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How to Build the Right Team for a Hybrid Event

How to Build the Right Team for a Hybrid Event

Hybrid events, those created by bringing together a host of traditional and digital techniques, are rising. But for organizations taking the plunge into a hybrid for the first time, putting together a team of experts can seem overwhelming.

While planning a hybrid event, questions generally come to mind – whether you need two separate teams? Should you be contracting specialists? And what skills and roles does one require to build the right team? Hybrid events are becoming more popular, but with different digital and physical requirements, putting together the team can be confusing.

If you’re about to run a hybrid event, here’s what you need to know about building the right team for your event. These are the points that Almond Virtex follows while planning any hybrid events.

Event Organizer

If you’re planning a hybrid event, you should know the right kind of team to build. This doesn’t mean you need a large team for your hybrid event. But it does mean that you need a director/ organizer who has the overall responsibility and the power to get things done.

The Hybrid Event Director should possess strong communication skills, the ability to collaborate with other departments, and a commitment to planning sessions that bring in the most revenue.

Logistics

Once the programme is finalized, it’s time to sort the logistics. Getting the logistics right for your hybrid event is integral to your overall success. While the accentuation might appear on the in-person side of things, it’s vital that no logistics are missed about the virtual part.

Once the event is finalized, all logistical details must be carefully planned. All aspects of your hybrid event need to be considered so that your virtual component has all its logistical bases covered.

Camera and Sound Operators

Most people prefer to attend in-person events, but with online attendance growing (nearly 70% of events organizers find it’s more challenging to keep attendees engaged during event sessions), you need to make an effort to engage everyone — whether they’re in-person or not.

Choose the right hybrid event platform that provides different tools and features to make your event engaging and interactive.

Sponsorship & Exhibitors

Sponsorship and exhibitors are two of the most crucial aspects of a conference. Therefore, one team should be assigned for your sponsorship and exhibitor’s work. Who can spend time getting sponsors on board for either the virtual or in-person event? They would also be able to work autonomously, thus freeing up some of your time and giving you room to work in other areas of the event.

Marketing & social media

Social media campaigns need to be planned from the start of the event and cannot be an afterthought. However, you should note that many people will attend the event virtually through live cast streaming.

As such, you should plan your social media campaign to cover the whole event and the needs of both in-person and virtual attendees. It’s a good idea to create a set of planning documents to be used as part of your overall marketing campaign.

Data Analysis & Insights

Data is collected when someone registers, signs up for a session or participates in a poll. Data is a currency that seems valuable to many organizations out there, and this is why they want to collect it first and then try and use it. They want to look at what they have, discover insights and trends, and then intelligently use this information. If you want to get the most out of your data at an event, you must analyze it correctly, read between the lines, and make recommendations based on that.

You can also go through the Hybrid Event FAQs to get a better idea of hybrid events and how they need to be planned, and what all areas need to be focused on.

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Build a More Diverse and Inclusive Candidate Experience with Virtual Recruiting

Build a More Diverse and Inclusive Candidate Experience with Virtual Recruiting

As competition for top talent becomes more intense, employers invest more time and money in the candidate’s experience. That’s because organizations that successfully create a great candidate experience will become standouts in today’s highly competitive market.

Virtual recruiting can play an increasingly important role in creating a great candidate experience as many participants are looking for more than just ‘just another job’; they want to learn more about the organization and be able to talk honestly with recruiters about the current state of their careers and the challenges they will face in each job.

Host virtual career fairs adding tools like Gamification in Virtual Event Platforms so that participants can connect with the content and become engaged. But before we understand how to improve the candidate’s experience, let’s clarify some basics.

What is Virtual Recruiting?

Virtual recruiting allows employers to reach far beyond their geographic footprint while providing a better and more engaging candidate experience. Also, it opens your recruiting strategy to a much larger, more diverse candidate pool, primarily if you recruit globally.

How does Virtual Recruiting Improve Candidate Experience?

Virtual Recruiting gives candidates more options, making the recruitment process more accessible. Imagine being able to schedule a virtual interview at any time and from anywhere using virtual recruiting platforms like Airmeet, Almond Virtex, Hopin, vFairs, that make your career fairs more engaging and informative and will attract more candidates.

Virtual recruiting events can allow candidates to vent their concerns and hear first-hand from employers why they should choose them to work. This can be especially useful for candidates who have a lot of competing offers and want to know more about an organization before making a decision.

How does Virtual Recruiting Support Diversity and Inclusion?

Recruiting through virtual event platforms can be a more personal and direct experience for a job seeker, meaning they can interact with an employer in several ways. Some of the reasons for which job seekers prefer virtual recruiting are mentioned below:

Geography

With virtual recruiting, you can reach diverse candidates even if you’re not in an area with a lot of diversity. This means that you may find more qualified candidates than job opportunities in your area and then reach those candidates with the ease of a video interview via multiple locations.

