3 Reminders for Hybrid ConferencesClint Rosser, CEO

As social distancing restrictions have lifted, hybrid conferences—featuring both in-person and virtual components—are becoming increasingly popular. Organizations like MGMA are now offering attendees the option to join either in person or online, with live and virtual exhibit opportunities. However, navigating the hybrid conference format presents unique challenges. Here are three essential reminders to help your team maximize engagement at both live and virtual events.

1. Assign Booth Staff According to Their Strengths

Whether the conference includes both live and virtual events happening simultaneously or on separate dates, carefully assigning your booth staff based on their strengths is critical. Evaluate each team member’s skills and comfort level with technology to determine who should manage the in-person booth versus the virtual platform.

Tips for Assigning Staff Effectively:

• Tech-Savvy for Virtual: Choose team members comfortable with video chat and scheduling meetings to staff the virtual booth, as virtual platforms often require seamless tech interaction.
• Engaging Presence for Live Booth: For in-person events, assign team members who excel in face-to-face interactions and engaging with walk-up attendees.
• Provide Clear Instructions: Ensure all booth staff understand their responsibilities and have the correct information for the conference format they’ll be handling to avoid miscommunication or missed opportunities.

2. Market Strategically to Both In-Person and Virtual Attendees

When planning marketing efforts, remember to drive traffic to both your live and virtual booths. It’s common to focus heavily on the in-person experience, but virtual attendees need equal attention to ensure strong engagement across both formats.

Marketing Tips for Hybrid Conferences:

• Share the Virtual Booth Link: Include the virtual booth URL on all marketing materials, including emails, social media posts, and digital ads, to make it easy for remote attendees to find and engage with your virtual booth.
• Use Pre-Show Lists: If the conference provides a pre-show attendee list, filter contacts by their attendee type (virtual or live) and customize your outreach to highlight the unique reasons they should visit your booth.
• Leverage Email and Social Media Marketing: Highlight your booth’s benefits and special offerings in targeted emails and social posts to build excitement and drive traffic to both booth formats.

3. Offer Prizes and Incentives for Both Types of Attendees

Incentives are a great way to increase booth traffic, whether attendees are joining virtually or in person. If your budget doesn’t allow for separate giveaways, consider one large drawing that includes both in-person and virtual attendees. This can boost engagement across both formats without straining your budget.

Incentive Ideas for Hybrid Booths:

• Unified Drawing: Allow both live and virtual attendees to enter the same prize drawing to create excitement and inclusivity across both formats. Options for entering could include dropping off a business card, scheduling a meeting, or signing up for your newsletter.
• Creative Virtual Incentives: Since virtual attendees miss out on traditional exhibit swag like pens and bags, offer virtual prizes that are equally enticing, such as e-gift cards, headphones, or easy-to-ship items like smart home devices or curated gift boxes.

Take Your Hybrid Conference Experience to the Next Level

Succeeding at hybrid conferences requires careful planning, tailored marketing, and engaging incentives for both virtual and in-person attendees. By preparing your staff, promoting strategically, and offering inclusive incentives, you can maximize engagement at these dynamic events.

Want to elevate your hybrid conference approach? Explore our marketing solutions to make your next event even more impactful. If you’re interested in hosting your own virtual event, visit www.EventMatch.com to learn about our innovative platform.

Clint Rosser is the CEO of PracticeMatch. He has been with PracticeMatch since 2016. He has overseen several departments within PracticeMatch including Inside Sales, Career Fairs, and the Client Services team. Clint, along with his team, has helped elevate PracticeMatch client services to move past a transactional vendor relationship to a full partnership with clients. This has allowed PracticeMatch to build stronger relationships and work with clients closer to ensure they can achieve the most ROI possible.

Prior to Joining PracticeMatch, Clint has been in Client service leadership roles for over 20 years. Clint serves as an AAPPR Board Member for Strategic Corporate Sponsors.