How to Use Automation to Coordinate Global Hybrid Events

December 15, 2022 by Akemi Liyanage
Read in 9 Minutes

 

Hybrid events allow people to attend onsite and virtually — enabling them to participate however they’re most comfortable.

However, organizing a global hybrid event can be challenging, for many reasons. Providing an engaging experience to both in-person and virtual attendees, simultaneously, in multiple time zones and languages is logistically quite complicated.

The good news is that with the right tools, many parts of a hybrid event can be streamlined with automation. Let’s explore how corporate event organizers can use automation to help coordinate global hybrid events.

What Forms of Automation Can Be Used to Coordinate Hybrid Events?

Automation can be separated into several categories as it pertains to global hybrid events:

Registration 

Before and even during the initial phases of the event, two-way integration for registration systems is a must-have, generally offered via the event platform or mobile app. It allows participants to quickly sign-up, but also to learn more about what they’ll experience, and possibly even the option to reserve or book sessions beforehand. 

At any time, registered participants can open the app or platform and create a personal agenda.

Entitlement Groups 

For practical and organizational purposes, all attendees can be assigned to different entitlement groups before the event kicks off. This ensures that only the appropriate sessions are available to attendees, and when they’re booking everything is visible based on entitlements.

Event managers can pre-populate mandatory sessions for specific groups — or offer exclusive sessions for others — like an opportunity to sit down and interview or speak with an executive.

Session Capacity Controls 

Both in-person and virtual events have capacity limits to adhere to and be mindful of. Virtual events are much less restrictive, but you still don’t necessarily want an intimate workshop session to be filled with hundreds of thousands of virtual participants. The right tool offers season capacity controls, and the option to assign capacity limits all while being able to manage them in real time from within the app. 

When attendees book or add a session to their agenda this information is relayed to the planning team(s.) The platform will also advise when sessions are full, or the opposite, when one is empty.

Wayfinding and Blue Dot Navigation

During the event, proximity beacons are integrated with the mobile app to allow attendees to find their way around the venue, with step-by-step indoor navigation. People can seamlessly navigate from room to room, or session to session, even if they’ve never been to the venue before.

Gamification 

To make the events more fun, participants earn points as they complete specific tasks, goals, and achievements. These tasks might include attending sessions, completing surveys, answering polls, posting to an activity stream, visiting partner or sponsor booths, downloading available content, and much more. 

A virtual leaderboard tracks points, for in-person and remote attendees, allowing everyone further opportunities to win prizes and commemorate their experiences.

Engagement 

71% of event organizers say their biggest challenge is connecting the in-person and virtual audiences. All of the social aspects of the mobile experiential apps and online platforms connect people socially, regardless of their location. Posting on the activity stream, or liking and commenting on others’ content, helps create connections. 

Attendee-curated posts shared on digital displays and social walls help build excitement during the event, as well. Plus, chat, and moderated chat sessions, elevate audience participation rates even more while tying in virtual attendees and bridging the gap between physical and virtual domains. 

How Does Automation Affect the Attendee Experience?

The automation doesn’t just affect the event managers and administrators, it applies to attendees too. It makes them more self-sufficient, by offering reliable and convenient tools to use before, during, and after the event. 

They can select their own sessions or meetings and organize their itinerary with ease. They can easily navigate the venue, and sometimes even the areas around the venue, as well. What’s more, the app provides easy access to all event details, news, upcoming session info, booking solutions, and beyond. 

39% of people who attended hybrid events virtually, claim they didn’t feel included. This can be solved with automation, especially since it increases engagement during the event too, using exclusive content, social feeds, push notifications, and similar features. Plus, it brings them into the fold and allows them opportunities to share feedback on sessions, speakers, and content. When the event is over, attendees still retain access and can take away all relevant learnings and content — and many will return to the platform at a later date for future interactions, which is promising for sales teams. 

What Are the Greatest Benefits of Introducing Automation to Your Global Hybrid Events? 

Event automation through mobile and virtual platforms comes with many advantages for event managers overseeing global hybrid events.

Here’s a quick recap of the key benefits offered by event automation to event managers: 

  1. A reduction in manual work for events teams to set-up and execute all touchpoints with in-person and remote attendees.
  2. Enables seamless registration, session attendance controls, sponsorships, partnerships, content delivery, navigation support, and gamification for all attendees via technology integrations.
  3. Provides relevant information and tools in a centralized location, before, during, and after the event, while remaining accessible to everyone involved.
  4. Reduces the number of questions and direct support needed from the events team.
  5. Increases a general focus on achieving event goals, for attendees especially.
  6. Serves as a valuable tool during all stages of the organization-customer relationship, long after the event(s) has concluded too.
  7. Increases trust in the company and events team, and sales, while providing exceptional value to attendees, partners, and vendors.

How to Get Started

Ready to bring your global hybrid events to the next level? Start by learning more about our hybrid events platform, Inpixon Events and contact us today to get a customized demo on how you can use automation to make your global hybrid events, even better!

ABOUT THE AUTHOR
Akemi Liyanage is the Digital Marketing Manager at Inpixon.