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Hybrid events

A hybrid event is a mix between a live event and a digital event. It offers delegates a choice on how to attend the event and gives the organisers a chance to reach a larger target group.

Planning

When planning a hybrid event it is important to take into consideration both the live and the digital attendees. Below is a list of key factors to keep in mind.

  1. Define the purpose of your event. Are you organising a hybrid event because the attendees cannot travel? Are you trying to reach different target groups? Plan your event based on the purpose.
     
  2. Use the ”one event, two experiences” mentality and create an agenda that caters to both. Whether the delegates attend in-person or digitally it is important the programme is engaging with well thought content.
     
  3. With the event programme in mind, think about what the attendees can expect by participating in-person and digitally. For example, if group discussion is on the agenda, perhaps the digital and the live attendees can speak to each other respectively?
     
  4. Socialising and networking is a huge part of an event and it is important to think about the delegate experience. Does your platform include a chat function for the virtual attendees? Should the virtual and in-person attendees be able to speak to each other?
     
  5. Registration for both the live and digital part of the event can be done through the same platfom, for example, KTH Form  or through KTH's procured supplier . During the registration process the attendees can be given a choice on how to attend the event followed by joining instructions with further details.
     
  6. Create a realistic budget and keep in mind that it is usually more expensive to organise a hybrid event compared to either a digital or a live one.

    Consider the option of organising two different events (one live and one digital) or to record all sessions in advance dependant on the event format.

Execution

Procured supplier for events is Minnesota  and for conferences it is Meetx . The suppliers can assist with everything from planning and consulting to execution and post event management. Think about the following when organising a hybrid event at KTH:

  1. The technology and IT equipment in the lecture halls are customised for onsite attendees. It is therefore important to think about what may be needed for both the digital and the onsite experience. For example, how will the interactions play out? Should the ones participating digitally hear everything that is happening live and vice versa? What should the online attendees experience during the breaks, a livestream of the live event or a still image?
     
  2. The digital platform available at KTH is Zoom meeting .
     
  3. Light and sound system as well as other platforms can be ordered from the procured suppliers.
     
  4. A moderator can assist with coordinating information and interactions between the physical and digital attendees. It is also advisable to have a person specifically dedicated to each experience to ensure a smooth execution.

Some tips along the way

  • Keep in touch with the attendees during the entire event process and build up excitement for the event. It is especially important for the digital attendees to feel part of the event. Consider creating material (for example, videos and emails) specifically for the ones attending digitally.
     
  • It is advisable to create different communication plans to cater to both the physical and digital attendees.
     
  • Consider adding extra time on creating the digital programme. Unlike a physical meeting the attendees cannot be attracted by a visit to Stockholm and KTH with all that entails. Instead all focus will be on a well thought programme to ensure they don’t turn off their computers.
     
  • Remember to plan your physical event in accordance with the recommendations from the Public Health Agency of Sweden and the government.
     

If you have any questions or would like to discuss things further, please contact evenemang@kth.se .

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Last changed: Aug 23, 2021