While the notion of hybrid events was quite novice a few years ago, it is now on every event organizer’s mind, almost becoming the ‘new normal’.

For internal meetings, conventions, product launches, trade shows or even team building the hybrid format is able to be customized to accommodate any kind of event. Apart from its adaptability, it offers serious advantages in reaching a crowd seeking flexibility. Why are hybrid press conferences worthwhile? What is the process for creating the mixed press event? Let’s find out.

Five reasons to select the hybrid format for the next conference you hold

1. Provide journalists with flexibility

There’s no better method than an event that is hybrid to reach your desired audience. Why? Because, with this format, you’ll be able to meet two kinds of journalists:

• Anyone who, because of physical or financial constraints or simply because of a lack of time, want to go to the event from your home or office;
• For those who prefer to be present at the event to speak with the presenters directly and have a face-to-face meeting with your PR staff and other journalists.

Offering journalists the option to participate in a press event can also help in improving their experience The ability to be a part of the event in any location I’d like and what I’d like! What else could I possibly want? I’m sure you can find an online version of the press conference so I can rewind and view the key points for my article, and certainly be able to watch the event as often as I’d like, even if in a position to miss the event.

The possibility of allowing journalists to participate remotely also means that there are less participants physically present, which means the potential for on-site interaction. It will give guests who are in person an intimate and intimate experience, which is suitable for meetings and exchanges. It is also a vital aspect of your job. However, this doesn’t mean journalists working remotely can’t interact with the speakers or other journalists. When you’re on a digital and hybrid event management system you can allow them to communicate with you via the chat integrated into the platform or “raise your hand” features in the event they’re participating in online.

1. Go international

While still in the idea to make your gathering available to a wider audience the hybrid format can be the best way to elevate events to an international scale. If you’re planning a media conference, you’re trying to provide crucial information to as many people as you can. By making your conference hybrid, it will enable international media to be involved and, in turn, be able to get to know your company’s image better.

Broadcasting your event outside of boundaries is an excellent option to boost your brand’s visibility, particularly in the event that your message can be beneficial to different countries. Keep in mind this: one of your primary goals of your press conference is to gain the maximum amount of media coverage feasible This is the most important measure of performance that determines whether your event was a success.

1. Make your press conference an environmentally-friendly event

A hybrid event also signifies decreasing impacts on the environment that your events have by reducing the carbon footprint of the event, especially because of business travel. Making the shift to greener events is a trend that is gradually but surely becoming a part of the agenda for event organizers. Hybrid events are one of the options available to reduce the environmental footprint of business.

Your guests will be more happy! Sixty-four percent conference guests are more likely to attend environmentally sustainable events in this research.

“Climate or events? With hybrid events, it’s up to each organizer to find the right mix that allows them to control their carbon footprint, while maintaining the pleasure and impact of physical meetings.” Beatrice Eastham – Founder of Green Events

1. Multiply channels to collect data

Participant feedback is crucial for any occasion, but it’s particularly important when it comes to press conferences. You must remember that you’re addressing the opinion of leaders. It is essential to understand the experience they had during your event, and of course, gain the impression of what they intend to convey their impressions.

It is also possible to make use of physical and digital tools to gather data, thereby double the chances of gathering data! For instance, you could observe the online habits of remote participants (how many of them attended the live stream, how long they were connected to the live stream, their participation rates ,…) and also collect data from your on-site attendees (via questions and answers, surveys or surveys). …).

This information will enable you to:

• Review the impact the hybrid conference
• Utilize the information to continue communication with both your attendees following the time has ended in a the most personal manner.

1. Reduce the cost

By giving journalists the chance to attend your press conference, either in person or via remote, you cut down:

• Costs for venue (less participants means less space);
• F&B costs;
• Costs of accommodation;
• Costs for printing press releases as well as press kit (documents which you can upload on your event’s designated website for physical and distant participants).

All of these savings will be enough to cover the costs of your hybrid conference management system and some, while freeing the budget for future press conferences! Perhaps you’ve cut back on the number of events you held this year? Now is the time to make sure you’re not missing any events.

Additionally, it can simplify the management of conference that are hybrid, a system like Eventdrive is also a good choice to host both offline and on-line press events. Your PR agency and you will be able to use the same software to handle all of your events.

DISCOVER OUR 7 TIPS TO ORGANIZE A SUCCESSFUL HYBRID PRESS CONFERENCE !

What is an EMS that can EMS assist you with your hybrid press conference?

