream with a unified commentary feed. 

All of your event sessions will likely involve a mix of in-person and remote-based attendees unless you host exclusive experiences only for your in-person attendees. To present a cohesive session experience, broadcast all sessions via live stream to virtual attendees, and project a commentary feed alongside your stage that includes thoughts from all attendees, regardless of location. 

If streaming all the conference content live is not feasible, consider pre-recording all breakout sessions, and having the speaker host a watch party on-site, followed by live-streamed Q&A sessions.

Stream your in-person attendees alongside sessions. 

It may sound strange at first, but we recommend live-streaming your in-person audience alongside your sessions. Why? Because the full scope of your event and its energy is difficult to absorb through a presenter-only one-way stream. 

You can accomplish this best practice with a digital or hybrid event platform that supports multiple simultaneous streams. If possible, consider streaming your remote attendees on a screen to your in-person audience, too, so everyone can realize just how many people are at your event. 

Don’t forget lunch. 

Provide a few lunch options for your in-person and remote attendees and partner with a nationwide delivery app partner to deliver meals to your virtual attendees’ homes. In addition, create spaces during the lunch break so in-person and remote attendees can easily chat and connect. 

Enlist moderators and help them coordinate.

Assign separate moderators to oversee your virtual and in-person attendees during sessions. Gather questions from both groups through your dedicated event messaging platform or audience polls, and then aggregate these questions into a shared document with all moderators. Ideally, you will have at least one moderator gathering questions for both groups each session and an additional moderator solely focused on reviewing/blending the two sets of questions and presenting them to the session host or participants. 

Encourage attendees to pre-submit questions. 

The goal for any event is to host crowd-pleasing sessions. As soon as your attendees hear about your event schedule, they should be excited about the discussion and will likely start to think about their own questions or goals for each session. So why should they have to wait to start engaging? Enable attendees to submit questions through your trade show app ahead of time. 

In addition to getting the buzz started about your event, this will help moderators set initial questions for sessions, can help refine conference presentations (if attendee questions are provided to the speaker ahead of time), and could provide ongoing content opportunities for your team. If a session has many unanswered questions, consider hosting a webinar or publishing an e-book or a series of blog posts to address your attendee needs.

Swag bags for everyone. 

Prepare swag bags for your in-person attendees to pick up at registration and mail similar bags to all virtual attendees. Remember that your attendees want useful items that help them day-to-day or provide instant relief at the event. Most trade show attendees have amassed a seemingly endless stock of low-quality pens, stress balls, and other items that quickly are thrown into a drawer once the event is over. Instead, give them something on-brand that they will actually use, like a USB drive, portable charger, or mints. 

Replicate your trade show floor online. 

Once you have all your other technology in place to enable attendee’s engagement, you can consider building a 3D rendering of your exhibition hall that allows virtual attendees to see displays and setups. You can also spotlight sponsored booths for your attendees to visit and interact with, and use a remote platform that helps attendees easily talk to and swap contact info with exhibitors. Some events have gamified this experience, offering prizes and giveaways to attendees who visit booths, or hosting a scavenger hunt to encourage more booth engagement. Consider adding an online-only exhibitor row to accommodate past exhibitors under travel restrictions and encourage in-person attendees to participate in the online experience.

Widen your exhibitor net but stay local. 

Almost all event exhibitors (96%) indicated that their marketing budgets are decreasing or staying the same in 2021, despite needing to support both in-person and digital versions of many events. Event planners can work around this by conducting a thorough exhibitor search within a drivable distance from their event venue. Although some legacy exhibitors may drop out due to the inability to travel, eager exhibitors in the local area can fill those slots. 

Select The Best Event Technology For an Exceptional Hybrid Event Experience

The above best practices are just a handful of current considerations for hosting a successful hybrid event. Remember to survey your community to understand what they hope to gain from a hybrid event experience and use those findings to build the optimal event for your unique audience. 

