Recently, Zoom organized a two-day hybrid event called Zoom Perspectives 2022, which was specifically tailored for industry analysts. This event, which was hosted on the Zoom Events platform, offered a truly innovative and unique experience that brought together both in-person and virtual attendees, speakers, hosts, and even a live band.

Organizing a hybrid event can be a daunting task, especially when trying to balance the benefits of an in-person experience with the convenience and wider reach of a virtual event. However, drawing from the lessons learned at Zoom Perspectives 2022, we would like to share some key insights and advice to help you create a connected and inclusive experience for everyone involved.

Focus on the virtual audience

Virtual events offer numerous advantages, including sustainability, cost efficiency, increased brand exposure, and higher attendee capacity. However, effectively engaging the virtual audience can be a challenge. It is crucial to prioritize making the virtual attendees feel seen and heard, as this enhances the experience not only for them, but also for the in-person attendees. Here are a few tips to achieve this:

1. Display virtual attendees on screen in the room – Showcasing a gallery view of the virtual audience during the event, including at the start and during breaks, helps in-person attendees remember the online participants and promotes continuous engagement.
2. Start with questions from virtual attendees – This technique not only ensures virtual attendees are acknowledged and heard but also gives in-person attendees time to prepare their questions. You can facilitate this by allowing full video or audio questions or having a moderator ask typed questions verbally.
3. Encourage everyone to join the Zoom event – The networking features offered by Zoom Events, such as lobby chat, provide an opportunity for all attendees to connect and collaborate before the in-person event.

Create digital-centric elements

The integration of digital elements into events can bring a new level of excitement and engagement to attendees. By showcasing presenters both in-person and online, you create a dynamic and varied experience that keeps your audience interested and connected. The Zoom Perspectives 2022 event utilized a number of these digital-centric elements to great success. Some of the standout elements include:

Virtual Host – Having a virtual emcee helped to give a voice to the online participants and emphasized the hybrid nature of the event. To ensure seamless communication, a representative in the room was available to chat with the virtual host throughout the event. A more advanced tip is to provide the virtual host with a feed from an audience camera to allow for engagement with the in-person attendees as well. Live Music – A live studio band performing over Zoom added a new level of excitement to the event. Live walk-ons and breaks in the music helped to keep energy high throughout the experience, all without having to fly the band to the venue. Virtual Presenters – Utilizing the convenience and accessibility of Zoom, the event featured a powerful panel discussion with three customers all participating virtually, showcasing the potential of virtual events to bring together individuals from across locations.

By leveraging these digital-centric elements, the Zoom Perspectives 2022 event was able to create an engaging and meaningful experience for all attendees.

Hybrid events are easier than you think

Hybrid events are the way of the future, offering a unique combination of the best aspects of in-person and virtual events. Zoom Events is a comprehensive platform designed specifically for hybrid events, and their Event Services team is available to offer expert consultation, technical production support, and event management.

For those who are interested in hosting a hybrid event, the Event Services team is ready to provide assistance in making the experience as engaging and memorable as possible. By leveraging the expertise of the team and the power of the Zoom Events platform, you can host an event that will exceed expectations.

If you want to see how the Event Services team operates behind the scenes, take advantage of their pro tip and watch their approach to hybrid and virtual events. Don’t hesitate to reach out to the team for guidance and support in making your next event a standout success.

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