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Everything You Need to Know About

Hybrid Events

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CONTENT 1. Introduction

1. 2. Hybrid Events Have a Significant Percentage of

Participants Virtually

3. Broad-Spectrum of Audience

4. Engaging Audiences at The Event

5. A Chance to Win Powerful Sponsorship Opportunities

8. How Do You Make Your Event Successful?

9. Importance of Live Captions & Subtitles

7. Ways To Use Hybrid Events Video Recording

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● Hybrid events have been happening since 2012 but have come to the limelight in

recent years, especially after the pandemic.

● According to Twilio 2020, 30% of organizations across the globe began using video

conferencing solutions for the first time since the Covid 19 impact.

● The main objective of these events is to connect people in such a way as to

educate, inform, promote, or celebrate.

● Hybrid and virtual events are both popular options when it comes to attending

conferences, seminars, workshops, training sessions, product launches or

portfolios, promoting products or services, and more.

● The hybrid events, also called the blended events are valuable in their own way.

1. Introduction

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2. Hybrid Events Have a Significant

Percentage of Participants Virtually

● Despite the live audiences, the best feature of hybrid events is attendees

participating virtually.

● Many participants who had been attending your events in person may not be able

to participate in the event.

● They may feel insecure about traveling due to health or safety concerns.

● The event can also have capacity limitations to accommodate all. Thus, effective

programs generally target global audiences, and they are free to join from

anywhere.

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● Hybrid events have become an essential part of the new normal in the event industry.

● The virtual participants need access to a video conferencing platform, a device, and a

stable internet connection.

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● Hybrid events are the new buzzword in the events industry.

● More event planners and attendees alike are looking to live and virtual elements

as part of their experiential marketing campaigns.

● However, many planners believe that hybrid events split your total attendees as

live and virtual, creating separate groups that can’t be segmented effectively as

they would have different needs and expectations.

● While this logic seems sound, hybrid events indeed increase the reach and gain

more audiences through live and virtual channels in just a day or evening,

creating a cohesive marketing strategy that furthers your goals for any

campaign. A strategy!!!

3. Broad-Spectrum of Audience

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4. Engaging Audiences at The Event

● When planning a hybrid event, the greatest challenge here is to retain the ‘two’

audience engaged- attendees online and the ones who have set out to your venue

to be a part of your hybrid event.

● When online participants feel excluded, they tend to drop out of the session, while

those at the venue may lose interest quickly if they think they are not involved in

the interaction.

● This compromises the engagement rates. Also, it is essential for speakers to

engage online participants rather than just showing up and speaking.

● Other best ways to engage and entertain them all is to include Q&A sessions, live

polling, chat, and making them work together on workshops.

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5. A Chance to Win Powerful Sponsorship Opportunities● According to Brella, 72% of corporate sponsors are keen on participating in hybrid

events as they can effectively reach both audiences.

● The main reason is that hybrid events are incredibly valuable for sponsors as more

attendees (both virtual and in-person) at your event offer a pool of leads for them.

● Also, there can be face-to-face and one-to-one interaction with interested people,

leading to increased participation.

● Finally, a surge in substantial metrics kindle sponsors who are looking for new

opportunities.

● Thus, a detailed report on relevant metrics at hybrid events can ensure your

sponsors, that their money is well spent.

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6. Increased Return on Investment

● Your events are definitely exclusive, but resharing your digital content keeps a

steady stream flowing to your audience.

● By the end of your event, you will get a full video recording that encompasses

your entire sessions.

● Post edit them into smaller segments or snippets to repurpose the content on

your social media platforms and websites or promote your future events.

● You can also post-edit the videos to publish them on various OTT platforms or

create podcasts or slide presentations.

● Determine your future marketing campaigns from your previous content and

drive more audience by extending the life and reach of your event.

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7. Ways To Use Hybrid Events Video Recording● Your events are definitely exclusive, but resharing your digital content keeps a steady

stream flowing to your audience.

● By the end of your event, you will get a full video recording that encompasses your

entire sessions.

● Post edit them into smaller segments or snippets to repurpose the content on your

social media platforms and websites or promote your future events.

● You can also post-edit the videos to publish them on various OTT platforms or create

podcasts or slide presentations.

● Determine your future marketing campaigns from your previous content and drive

more audience by extending the life and reach of your event.

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8. How Do You Make Your Event Successful?

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● The common goal of a hybrid event is to bring people together for a shared

purpose. The most important factor is to understand your audience’s needs.

● You need to meet the expectations of both your virtual and live participants.

● Also, understand the reality that remote attendees will not have the same level of

attention as the live audiences.

● Try new ways and think out of the box to include the remote participants.

● Ensure the sessions are shorter, crisp, and more focused to capture the audience’s

attention.

● It is also crucial to establish a strong association with the venue hosting partners for

the in-person meeting.

● This is not only access to a high internet connection but also to include ample

technology tools for remote attendees. Read More

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9. Importance of Live Captions & Subtitles

● Live captions and Subtitles are an essential accessibility feature for

non-native speakers and hard-of-hearing participants.

● Every participant is an asset, and try to include everyone despite disabilities,

and this would definitely double the success of your event.

● Also, with captions, remote attendees get a chance to comprehend better

and align with the sessions.

● CaptioningStar seamlessly integrates with 50+ virtual platforms like Zoom,

Webex,, Adobe Connect, etc., to live caption your virtual and hybrid events.

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● The in-house team is fully equipped with over 100 captioners and native translators

who can provide remote or on-site captioning and translations in your preferred

target language.

● We offer you the highest quality captions that perfectly synchronize the audio and

video.

● In fact, the ADA (The Americans with Disability Act) is a civil rights law that has

set regulations to make all the video content accessible to disabled people without

any discrimination, thus making captions an inseparable part of your videos.

● The best practices for ADA-compliant captions are one to three lines on the screen

that stay from five to seven seconds at the bottom of the screen and are replaced

by another set of captions.

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108-44 63rd Rd, Queens, NY 11375,United States

+1 707-200-4628

Info@captioningstar.com

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THANK YOU