Published on November 29, 2022 • Updated on December 7, 2022 • About 10 min. read
Increase attendance with these virtual event email templates.
If you want to widen your reach, host bigger events, and increase attendance, you’ve probably heard the buzz around hybrid events.
But what exactly are hybrid events and how do they work? How do you set up such a seemingly complicated event and keep virtual attendees engaged?
In this guide, we’ll answer all these questions and more, giving you the tools to enhance your audience’s experience before, during, and after every event.
Access these 6 email templates to drive attendance to your virtual events.
A hybrid event combines in-person and virtual attendance, meaning that some people meet in a physical location, while others join via a video stream. Combining audiovisual technology and video conferencing software, hybrid events are the middle ground between traditional in-person events and virtual events.
Imagine your team is having an in-person meeting but you can’t make it to the office. The team sets up a laptop in the meeting room, you connect with them via virtual conferencing software, and voilà, you’re in a hybrid event.
You might already have participated in other large-scale hybrid events without realizing it - such as an Apple product launch event. Even the Oscars, presidential press briefings, and sporting events are types of hybrid events.
When choosing between live, virtual, or hybrid events to generate leads and promote your business, consider the following benefits of going hybrid:
With two audiences to take care of at once, hybrid events can be challenging. Be aware of the following:
What does a hybrid event look like? To give you a benchmark for success, here are 3 of the biggest hybrid events from 2022.
While not the most interactive, Apple’s special events are certainly the biggest and most successful example out there, thanks to powerful branding. This year was no exception, with the live Far Out event drawing 3.69 million online viewers eager to see the launch of the latest Apple products.
INBOUND is an annual event powered by HubSpot that brings together thought leaders from the marketing, sales, and customer success sectors. Organizers made sure that virtual attendees had a dedicated experience of their own, with specialized “Digital Only” on-demand content and access to virtual networking tools.
B2B Summit North America is a highly popular event for B2B marketers and sales leaders to improve their business strategies. This year’s hybrid event featured breakout rooms, peer connections, and keynote speeches for virtual and in-person audiences. Attendees also had access to a digital sponsor marketplace that mixed engagement opportunities with sponsor branding.
Access these 6 email templates to drive attendance to your virtual events.
Picking the right hybrid event solution will make or break your event. Here are some of the best virtual event platforms:
Looking for hybrid events best practices? Here we break down 14 steps to pulling off a seamless event.
There’s no point in planning a fantastic networking session if your audience will find more value in educational content like a live panel discussion and Q&A. So, do your market research and define your event goals before you settle on a theme. From here, you can choose an event format, create your event planning checklist, and book relevant speakers.
There are four different types of hybrid events. Pick one to suit your hybrid event strategy:
The worst thing you can do is not give yourself enough time to prepare for your event. Make sure you start hybrid event planning well in advance and create a timeline that considers your goals, resources, and budget. Consider using a virtual event platform like Livestorm to take registrations, as you’ll be able to customize the cadence of your email campaign to suit your timeline.
Once you’ve brainstormed all your hybrid event ideas, lay out every task that needs completing and set a firm but realistic deadline for each one. Create a checklist so you know what needs doing and can tick each step off as you go along. Include these steps:
Booking relevant speakers with a following of their own will help attract a larger audience and drum up anticipation for your event. Look out for speakers who:
For the highest number of signups you need a clear, attractive registration page that gives attendees the essential information without bogging them down with too many details. For example, Livestorm’s registration pages are optimized for conversion, but you can still customize them to amplify your brand. It also has a registration widget that you can embed onto relevant web pages.
When promoting your next event, consider using a marketing app that integrates with your event platform to automate tasks and nurture leads through your sales funnel. We recommend HubSpot, Marketo, and Pardot. Your marketing assets should be simple, engaging, and optimized to share on social media. Remember to clarify what’s available for each ticket type to minimize queries and build anticipation.
Take a proactive approach and send out invites and reminders to your mailing list, past attendees, and any other relevant leads you already have. Your event platform should have useful features to help. Livestorm offers:
Avoid technical problems on the big day and make sure everything is set up at the venue. For a hybrid event, this will mean checking that audiovisual equipment like cameras, lights, and microphones are working correctly.
Your event host should know how to moderate panel discussions and pump up a crowd. But you also need a moderator who can boost interaction between virtual attendees, use virtual engagement features, and assist in Q&A discussions.
Your moderator should have good communication skills, show diplomacy, and be considerate of other people. Finally, give them the power to mute and remove virtual participants, in the unlikely event that anyone acts inappropriately.
To keep a hybrid event audience engaged, use live polls and project the results. Livestorm has a polling feature that lets you share the results in real-time. There are also some great poll apps out there that can integrate with your hybrid event platform such as Slido and Pigeonhole Live.
It’s likely some registrants will miss part or all of the event, so get a recording and share it on-demand. Livestorm offers automatic recordings and follow-up emails, giving audiences a chance to catch what they missed or re-watch useful sessions. You can even repurpose recordings for gated content, training materials, or lead generation.
Analyzing feedback will help you improve your next event, so don’t miss an opportunity to find out what your audience thought. Set up an automatic email to send a day or two after your event with a link to a quick, focused survey on Typeform or SurveyMonkey.
If you’re using a platform like Livestorm you’ll be able to export detailed analytics and data to measure the event’s performance and glean useful marketing information. Be sure to assess:
So, how to plan a hybrid event that will actually engage your online audience and in-person attendees? Here’s a recap:
But even with these tips for hybrid events, you’re still relying on software to make it happen. If you need a dedicated hybrid event platform and cost isn’t an issue for you, we recommend going with Vfairs.
But Livestorm is the top choice for virtual event software that focuses on virtual engagement and event analytics. Plus, with Livestorm, you’ll be able to send automatic email invites and follow up with on-demand replays.
The hybrid event best practices for hosts are:
The equipment needed for a hybrid meeting is:
Hybrid event ROI depends on a variety of factors but your ROI will typically increase right along with your overall expenditure. To make this increase in ROI more likely, create a detailed plan for your event and choose a hybrid event platform like Livestorm for a seamless experience.