How to Host Engaging Virtual And Hybrid Events
                     How to Host 
Engaging Virtual & 
Hybrid Events
Planning to host your next virtual or 
hybrid event, we have a breakdown of a 
quick brief to host engaging and 
interactive virtual and hybrid events. 
Transiting Live Physical Events to 
Virtual Events
➔ The unforecasted advent of the COVID-19 has 
been a catalyst for the sudden 
transformation of event formats. 
Organisations worldwide pivot virtual events 
to keep running smoothly.
➔ Live streaming is on a rapid rise.
 It has been anticipated that live streaming is
 expected to account for 15% of the total Inte
rnet traffic by 2021.
➔ Moving ahead with times, 93% of organizers 
plan to invest in virtual events and make 
them a part of event strategy post-pandemic.
➔ 67% percent of companies are willing to 
invest in web conferencing software as per 
the poll conducted by TrustRadius.
Advantages of Virtual Events 
Virtual events offer enormous benefits when compared to traditional event formats.  Boost 
engagements, foster connections, generate more qualified leads, and drive business revenues by 
leveraging virtual events. Here are a few advantages of transiting to virtual events:
➔ Increased Participation and Engagement: Allows 
PHYSICAL Vs VIRTUAL EVENTS attendees to join the event remotely from any location 
around the world. 
However, resulting in better reach, attendance, and 
engagements.
➔ Ease of Access: Virtual events are easily accessible as it 
allows attendees to attend an event from any device from 
the comfort of their own space. 
➔ Cost-Effective Alternative: Eliminates the cost involved 
in traveling, accommodation, renting a venue, food & 
beverages, and so on. 
➔ Improved ROI: An improvised ROI is expected out of virtual 
events.
➔ Environmental Friendly: Results in eliminating carbon 
emissions and disposal of waste and plastics.
➔ Data Tracking: Keep a track of KPIs and every attendee 
moves right from the start till the event ends.
➔ Real-Time Analytics  Report: Offers real-time analytics 
reports to measure performance metrics of an event.
How Events Will 
Look in Near A hybrid event model comprises the best 
Future?  elements of both the event worlds i.e. 
virtual and in-person events. A physical 
event that comprises a virtual event 
component and can be accessed by 
attendees either in-person or virtually is 
known as hybrid events. 
 
➔ 62% of event planners believe that 
the future of events lies within hybrid 
events.
➔ 50.7% of executives think that in the 
future all live events will have a virtual 
dimension.
Advantages of Hybrid Events
★ Low Accommodation: As attendees are divided into two halves, 
which results in reducing the number of in-person attendees. 
However, the need for a larger accommodation gets escalated with 
hybrid events.
★ Increased Attendance: Hybrid event model results in 
having high attendance at the event. Attendees residing in 
proximity to the event venue can attend the event in-person. 
Whereas attendees who have a second thought about 
traveling can attend the event virtually from remote locations. 
★ Long-Lasting Associations: Hybrid events allow 
organisers to record the complete sessions while being 
streamlined to virtual attendees. It allows the organiser 
to share the pre-recorded video content with attendees 
later thus fostering meaningful and long-lasting 
association with attendees. 
★ Enhanced Visibility for Sponsors: As hybrid 
events are an amalgamation of people attending an 
event in-person as well as virtually, it results in 
enhanced reach. It helps in attracting more 
sponsors to your event. 
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Tips to Host Engaging Virtual or Hybrid vent
We have listed a pre, during and post-event rundown to host an engaging, 
interactive and successful virtual event, have a look:
Before The Virtual or Hybrid 
Event:
#1. Identify the objective of hosting a 
virtual or a hybrid event
Determining the purpose of hosting a virtual or a hybrid 
event is a must to create an effective strategy and 
achieve desired results. 
 