Flexibility

Virtual hiring events, recruiter sourcing, and online interview tools allow a broader range of people to attend your hiring events and help you avoid delivering a poor candidate experience due to logistical concerns alone.

Reach

A virtual hiring event allows you to reach a broader audience, extending more opportunities to a diverse group of people. Choosing the right virtual job fair to put on is a matter of deciding what kind of event will best reach your audience. Consider the size of your network and look at the general population and specific groups you would like to attract.

Accessibility

Candidates with physical disabilities or other constraints may not feel comfortable in roles that are within easy reach. Whether you operate a local or remote business, virtual recruiting events make it easy for all candidates to attend from a space where they feel comfortable and supported.

Sensory

Candidates need to focus on the interview and not on the environment. Virtual career fairs through virtual conference platforms are an excellent way to connect with a large number of candidates in a confined space and still manage distraction.

Key Takeaways

Virtual recruiting offers several benefits over traditional in-person recruiting events, but virtual interviews are only one part of the equation. Because you’ll be using digital tools to conduct those interviews, there’s an endless opportunity to improve your candidate experience through feedback capture and analysis.

While there’s no doubt that face-to-face interactions can be effective, they are sometimes not as cost-effective or time-efficient as other recruitment channels.

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How can Brands Use Metaverse

How can Brands Use Metaverse

In a world where almost, everything is disrupted for use by the masses, virtual worlds are emerging as a new way for brands to access high-potential consumers. The metaverse allows global brands to enter spaces once only available to tech companies and other prominent cultural entities.

Consumer goods companies, media, sports and entertainment organizations, social networking service providers, financial services and insurance firms, retail brands, and virtual event platform providers are among the early adopters interested in Metaverse as a challenger to existing platforms and as a potential partner.

Brands can interact with their customers or channel partners virtually through metaverse platforms such as Exvo, Party Spaces, Almond Virtex 3.0 for immersive experience and real-time communication.

What is Metaverse?

The metaverse is a digital world that exists as an alternate reality or otherworld, and it is made of virtual representations of the real world and its inhabitants. The metaverse could be the next important step in advancing technology: it plays a critical role in bringing the human imagination to life.

How can Brands Envision the Potential of the Metaverse?

Brands are trying to reach younger generations already used to interacting with brands online. Metaverse is one place where brands can start experimenting with new methods of engagement and interaction with consumers.

Many brands will have to leave their usual marketing strategies and patterns to succeed authentically in the metaverse. Brands must forget about intercepting.

Here are some of the activities that brands can do in the metaverse to interact with customers and channel partners in new and innovative ways:

Create retail and shopper experiences within the metaverse with NFTs

Brands can now create realistic visuals and be owned and traded by consumers as an item in a virtual world. With NFTs, users can buy products, decorate their homes or store rooms within the metaverse, or even trade them like stocks.

Creating a branded experience within the metaverse is not only possible, but it can change the way brands communicate with their customers. An NFT could potentially be sold to users from the Ethereum blockchain, and the creator would then get a percentage of the sale every time an NFT was used in that product. This can incentivize creators to create more and build user trust for their brand using branded virtual assets (NFTs).

Empower influencers and customers to co-build experiences for other customers

Influencers, who have always been an essential tool for brands to tell their stories, are also considered a crucial audience in the virtual world. Influencers and customers can create virtual space within the brands’ metaverse that other customers will be able to access either directly or by invitation. They could also make their communities and businesses within the same brand metaverse, including companies unrelated to the traditional definition of brands.

These micro-influencers may have an audience they can influence through their qualifications, experience, and expertise. Metaverse is an excellent solution for brands looking forward to encouraging their consumers to interact with them on different levels.

Provide in-roads into the brand through Metaverse

With the growing use of smart glasses, digital marketing strategies and other platforms like metaverse and virtual worlds – engagements with brands are getting more interesting than before. Consumers and channel partners are actively engaging with their brands on these platforms and want brands to provide them with new product testing or even invite them over to their manufacturing plants.

Many businesses hosted hybrid events or virtual conferences to interact with audiences but now they are shifting to metaverse events.

Product training, onboarding, and real-time customer service

The metaverse can be used for various purposes, from product training to real-time customer service.

It’s a chance for brands to train new employees or channel partners about their products or services. Driven by AI and avatars, brands can provide global real-time customer service from their systems anywhere in the world. By creating a realistic 3D representation of a brand, it’s possible to showcase product features and use cases – a step closer to better customer engagement.