A common thread through all of these best practices is that your chosen hybrid event platform can easily make or break the attendee experience. You need a platform that can seamlessly connect your remote and in-person attendees to make them feel like the stars of the show. Learn how Frameable Events can make this your hybrid event reality. 

Make every hybrid event a success

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virtual events

Bridging the Experience Gap: How to Build Hybrid Events That Excite and Engage

Stage at a hybrid event

There is a significant difference between hosting or attending an in-person event versus its virtual equivalent. This came into sharp focus for event planners and marketers during the COVID-19 pandemic, as we had to very quickly adapt experiences to an online-only audience. While many of us are looking forward to the return to live events, our event attendees have made it clear that the way of the future is hybrid events. 

Bridging the gap between live and virtual attendee experience means building a hybrid experience that engages both audiences with equal access to opportunities for connection. In order to build these events, we must think differently about event planning from the ground up. 

It’s been said before and it bears repeating: a quality hybrid experience cannot simply be a live event with an online experience bolted on. To blend the two experiences meaningfully, you must plan each aspect of your event around both experiences, or build a quality online event and flow your live event around it. 

To understand how to create a high-quality hybrid event, we need to deeply explore the differences between live and online events and identify how hybrid event planning can create the perfect bridge to merge them. 

Online Versus In-Person Attention Spans

One big advantage of live events is they are mostly a captive, fully engaged audience. They are on-site, immersed in the physical conference space, surrounded by other attendees. They are buffered from whatever is waiting for them at home or the office. The flip side of this is that if an emergency arises that they must attend to in-person, they must leave the event, and risk not returning at all. 

Online attendees, however, are surrounded by the distractions of home or the office, and are more likely to have a split focus throughout the event. While this can be challenging, being a virtual attendee also means it is easier to dip in and out of the event as needed, in order to address external needs. 

Hybrid Events Can Give Attendees the Best of Both Worlds

When crafting a hybrid event, we want to build out an immersive experience for both types of attendees, while also making it easy to come and go as needed. We want attendees excited and focused on the event programming while making it seamless to step away and return as needed.

There are several ways to help keep your audiences drawn in. Effective use of social media to build an online community can help create ongoing engagement and prevent momentary distractions from turning into complete disengagement. Use of virtual lobbies and common spaces to keep your virtual audiences “on-site” between sessions and engaging with content and other attendees is also key. 

Virtual vs. Live Networking 

A major challenge for virtual events is creating easy and fun opportunities for networking. Live event attendees have the advantage of casual chance meetings in hallways while moving about the event space or during scheduled social hours and networking events. 

For virtual attendees, it is critical to choose an event technology platform that makes networking opportunities easy, and provides a way to integrate virtual and live networking. When surveyed, 39% of respondents who had attended a hybrid event expressed feeling left out. Bridging the networking gap is a critical way to overcome this challenge and keep your virtual attendees engaged and feeling connected. 

How to Craft a Hybrid Networking Experience

Employing several methods to improve networking opportunities will help your hybrid event shine. This is another instance where effective use of social media to build and maintain online communities can be helpful — this helps people connect before, during, and after your event. 

Both live and virtual attendees should have badges that provide quick, key details about themselves. Then build a bridge that links how virtual and live attendees can access information about each other. For example, all attendees should have an online profile that is completed ahead of the event. It should be easy for live attendees to point others to their profile (example: a QR code on their event badge that can be scanned with the event app), while virtual attendees’ avatars can contain similar key info and a prominent link to their profile. 

Creating and curating dedicated hybrid networking spaces is critical. As mentioned previously, live attendees have easy access to other attendees. For online attendees, create virtual lobbies and conversation spaces that create the same chance meetings. Set up tables and spaces that draw people into conversations using ice breaker questions, shared interests, or even casual games. By allowing virtual attendees to see who is in the room at large and seek out conversations, they will feel much more included and engaged with your event. 