➔ Whether you want to enhance your brand visibility? 
➔ Boost business revenues? 
➔ Showcase your offerings to a wide spectrum of global 
audiences? 
➔ Connect with global attendees? 
➔ Tap talent across the globe? And so on.
#2. Create an Effective Game Plan
Creating an effective strategy is a must whether you are planning to host a large scale or 
a small scale event to achieve optimal results. Ask the following questions to yourself 
befor➔e cWreilal tyinogu ra vniyr tsutaral teevgeyn:t be live, on-demand, or a mix 
of both?
➔ Will the access to your event be free or gated?
➔ What is the best time for hosting an event as per 
target attendees?
➔ Do you need event registrations?
➔ How will you promote your upcoming event?
➔ Will you offer on-demand video content?
➔ What KPIs are you planning to track?
#3. Outline the Budget
Create a budget for your virtual hybrid event before opting for any technology solution. The cost 
involved in live physical events gets reduced significantly with virtual and hybrid event formats. 
While creating a budget for virtual hybrid event format keep the following considerations in mind:
➔ Allocate a budget for marketing and promotions
➔ Invest in the right technology partner
#4. Select the Right Virtual Event Platform
Leverage the right virtual event platform that offers a 
series of comprehensive features to boost networking and 
engagements at virtual hybrid events. Look for a platform 
that offers various features:
➔Live chat audio/video chat capabilities that enable 
attendees to interact in real-time.  
➔Engaging tools such as live polls, surveys, Apart from it, look for a virtual 
leaderboard, Q&A, quizzes, contests, etc.   hybrid event platform that 
➔Data measuring capabilities to measure must-have features listed 
performance metrics below to upscale the entire 
➔Real-time analytics report event experiences.
➔Digital attendee footprinting to keep a track of  
every digital attendee move right from the start till ➔AI-Matchmaking
the event ends. ➔Networking Tables 
➔Customisable services suiting every business ➔Attendee Footprinting 
requirement.  ➔Social Wall 
➔On-demand video content ➔B2B Meeting Scheduler
➔Easy registration and navigation 8
➔24*7 Real-time support
#5.Promote Your Upcoming Event
Promoting your upcoming event is a key to attracting a 
maximized number of attendees at an event. Identify the 
key selling point to market your event and create an 
effective marketing plan. Here are some ways to promote 
your upcoming event:
Leverage Public Send Run 
social Relation Direct Digital 
media s Mails Ads
marketin 9
g
#6. Keep Time Zone Considerations in Mind
If you are targeting global attendees, keeping time zone 
considerations in mind is a must while selecting the date 
and time of an event to ensure maximum attendance.
➔ Select the time and date that is suitable to the 
majority.
➔ Do a little research beforehand, to look for any 
competitors event falling on the same date.
➔ Make sure your event does not clash with any 
national or international holiday falling on the same 
date. #7. Be Prepared For Any Technical Glitches
Virtual as well as hybrid events may result in 
having unexpected technical errors at the last 
moment. Before going Live:
➔ Check your internet connection
➔ Run a dry test beforehand
➔ Have a plan B ready in case of any mishaps
➔ Prepare a FAQs page 
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During the Virtual or 
Hybrid Event:
As per event marketers, Engagement is the major 
challenge faced during virtual and hybrid events. To 
host a successful virtual or hybrid event one must 
engage attendees during the on-going event. Here is 
a rundown to engage attendees during virtual or 
hybrid events
 
#1. Educate Virtual Attendees 
 Educating virtual attendees about the event format 
is a must as it helps them to get the most out of the 
event. 
 
➔ Share a quick reference guide with attendees 
pre-event via email.
➔ Once you go live, share a brisk brief that 
allows them to easily navigate throughout the 
event.
➔ Enumerate the basic procedure about how to 
access virtual sessions, get breaks, and much 
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more.
#2.Create Opportunities For Engagement 
Create opportunities for engagement during the event to keep 
attendees interested throughout the event. Here is a list of activities 
you can incorporate in the event to boost engagements:
➔ Organise Live Polls & Surveys 
➔ Q&A Sessions  85
➔ Gamification  %
➔ Contests, and Quizzes 
➔ Leaderboard Challenge 60
➔ Networking Tables and more. %
90
%
25
%
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#3.Boost Networking in Real-Time
   Motivate your attendees to have real-time 
conversations with other attendees, hosts, 
speakers, and exhibitors. Here is a list of 
various networking formats that enable 
attendees to have life-like interactions 
during virtual or hybrid events:
➔ Live Audio/Video Chats
➔ 1:1 Networking
➔ Group Networking
➔ AI-Matchmaking
➔ Virtual Networking Tables
➔ Business Card Exchange
➔ Whatsapp chat & Zoom Meeting 
integration
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#4. Incorporate Breakout Sessions During The Event to Boost 
Engagements 
Introduce breakout sessions amid your event if 
your event lasts for more than 30 minutes. It 
allows attendees to:
 
➔ Get refreshed and relaxed. 
➔ Have free-flowing conversations with 
other attendees.
➔ Foster meaningful connections 
➔ Have discussions using social walls.
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After Virtual or Hybrid Event:
The marketer’s work does not end once the event is over. Creating a Post-event strategy is 
a must to generate amplified business leads and boost revenues. 
#1. Do not forget to follow up with #2. Share event clips across 
attendees post-event Social Media 
 
➔Following up on your registered attendees is a Sharing top highlights of your event on 
must to get the maximum out of your event. social media channels helps in promoting 
➔Send a follow-up survey via email to all the your virtual and hybrid event once it gets 
attendees who attended the event asking what over. 
they liked and what not at the event.
➔Ask them about the most engaging hotspots at ➔ It helps in taping a new audience 
the event and the areas that need improvement segment globally.
for future events. ➔ Enhance your event reach
➔Do not forget to follow-up with attendees who ➔ Generate more leads
missed the event. A missed prospect can be a 
qualified lead. 
➔Share clips from the event to registered attendees 
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via email who missed attending the event.
85
%
60
%
90
%
If your virtual hybrid events are not generating sufficient business leads or not delivering 
optimal results as expected, Dreamca2s5t virtual hybrid event platform enables you to host 
engaging and interactive virtual hyb%rid events effortlessly with customisable options to 
closely replicate the essence of live physical events. Boost your business, make your events 
more engaging and interactive and deliver immersive event experiences with leading virtual 
event platforms. For more information, contact Dreamcast.
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Thank You!
About Dreamcast: Dreamcast virtual and hybrid events platform allow you to move your 
events online and deliver immersive event experiences to your virtual event attendees. 
Dreamcast enables brands and organizations to host Hybrid and Virtual Meetings, 
Conferences, Exhibitions, Trade Shows, Annual General Meetings, Town Halls, Product 
Launches, Music Festivals, Job/Career Fairs to magnify your reach and amplify better 
engagements in real-time. Make your virtual & hybrid events more engaging, powerful and 
interactive with Dreamcast.
www.dreamcast.i [email protected] +91 95099 36100
n