Manage your budget for press events without stress

From the costs of AV equipment and venue to food and beverages costs There are a variety of expenses that should be part of the overall budget for your hybrid conference and are, of course, recorded. It doesn’t matter if you need to set an estimate budget, or review several quotes, or even make budget templates for future press conference, an EMS is an ideal tool for saving your time and cash.

The main advantage of the use of the Event Management Software is that it permits you to automatize all of important, but tedious tasks that are involved in managing the budget for your event. For instance, it’s possible to simplify your invoice and quote process of validation.

Create a dedicated website to your press conference

Websites are the main entrance for an occasion. This could be the same when you hold a press event. Websites aren’t designed to be used for press conferences due to the lack of time or tools. Journalists don’t usually be staying for very long and therefore you’ll require tools that allow you to develop a custom website in order to promote your event. With an EMS it is possible to do this in just a couple of clicks. Make sure that you provide clear and easy-to- locate on your event’s web site.

You can also include details about the subjects that will be discussed during this press event, as well as information about speakers, as well as files like press releases, press kits and product sheets, official photographs or any other pertinent documents.

Additionally, thanks to Event Management Software, you can modify the look of this site to fit your business’s image and brand to help journalists be immersed in the brand.

Manage registrations

With an EMS You can make and send various registration forms according to the type of person you’re addressing. For instance, you could use a different registration form for general and trade journalists as there is no need to gather the same details according to the profile of the journalist. After they’ve registered for the press event, you may include an an iCal files for the confirmation email and the confirmation email. It is possible to add an iCal file is an option accessible within Eventdrive that allows reporters access to add the date to their calendars that tends to get very full.

The information you collect from your registration forms are centralized within your EMS and can be collected and presented on the form of a dashboard that provides an aerial view. Groups can be created to quickly group your users. You can have an in-person group, groups for remote participants and a group for trade and a general press group journalists. You can also ****send appropriate emails to the various groups. Naturally, journalists could be part of several groups.

Be independent of your communication or marketing tools for your team.

Are there ways to email out automatic messages to reporters who haven’t verified their presence yet? It’s possible with an EMS. Do I have the ability to send an email with a specific message to distant participants? It’s also possible. Can I design personalized and customized emails I can distribute prior to the big event to build anticipation for your press event? Also possible. An EMS can stop you from having to rely to other departments and the tools they use. It will assist you in creating your own customized campaigns in just the time of a few minutes!

One tool that can control and centralize everything in one location

It is common to utilize many tools when organising an event for the press. An instrument to announce your press conference, broadcast it, create interactions between journalists, and even to evaluate its effectiveness. It is possible to manage Excel files inboxes, inboxes and other marketing tools internally used to keep up-to-date an RSVP list. It’s a pain.

With an EMS such as Eventdrive the tools are integrated and it allows you to consolidate all information about your journalists and press conference in one place!

 

Make sure you are in control of the management of your press conference

After your hybrid conference is successful (partly because of the EMS ) then you’ll be impressed with its results and will definitely plan new ones. Because one of the main reasons of having the EMS for press conferences is to speed up the process for PR Managers, the software can be utilized to duplicate past press conference and make different types of designs dependent on the type of event. It is not necessary to enter the same data, create the exact forms, or use and use the same template for budgets, and you can easily monitor the performance of your PR event according to specific category… The time you spend is money!

It is easy to follow up following you have attended the press conference in hybrid format.

After the event has ended After the event is over, you are able to utilize the EMS’s integration features. For instance, you are able to utilize the software used to manage events to record your event’s broadcast and provide an on-demand version for guests who did miss the event’s press conferences, or who want to watch the highlights from the event. You could also include pictures that were taken during that day, or even follow up with emails to journalists who haven’t written an article on your event.

In summation

A mix format to your press event is:

• Flexible options for the journalists you work with;
• Internationalizing your event in order to boost the amount of press articles that your PR efforts could produce.

The best option for choosing the use of an Event Management Software for organizing your press conference

• Enhancing the control of the press conferences you hold
• Publishing a separate website with relevant information for journalists.
• Centralizing registration data;
• Automating important but time-consuming tasks (sending invitations and reminders, sending notifications, etc. );
• The ability to customize your message to fit your brand, and delivering messages that are relevant to the right people;
• Easy to collaborate with colleagues and your agency for press;
• Making templates for the next conference you want to hold in a record amount of time.

Do you want to discuss the idea of arranging your next press event? We’re here to help and give you advice.