Differences Between Live and Virtual Agenda Management

One of the biggest challenges of hosting any event is maintaining the agenda and helping people know where they should be, and when. For live events, there are many opportunities to get this right through the distribution of printed schedules, appropriate signage, and audio announcements that help attendees know where they need to be. 

For online participants, this can be a much poorer experience. Having to manually create events on your calendar risks getting key details and times wrong. Connecting to a session at the wrong time and receiving confusing messaging (for example, “this session has not yet started” when the session has ended) can be frustrating and disheartening. On the positive side, if virtual events have intuitive navigation, attendees can change locations with just a click — faster than live attendees could move to a new location.

One Digital Master Agenda to Rule Them All

One of the best ways to provide a stellar experience is to make it easy to create a custom digital agenda that seamlessly imports into the attendee’s calendar. If you are planning to use a custom app for your event, consider making an agenda builder with push notifications a built-in function. This can be helpful for all participants, especially at large events spread out over a large conference center. 

When an attendee is unable to make it a desired session, have the virtual replay, resources, and other key information easily accessible through the agenda when connecting to the online session space to make the experience better for everyone who needs to be in two places at once.

Virtual Audience Participation Largely a Live Event Afterthought

A huge factor in how integrated your virtual audience feels hinges on how you manage interactions between a speaker or panel, and the in-person versus virtual audiences. Handling this poorly can result in virtual attendees feeling hidden behind the screen and not a real part of the event. Frequently, speakers are unable to easily see and respond to incoming questions from online participants, which leads to a poor experience for everyone. 

For the best interactive experience for both live and virtual breakout session attendees, assign a moderator dedicated to monitoring and representing online comments and questions. Consider a setup where virtual attendees can ask their questions live using a video interface that allows the speaker (or even the live audience) to see them. Give dedicated time to both the in-person and virtual audiences for the Q&A. And don’t forget to provide opportunities for the two to engage with each other, as well as with the speaker or panel, throughout the session. 

The Trade Show Floor Is More Than Just a Collateral Library

Trade shows and conferences with a vendor showroom present a special challenge for hybrid events. This takes getting creative to offer a virtual experience that brings that same sense of fun and engagement that walking the floor brings.

When you are live at an event, you get the thrill of seeing the displays, meeting the people, and collecting fun swag as you walk the trade show floor. And of course, the showroom is a classic place for networking and chance meetings. 

Incorporate Your Event’s Networking Tools to Deliver an Interactive Virtual Trade Show Experience

Too often, virtual trade shows consist of a static menu of logos that lead to a document library, and possibly a calendar link to set up a 1:1 meeting. Replicating the live trade show experience virtually requires more than a simple vendor list and/or a static website interface. 

You need to get innovative to meet attendee and exhibitor trade show goals. Consider a 3D interactive model of the trade show floor. Imagine being able to hover over a virtual booth and getting a popup that shows company or product info, videos, and even a way to send messages or questions to the booth staff. Up the ante with the ability to see what attendees are currently visiting the same booth. Create exhibitor-hosted birds-of-a-feather networking table talks or group attendee virtual office hours to provide casual opportunities for networking and interaction. 

Start Building Better Hybrid Events

It takes creative energy and modern event management technology to build out exceptional hybrid events. It cannot be overstated that our approach to hybrid event planning means completely rethinking what it means to blend and bridge these two disparate experiences into one cohesive and engaging event. With the right planning, technology, and inclusive approach, your hybrid events will achieve further reach and superior engagement of your entire audience.

Are you ready to build innovative and exciting hybrid events? Check out Frameable Events.

Make every hybrid event a success

Book a demo
Categories
virtual events

Bridging the Experience Gap: How to Build Hybrid Events That Excite and Engage

Stage at a hybrid event

There is a significant difference between hosting or attending an in-person event versus its virtual equivalent. This came into sharp focus for event planners and marketers during the COVID-19 pandemic, as we had to very quickly adapt experiences to an online-only audience. While many of us are looking forward to the return to live events, our event attendees have made it clear that the way of the future is hybrid events. 