Onboarding employees is time-consuming and expensive, and it is also tedious, boring, and not engaging. Metaverse allows brands to organize their onboarding process in a way that is more engaging, efficient, and effective such as training onboarding employees (trainee) and then taking them through a 3D tour of the product/service while also giving them hands-on experience through games or interactive quizzes, real-time interaction with senior management, etc.

Key Takeaways

Metaverse is a new decentralized digital society built on the Ethereum blockchain that aims to enable all participants to own, control and exchange their assets individually. Those who can identify how Metaverse can be used in specific fields will likely have the edge over competitors who start with more general capabilities such as blockchain or e-commerce.

Also, the metaverse can be used to create brand experiences for customers, users and partners. In addition, it is also a good way to engage people with the brand’s values and actions.

In the last year or so, since it first burst onto the scene, NFTs have been gaining traction in the blockchain community. As NFTs get more exposure and influence, people tend to have lots of questions like how can NFTs change the landscape of the event industry when it comes to what this new technology can do for them.

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Hybrid Events Bring Savings, Sustainability, and Greater ROI

Hybrid Events Bring Savings, Sustainability, and Greater ROI

By now we all know how amazing hybrid events can be in offering the best of both worlds. And they are increasingly becoming a part of every event marketer’s repertoire for the simple fact that they can cut costs and increase savings, are sustainable, and can be used effectively for greater RoI.

It all begins with choosing the right hybrid event platform. Pick one that allows for interaction between both groups of audiences and can be customized according to your needs.

Here is how hybrid events can bring savings, sustainability, and greater RoI.

Lower cost and higher reach

We already are aware that virtual events have a much wider reach than their in-person counterparts. And this applies to hybrid events as well. A wider reach ensures a higher attendance and participation rate. And it’s the 21st century where every business needs a global presence and can benefit from it.

In addition to the massive reach, hybrid events can also prove to be less expensive. This is because they can either eliminate or size down several overhead costs associated with in-person events like venue, equipment, logistics, catering, and so on. With a hybrid event, you can choose a smaller venue and restrict the number of in-person attendees. So, you will end up paying less without compromising the quality of your event.

Lower costs and higher reach means more saving and higher RoI. Moreover, the hybrid model is also quite sustainable because the Internet is only expanding. In fact, it won’t be long before hybrid events move into the metaverse. Some hybrid event platforms like Almond Virtex, Hopin, Airmeet, Hubilo, Eventcube are already experimenting with it.

Flexibility and innovation

Corporate event planners can have more flexibility with different event technology. It is growing at a rapid pace. The introduction of immersive experiences through hybrid event platforms has made it easier to replicate the experience of walking into a real venue, talking to other attendees, listening to speakers, asking questions, and so on. And event marketers don’t have to pay through their noses for that to happen. That’s how innovation brings savings!

If you want an event that boosts brand awareness, you can have it. If you want to improve lead generation and enhance sales revenue, your event can be customized accordingly. So, you then can target your audiences, curate content, and provide bespoke experiences. Happier audiences means higher chances of them wanting to associate with your company. So, flexibility brings you both sustainability and RoI.

Now that you understand how hybrid events can be advantageous, let’s look at a few ways that you can maximize their benefits.

Work with a budget. You might save up by cutting down on the in-person attendance and venue, but you will still need to spend on a good virtual event platform. Be smart about it and choose a platform that is within your budget. Also, have a checklist for choosing a hybrid event venue. It will help shortlist venues.

Finish off your bookings in advance- venue, catering, photography, etc. You might even receive an early bird discount.

Get your sponsorship packages ready and make the benefits very clear. Show your sponsors the amount of visibility and possible revenue that they can earn through your event. This will eventually improve your own RoI.

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8 Questions to Ask Your Audience After Virtual Event

8 Questions to Ask Your Audience after Virtual Event

You wrap up your virtual event. You are happy and satisfied. But how can you be sure that the event was successful or the attendees found the event impactful? Do you think your sponsors & exhibitors will continue to support your event again?

Through feedback, you can assess the effectiveness of the event and how can you increase the sponsors/exhibitors ROI next time through result oriented engagements, focused data analysis and networking.

For  virtual event planners feedback is essential. To gather feedback, survey after your event can be an excellent because they will tell you precisely what your attendees as well as sponsors and the public liked about your event and what steps could be implemented to make improvements to it in the future.

Here are 8 post-event survey questions to get useful insights of the event.

How satisfied were you with the virtual event?

It is undoubtedly an important question to ask your attendees to rate their satisfaction with an event. This can be done by asking them about specific things like the online event platform, date, program, speakers, quality of content, engagements and interactions, networking, registration fee/ticket, and more.

This will give you a clear understanding of how well you did in each area and satisfied the attendees. 

What did you like the most about the event?

