Hybrid Event Strategies
Our collaborator Michael B. Maine works the livestream deck at GenPride’s inaugural Pillars of Pride brunch event, Century Ballroom, May 2022. [IMAGE DESCRIPTION: A person in a jaunty cap and black face mask is working with multiple computers and a mouse in their hand. In the background, party guests are socializing under a beautiful lighted arch.]
Who knew the word ‘hybrid’ would become a major part of our event planning vocabulary?! The word ‘hybrid’ could mean almost anything which can quickly get overwhelming. Don’t make any decisions about your event format until you’ve thought through all the different ways that various hybrid strategies could help you reach and engage with your audience. Here are some of our favorite ways to mix it up:
Full Synchronous Hybrid: in-person event & virtual event at the same time
You gather with a room full of guests, doing all the in-person things … and when anyone steps onstage the cameras are capturing and broadcasting live to your remote guests on the internet. Remote guests can engage in many ways (too many to list here!) and can also be prompted to contribute to your real-time fundraising. This strategy is best for immediacy, liveliness and buzz. It can feel great to have one special night for everyone (and then it’s over)!
What to be aware of:
Going this route means you will be producing 2 full events for 2 different audiences, at the same time. That means 2 full events in terms of audience development, cost, vendors, and graphics content. You will need to consider the experience for both audiences when creating your program. It may seem like you can plan your in-person event and simply turn on a camera and broadcast virtually…but that won’t yield good results. Your A/V vendors will bring in additional staff to manage the in-person event plus the virtual event (specific slides, event videos, audio feeds, cameras, chat) as two separate entities, to ensure both audiences get a satisfying and well-produced experience.
Sibling Events (Asynchronous): in-person event & virtual event after
You hold a virtual event a few days or weeks after (or prior to) your in-person gathering. An alternate way to think of this is holding an in-person “pre-func” to socialize with some donors and increase the buzz before the main event online, OR holding a very special in-person event and then re-capping it for your remote audience (you can choose how you want to prioritize the two events). Video content captured at the in-person event (speeches, performances, etc) can be used in your livestream event, along with a live on-camera host and real-time fundraising.
What to be aware of:
Do not be fooled into thinking this approach is easier than Full Synchronous: this is actually producing *two separate events*. Our clients have discovered that staff time will be a bit higher than Full Synchronous style. And the budget, even though split over two dates, will be comparable. The advantage? Your staff and board will feel more calm and able to devote attention to the people at each event - the in-person guests, and then the remote guests.
House Parties: small in-person groups watching the livestream event
Popular with our clients through many phases of pandemic life, this model involves your guests gathering with a dozen (or up to 100!) folks in IRL locations to watch and interact with a livestream broadcast. Plays well with groups who have a strong ‘table captain’ tradition around audience development, and who love to socialize with their friends. Also plays well with safety-conscious guests and hosts who aren’t feeling bold enough to attend the big party.
This type of event can be done in a “high-touch” manner, where org staff go onsite to co-host at house parties, and help arrange food and beverage and guest lists. Alternatively, this can be done “casual style” by just asking your supporters to invite their friends over to watch the event together. Consider this a possible add-on to any of the other hybrid strategies.
What to be aware of:
You won’t have control over what happens at every party. If that host can’t figure out how to turn up the sound volume, or if they get distracted having dinner and miss the first part of your program, you may never know.
Two other elements to mention:
Online Donation Campaign
Even when you aren’t planning ANY OTHER online elements, we strongly encourage pairing your in-person event with an online fundraising effort. Your donors can donate from anywhere - so why not let them? Your format could look like a peer to peer campaign, or you can offer remote supporters the chance (depending which software you choose) to bid on items in an online auction. Consider this a smart and modern add-on to any style of event.
Pre-recorded Virtual Event
This model is a fully pre-recorded video, all edited in advance, which is released online at a certain date and time. We have not seen strong success with this style of event, and we don’t recommend it.
Does this feel like a lot?! It can be! Reach out and we’re here to help you sort through the options and plan your Best Event Ever!