Bridging the gap between live and virtual attendee experience means building a hybrid experience that engages both audiences with equal access to opportunities for connection. In order to build these events, we must think differently about event planning from the ground up. 

It’s been said before and it bears repeating: a quality hybrid experience cannot simply be a live event with an online experience bolted on. To blend the two experiences meaningfully, you must plan each aspect of your event around both experiences, or build a quality online event and flow your live event around it. 

To understand how to create a high-quality hybrid event, we need to deeply explore the differences between live and online events and identify how hybrid event planning can create the perfect bridge to merge them. 

Online Versus In-Person Attention Spans

One big advantage of live events is they are mostly a captive, fully engaged audience. They are on-site, immersed in the physical conference space, surrounded by other attendees. They are buffered from whatever is waiting for them at home or the office. The flip side of this is that if an emergency arises that they must attend to in-person, they must leave the event, and risk not returning at all. 

Online attendees, however, are surrounded by the distractions of home or the office, and are more likely to have a split focus throughout the event. While this can be challenging, being a virtual attendee also means it is easier to dip in and out of the event as needed, in order to address external needs. 

Hybrid Events Can Give Attendees the Best of Both Worlds

When crafting a hybrid event, we want to build out an immersive experience for both types of attendees, while also making it easy to come and go as needed. We want attendees excited and focused on the event programming while making it seamless to step away and return as needed.

There are several ways to help keep your audiences drawn in. Effective use of social media to build an online community can help create ongoing engagement and prevent momentary distractions from turning into complete disengagement. Use of virtual lobbies and common spaces to keep your virtual audiences “on-site” between sessions and engaging with content and other attendees is also key. 

Virtual vs. Live Networking 

A major challenge for virtual events is creating easy and fun opportunities for networking. Live event attendees have the advantage of casual chance meetings in hallways while moving about the event space or during scheduled social hours and networking events. 

For virtual attendees, it is critical to choose an event technology platform that makes networking opportunities easy, and provides a way to integrate virtual and live networking. When surveyed, 39% of respondents who had attended a hybrid event expressed feeling left out. Bridging the networking gap is a critical way to overcome this challenge and keep your virtual attendees engaged and feeling connected. 

How to Craft a Hybrid Networking Experience

Employing several methods to improve networking opportunities will help your hybrid event shine. This is another instance where effective use of social media to build and maintain online communities can be helpful — this helps people connect before, during, and after your event. 

Both live and virtual attendees should have badges that provide quick, key details about themselves. Then build a bridge that links how virtual and live attendees can access information about each other. For example, all attendees should have an online profile that is completed ahead of the event. It should be easy for live attendees to point others to their profile (example: a QR code on their event badge that can be scanned with the event app), while virtual attendees’ avatars can contain similar key info and a prominent link to their profile. 

Creating and curating dedicated hybrid networking spaces is critical. As mentioned previously, live attendees have easy access to other attendees. For online attendees, create virtual lobbies and conversation spaces that create the same chance meetings. Set up tables and spaces that draw people into conversations using ice breaker questions, shared interests, or even casual games. By allowing virtual attendees to see who is in the room at large and seek out conversations, they will feel much more included and engaged with your event. 

Differences Between Live and Virtual Agenda Management

One of the biggest challenges of hosting any event is maintaining the agenda and helping people know where they should be, and when. For live events, there are many opportunities to get this right through the distribution of printed schedules, appropriate signage, and audio announcements that help attendees know where they need to be. 

For online participants, this can be a much poorer experience. Having to manually create events on your calendar risks getting key details and times wrong. Connecting to a session at the wrong time and receiving confusing messaging (for example, “this session has not yet started” when the session has ended) can be frustrating and disheartening. On the positive side, if virtual events have intuitive navigation, attendees can change locations with just a click — faster than live attendees could move to a new location.