This can give you an idea of your event’s elements that helped to make attendees happy and satisfied so that you can repeat those elements in your next event to make it engaging.

Let this be an open-ended question to give leverage to your attendees to write their feedback.

How easy was it to navigate the virtual event platform?

The navigation to the virtual platform should be as easy as walking through the physical event. This question will let you know the effectiveness of your virtual platform. To understand whether the audience enjoys interacting with the platform or not because then only they will come back to attend other events.

Almond Virtex is a virtual platform that make it easy for attendees to get from session to session. It is 100% customizable and scalable that combines the thrill of live meeting with the effectiveness of Digital Experience.

Were you satisfied with the amount of activities?

Events get more interesting when audiences have options to participate in different activities. Also, you will get to know whether attendees enjoy these activities or do you need to customize them as per the audience’s interest.

Were you satisfied with the quality of the content?

The content you provide to the audience in an event decides whether the attendees will attend your event again in the future or not. The information should be helpful and relevant to the topic of the event.

Is there anything you did not like about the event?

Receiving constructive feedback from participants isn’t easy, but it can help discover the things that worked best for your audience

This will enable you to discover those elements that aren’t great during the experience of attendees in order to enhance the areas you can improve in for future events.

Have you attended our other events before?

Remarketing is an excellent aspect of growing your business. But new acquisitions are also crucial for the company.

You will know how many repeat attendees attend your events regularly or annually, which means how many people find your event valuable and continue to participate them.

Knowing this will clear your perspective of whether you want to retarget your existing attendees or you want to acquire a new audience and take action accordingly.

Would you recommend this virtual event to others?

Word of mouth is the best way to know whether your event was great or not. Your audience liking your event is not enough to measure the event’s success.

Is your event enough exciting and informative that they would talk about you and your event with their friends or colleagues? That will define how successful your event was.

You can ask these questions to your audience for their valuable feedback. Your sponsors can also ask you some questions to see value in your offer. 6 questions your event sponsors will ask you to understand your product completely.

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How Can Venues Plan For Hybrid Events In The Future?

How can venues plan for hybrid events in the future?

The developments in event technology have forced venues for corporate events to rethink their strategy. These venues now are looking to become hybrid-event friendly and embrace smaller in-person events.

It always pays to be well-prepared for the future and we are going to look at what these venues can do to minimize losses and gain business.

The story of the hybrid event

From hosting virtual events, businesses have now switched to conducting hybrid events where a section of the audience is in-person and the rest of it is virtual. Hybrid events have helped businesses retain the intimacy of in-person while giving them scalability and reach of virtual. Naturally, 7 out of 10 businesses want to continue to host such events in the future.

Hybrid events and venues

While a large percentage of the audience is virtual, hybrid events still require good venues that can support their virtual audience as well. As the event goes on in the venue, video cameras do their good work of capturing the event and either streaming it to the virtual viewers or upload it to cloud.

Either way, your venue will be visible to hundreds of thousands of people. So, you need it look good, professionally done up, and polished. Moreover, you need to be able to support the business that is hosting the event through a stage or a podium, an audio-visual setup, broadband or wired connection to the Internet, while ensuring that it is able to accommodate the in-person attendees.

So, ensure you have the following available at your venue

Ability to support technology

The best hybrid event platforms can make a lot happen through a virtual event. However, they need the support of good broadband, like we discussed earlier. So, if you’re opening up your venue for hybrid events, check your broadband speed and confirm that it can support high quality streaming and augmented and virtual reality.

If there is 5G in your location, talk to your superiors to see if you can upgrade to it. Often venues that are unable to keep up with growth in technology lose out.

Good cameras and microphones

Some businesses insist on using their own cameras because they have partnerships and trusted vendors. However, it doesn’t hurt to know your own range of suppliers and keep them handy. Before you commit to the event organizers, make sure you have dry runs with these cameras yourself. They must be able to capture in ultra high-definition (UHD) and be of top quality.

The same applies to microphones as well. Since there is a virtual audience, high quality audio is a must. Deploy an audio technician who is constantly checking for noise and other disturbance.

Technical staff

This is almost a no-brainer. You need to be able to support the event in case of tiny issues or equipment failure. So, have a team of highly trained technicians ready at the venue on the day of the event. With virtual event platforms like Virtex, you can also seek support of their internal staff.

Rehearse

Push your event organizer into having at least two dry runs before the actual event so you too can identify gaps and fix them if needed. Make a checklist for each area of the event- audio, video, Internet, and so on.

You can also promote the event on your social media channels. A great way to promote and market your next hybrid event is through social media. So, try different platforms like vFairs, Airmeet, Almond Virtex, Hubilo, Eventcube and prepare the world for what’s coming.

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