Conferences and congresses are a key tool for exchanging experiences, sharing knowledge and networking. However, face-to-face events are not possible in times of coronavirus and a full return to normality is unlikely. Ever since the pandemic began, organisers have had to rethink their approach. Many have already switched to virtual events and are holding their programme in the digital space. But there is also a solution that combines local and virtual events and offers excellent prospects for the future of local events: Hybrid events.
More flexibility - less effort - lower costs
The main difference between hybrid events and purely local events is that the content is not only presented in a physical location but also virtually on the web. All participants can take part in the trade fair or event regardless of their location - whether on site or virtually. The big advantage for virtual participants is that they are spared long journeys and high accommodation costs.
The use of livestreams as part of hybrid events opens up completely new possibilities for both organisers and participants. For example, participants who would not have been able to attend due to long journeys can attend the event virtually. Conversely, the catchment radius of the organisers is extended enormously. By broadcasting live or providing video content, a second audience can be addressed and the list of participants expanded. With a video offering, these people could take part in the event digitally from anywhere in the world.
But even local events can no longer do without digital elements. The modern communication tools of our time naturally also flow into the event sector. On the contrary, participants today expect appealing digital communication, even at a local event.
The digital tools that can accompany a local event give the organiser the opportunity not only to share information with a global audience, but also to use clever links to guide users directly to further information that is very specifically tailored to the target group and enriched with videos and images that are easy to understand.
To get local and virtual participants more involved, we recommend using an event hashtag that encourages participants to comment. Encourage the sharing of images in connection with the event. This will give all participants the feeling of being part of a community.
Professional live streaming increases success
Livestreaming offers organisers huge opportunities to increase their own reach, use event content multiple times and tap into additional potential for monetisation.
Advantage 1: The conference videos can be monetised
The streamed and recorded content can be used for marketing purposes. Entire programme items or individual excerpts can be distributed via social media to appeal to potential participants. They create incentives for potential new participants. Depending on the content, the recordings can also be published on the website or in a blog or given to participants instead of a presentation.
Advantage 2: Be there live if you can't be on site.
There is something ephemeral about a livestream, but it is still exclusive. A livestream gives you the feeling of being right there, even if you can't be at the event.
Advantage 3: Strengthening the connection to the audience
Viewers feel more involved with a live stream than with a recorded video. The emotional involvement when watching live means that what is heard and seen is memorised even more permanently.
Advantage 4: Direct contact with the viewer
With a chat function via a mobile app, viewers can ask questions and have them answered directly in the livestream - in other words, be addressed personally. This strengthens the bond and the viewer feels valued. Ultimately, this strengthens the image of a company even more.
Advantage 5: Manageable costs and effort
Depending on the transmission channel, technology and personnel, a livestream can be realised very cost-effectively nowadays. The livestream costs are low in relation to the overall costs of an event, but can generate a large return for you.
Networking and connection during virtual events
A mobile event app for iOS and Android can connect virtual and real participants and offer, for example, comment and feedback functions, the option of live voting and a chat system. It is important that these networking opportunities are well communicated and that participants are encouraged to meet up virtually.
Chatting in the event app
Mobile event apps are just as important for face-to-face events as they are for virtual ones. As soon as participants connect via the app, they can chat with each other, with exhibitors and with sponsors - without knowing the contact details of the other participants. With a messaging function, participants can meet virtually in the mobile application but also arrange face-to-face meetings.
Participant engagement in virtual events
Events thrive on the commitment of the participants. Therefore, all participants should be offered as many opportunities as possible to get involved so that everyone feels included and is maximally motivated to become active themselves instead of just consuming online. For example, with live questions and answers that actively involve the participants instead of sitting in front of a screen for hours listening to content. The event app of the online software based on the PRESTIGEenterprise software platform for example, offers suitable modules for this purpose.
Feedback on the event
Event feedback is crucial for both virtual and local events when planning subsequent events. At local events, reactions can be captured based on the comments of participants, but here too, digital feedback requests in the app are becoming increasingly important. Participants can be additionally motivated to give feedback with a push message on their smartphone and are also more willing to give an assessment with this convenient tool. In addition, presentation downloads and images that are uploaded to the app after the event encourage further use of the mobile event app. Feedback can also be requested again in this attention-grabbing context.
Links & topicality in the event app
In the easy-to-use, intuitively designed PRESTIGEenterprise mobile app platform, all information and, of course, all links can be updated, added or deleted at any time. This information is then automatically updated in the app so that the latest information is always available to participants. Agendas with further links to the programme or sessions provide participants with additional information in a matter of seconds.
Customised agenda
Don't restrict your participants with a fixed agenda, but give them the opportunity to put together their own personalised agenda in the event app. Participants choose which sessions they would like to add to their schedule. Participants can then switch between the complete programme and their personal selection in the app. Sessions already selected during registration can be easily synchronised into the app. As a planner, you collect data on the popularity of the individual sessions and the engagement of the participants.
Interactive maps
Make it easy for your participants to find their way around your event. Interactive maps and site plans not only show the locations of sessions and evening events at local events, but can also be linked to locations recommended in the presentations.
If this article has motivated you to add a virtual part to your event, then take a look at our online software. With the PRESTIGEenterprise event app, we offer you the perfect tool to support your virtual, digital or hybrid conference.
Your contact person:
Jonas Feistl
Developer - Team Mobile
Online Software AG
Bergstrasse 31
69469 Weinheim, Germany
Jonas.Feistl@online-software-ag.de
www.online-software-ag.com