One Digital Master Agenda to Rule Them All

One of the best ways to provide a stellar experience is to make it easy to create a custom digital agenda that seamlessly imports into the attendee’s calendar. If you are planning to use a custom app for your event, consider making an agenda builder with push notifications a built-in function. This can be helpful for all participants, especially at large events spread out over a large conference center. 

When an attendee is unable to make it a desired session, have the virtual replay, resources, and other key information easily accessible through the agenda when connecting to the online session space to make the experience better for everyone who needs to be in two places at once.

Virtual Audience Participation Largely a Live Event Afterthought

A huge factor in how integrated your virtual audience feels hinges on how you manage interactions between a speaker or panel, and the in-person versus virtual audiences. Handling this poorly can result in virtual attendees feeling hidden behind the screen and not a real part of the event. Frequently, speakers are unable to easily see and respond to incoming questions from online participants, which leads to a poor experience for everyone. 

For the best interactive experience for both live and virtual breakout session attendees, assign a moderator dedicated to monitoring and representing online comments and questions. Consider a setup where virtual attendees can ask their questions live using a video interface that allows the speaker (or even the live audience) to see them. Give dedicated time to both the in-person and virtual audiences for the Q&A. And don’t forget to provide opportunities for the two to engage with each other, as well as with the speaker or panel, throughout the session. 

The Trade Show Floor Is More Than Just a Collateral Library

Trade shows and conferences with a vendor showroom present a special challenge for hybrid events. This takes getting creative to offer a virtual experience that brings that same sense of fun and engagement that walking the floor brings.

When you are live at an event, you get the thrill of seeing the displays, meeting the people, and collecting fun swag as you walk the trade show floor. And of course, the showroom is a classic place for networking and chance meetings. 

Incorporate Your Event’s Networking Tools to Deliver an Interactive Virtual Trade Show Experience

Too often, virtual trade shows consist of a static menu of logos that lead to a document library, and possibly a calendar link to set up a 1:1 meeting. Replicating the live trade show experience virtually requires more than a simple vendor list and/or a static website interface. 

You need to get innovative to meet attendee and exhibitor trade show goals. Consider a 3D interactive model of the trade show floor. Imagine being able to hover over a virtual booth and getting a popup that shows company or product info, videos, and even a way to send messages or questions to the booth staff. Up the ante with the ability to see what attendees are currently visiting the same booth. Create exhibitor-hosted birds-of-a-feather networking table talks or group attendee virtual office hours to provide casual opportunities for networking and interaction. 

Start Building Better Hybrid Events

It takes creative energy and modern event management technology to build out exceptional hybrid events. It cannot be overstated that our approach to hybrid event planning means completely rethinking what it means to blend and bridge these two disparate experiences into one cohesive and engaging event. With the right planning, technology, and inclusive approach, your hybrid events will achieve further reach and superior engagement of your entire audience.

Are you ready to build innovative and exciting hybrid events? Check out Frameable Events.

Make every hybrid event a success

Book a demo
Categories
virtual events

4 Ways To Invite Alumni To Your Virtual College Class Reunion

Young woman participating in a virtual college class reunion marketing committee meeting, waving hello

Have you been planning your virtual college class reunion? It can be easy for your reunion planning committee to get wrapped up in all the details—from setting goals for your event, creating an exciting schedule filled with activities and fun networking opportunities, and finding a platform to meet these needs.

But if you spend all your time planning those above areas, your event can still fall short if you neglect one key area: promotion.

It’s hard to forget that your reunion is just around the corner when you’re part of the planning committee. But your alumni need ample notice in a few different places to maximize their likelihood of attending and ensure they have a fulfilling reunion experience.

 Let’s explore the best practices for promoting your upcoming virtual college class reunion. 

Create A Virtual Class Reunion Hub

Before you start promoting your online college class reunion, create a central location for your alumni to access key information about the event. Then, regularly update this hub as new details emerge and the reunion gets closer. 

If multiple communications hubs pop up as you plan and promote your event, your alumni will likely become confused about where to receive the most up-to-date information. Instead, maintain one core page—be it a dedicated website, an event page on an existing alumni site, private social media group, etc.—that links out to all the alumni resources for the reunion.

