Successful virtual and hybrid events therefore need to be designed around the audience from the very beginning. Content, production, technology, interaction and communications should all work together to give attendees reasons to participate rather than simply watch.
Here, we explore practical ways to create more engaging virtual and hybrid experiences.
Prioritize Production Quality
Production quality plays a very important role in how audiences experience a virtual or hybrid event. Reliable connectivity and strong video paired wih smooth transitions help attendees focus on the content rather than the technology delivering it.
Always consider how the event will appear to someone who is watching remotely. Camera angles, lighting, branded graphics, animation and the way speakers move between different segments can all influence the pace and professionalism of the experience.
For hybrid events, production needs to work for both audiences. The physical environment should therefore be designed with remote participants in mind, including how speakers, presentations and audience interactions will appear on screen.
Design Content for a Virtual Audience
Content that works well in a physical room may not translate directly to a virtual environment, as long presentations and slide-heavy sessions can make it particularly easy for remote attendees to disengage.
Look to break content up into shorter, more varied segments and consider using different formats throughout the program. Video, animation, music, motion graphics and other visual content can help illustrate key messages and provide changes of pace between speakers or sessions.
Storytelling should remain central to the experience. Technology and creative formats should support the message rather than becoming distractions from it.
Build Interaction Into the Program
Virtual attendees should always be given opportunities to participate rather than just consume content. The right format will depend on your audience size and the objectives of the event, but interactive elements can include:
- Live polls and voting.
- Moderated Q&A sessions.
- Panel discussions.
- Interactive exercises and activities.
- Breakout sessions.
- Audience feedback and surveys.
Interaction should be planned as part of the program rather than just being added as an afterthought. For example, a host or moderator can bring questions from remote participants into a live discussion, helping virtual attendees feel that they are part of the same experience.
For smaller breakout sessions, clearly designated hosts can help coordinate discussion and make sure remote participants have opportunities to contribute.
Use Hosts and Speakers to Maintain Energy
Strong hosts and speakers can help with maintaining momentum throughout a virtual or hybrid event. Rather than having to rely on a single presentation style for long periods, consider varying speakers, formats and perspectives throughout the program.
Hosts can also play a very important role when it comes to connecting different parts of the experience, introducing sessions, acknowledging audience contributions and helping to make sure remote attendees feel included.
Speakers should understand how presenting to a virtual audience differs from presenting solely to a room. Rehearsals can help presenters become comfortable with cameras, event technology, interactive features and the timing required for a digital production.
Presenting to camera can also require a slightly different approach from speaking to an audience in the room. Without the same immediate feedback from facial expressions, body language, or audience reactions, even experienced presenters may need to adapt their delivery. Presenter coaching can help speakers develop a confident on-screen presence, while technical rehearsals allow them to practise camera positioning, cues, transitions and interactions with other remote speakers before the event goes live.
Where appropriate, a small test audience can also be used during rehearsals to provide feedback on the content, pacing and presentation style. This gives event teams an opportunity to refine the experience before it reaches the wider audience.
Design Hybrid Events for Both Audiences
A hybrid event should not just be an in-person event with a live stream tagged on. In-person and remote attendees experience the event differently, so both journeys should always be fully considered during the planning phase.
Think carefully about how each audience will access content, participate in discussions, network and communicate with organizers. Remote attendees should not consistently feel like observers of an experience that was actually designed primarily for people in the room.
This may require different content formats or engagement opportunities for different audiences while still creating moments where participants can interact as one event community.
Mapping the attendee journey for both groups can help identify where one audience may otherwise receive a weaker experience.
Consider Timing and Attention Spans
Virtual and hybrid events can bring together audiences across multiple locations and time zones. Scheduling should therefore consider when key audience groups can realistically participate rather than being based solely on the location of the physical event.
Event teams should also be considering how long attendees are expected to remain engaged on screen. Breaking longer programs into shorter sessions and incorporating interaction, while making sure they are providing appropriate breaks can help maintain attention throughout the experience.
Where an event serves a global audience, organizations can also consider which content needs to be experienced live and which can be made available on demand.
Tailor Communications to the Attendee Journey
Clear communications help attendees understand what to expect and how to participate in the event. Joining instructions, technology requirements, schedules and opportunities for interaction should be communicated before the experience begins.
Hybrid events may require different communications for in-person and remote attendees because each group will have different logistical requirements and ways of accessing the event.
Communications can also help with building anticipation before the event and maintain engagement afterwards by directing attendees towards recordings, resources or follow-up content.
Plan How Attendees Will Connect
Networking can be a bit more difficult to replicate online than presentations or structured content, so it should be deliberately designed into the event experience.
Breakout discussions and facilitated networking sessions, backed up by the technology that helps attendees identify relevant connections can all provide opportunities for interaction.
For hybrid events, consider how remote and in-person attendees will connect with each other rather than creating two completely separate networking experiences. Hosts or facilitators can help bridge the two audiences and make interactions feel more natural.
Create Memorable Shared Experiences
Not every part of a virtual event needs to take the form of a presentation or a business session. Entertainment, networking and shared activities can provide subtle changes of pace and can help with the creation of memorable moments for attendees.
Depending on the audience and purpose of the event, this could include:
- Live entertainment or performances.
- Interactive quizzes or games.
- Team-building activities.
- Wellness or movement breaks.
- Cooking or other interactive experiences.
- Awards and recognition moments.
For incentive and recognition programs in particular, virtual experiences can also provide access to speakers, performers or specialists who might otherwise be quite difficult to bring together with a geographically dispersed audience.
The format should always support the purpose of the event. Entertainment works best when it contributes to the attendee experience rather than being included simply to fill time.
Choose Technology That Supports the Experience
The event platform should always be selected around what attendees need to do rather than around any technology features alone. Consider requirements such as live streaming, breakout sessions, networking, audience interaction, on-demand content and technical support when evaluating the right solution.
Some events may benefit from more immersive digital environments or virtual venues that allow attendees to navigate different spaces, interact with other participants or visit virtual exhibition areas. These experiences can be useful where exploration and networking are central to the event, but additional complexity should only be introduced when it provides clear value to attendees.
Whatever platform is selected, attendees should be able to understand how to access and navigate the experience. Providing clear instructions and technical support can prevent technology from becoming a barrier to participation.
Measure Virtual Event Engagement
Digital event technology can provide extremely valuable information about how attendees interact with an experience. Depending on the platform, this might include attendance, session participation, polling responses, questions, content interactions and other engagement data.
Event teams should look to identify the measures that matter before the event and then connect them to the wider objectives of the program. Post-event feedback can then provide additional context around what attendees found useful and where the experience could be improved.
These insights can help teams refine future virtual and hybrid experiences based on actual attendee behavior rather than assumptions.
Build the Virtual Experience Around the Audience
Successful virtual and hybrid events are not defined by the technology alone. They combine relevant content, strong production, opportunities for interaction and a clear understanding of how different attendees will experience the event.
By designing the program around audience needs from the beginning, event teams can create virtual experiences that encourage people to participate, connect and remain engaged throughout the journey.
BCD Meetings & Events’ virtual and hybrid solutions bring together strategy, creative, production and technology to create connected event experiences for audiences wherever they participate.