Your virtual class reunion hub should, at a minimum, include these details:

  • Date, time, and location of the reunion
  • How to register or RSVP for the reunion, including any fees
  • A detailed schedule of events
  • Networking opportunities
  • Contact information for more details
  • Asks/considerations for guests
  • Answers to frequently asked questions, like the ideal attire
  • Technology troubleshooting guides

4 Ways To Promote Your Virtual College Class Reunion

It’s not enough to send a single invite to your alumni and expect your registrations to skyrocket. Your reunion planning committee needs to send multiple invitations and reminders through various channels to maximize your RSVP count. 

Partner with your alumni association to source contact details for your alumni. Use this initial list to start your outreach, but you will need to expand this list and your outreach strategy to get in front of more alumni.

Consider a combination of these four primary ways to reach your potential college class reunion attendees:

Digital or Physical Invitations

Share a digital or physical invitation to start promoting your virtual reunion. A direct invitation is a perfect way to announce the event, and these invitations should guide your alumni to your class reunion hub.

Ideally, start inviting alumni up to a year before your event. This leaves ample time for your invitations to navigate the mail system and eventually reach your invitee. However, digital invitations are a much more direct (and potentially trackable) way to invite your alumni.

Consider a combination of both print and digital invitations if your time and budget allow.

Email Newsletter

Create an email newsletter to keep your alumni up to date on the latest plans for your college reunion. Start light with the number of your messages, ideally sending just one update every one or two months when you are a year out from the event. Then, as the reunion gets closer, you can send weekly or more frequent emails as needed.

Use the email newsletter to drum up excitement for the reunion, encourage donations to the university, and ultimately drive more attendance.

A few ideas for what to include in a virtual college reunion email newsletter include:

  • Fun photos from your graduating year, presented in a fun trivia style, such as, “can you guess what this is?”
  • Spotlight notable alumni who will attend the reunion, ideally with a quote about why they are excited to attend
  • Promote speakers or sessions at your reunion
  • Discuss the networking opportunities available to your alumni at the reunion

Social Media

Social media channels will widen your net of invitees. There are a few ways to maximize the effectiveness of your social media promotion:

  • Reunion event page. Invite your former classmates to an event page on Facebook or LinkedIn. Ensure that a member of your communications and marketing committee monitors these event pages for questions or comments from your prospective attendees.
  • Hashtag. Create a hashtag to accompany your reunion posts. This will help your alumni sort through information about the event and connect with others who are attending.
  • Direct messages. Social media’s “social” aspect is vital for getting people excited about your online reunion experience. Have each member of your planning committee directly message any of their friends and former classmates, and encourage those friends to invite their friends. 
  • Paid posts. Promote your virtual college reunion with sponsored posts that will directly target members of your alumni network. Most social media channels offer cost-effective promotion that can greatly boost the reach of your event’s promotions. 

Phone a Friend

This strategy will be necessary if your alumni network is not particularly active on social media channels. However, it will require a more significant time investment. Directly call alumni that you have not been able to reach by other means, and quickly let them know about the reunion and where they can get more information.

It’s important to respect your alumni’s time when calling. Leave a clear and concise voicemail if you cannot reach them live, and only call them up to three times leading up to your event, ideally one time a month.

Delight Your Alumni Network For Reunions to Come

As your team continues promoting your reunion, tap into your alumni network to refine and improve your reunion experience. Share short surveys and polls to gauge what your alumni hope to gain from the experience, and use this information to put the finishing touches on your planning. 

By directly engaging your alumni ahead of your event, they’re more likely to be excited about your event—and possibly return for your next reunion.

But promotion is just one part of hosting a successful online college reunion. Learn more about how to plan a virtual college reunion event that your alumni will love, and see how MIT used Frameable Events to support its alumni reunion here. Once you’re ready to get started, see how Frameable can help you make it an event to remember.

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