Blended events are an event format where you mix online participation with in-person participation. As such blended events have the opportunities of both online and in-person events but also has a few challenges of its own.
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While target group is always important, this event type offers both online and in-person participation, so the target group will be combined.
Goal of event:
- What is the goal of your event?
Example of event goals compatible with blended event formats:
- Boost sales.
- Creating connections between practice enterprises.
- Networking.
- Increase community engagement.
- Spread awareness of the practice enterprise concept.
You must combine considerations of venue from in-person events and platform from the online events. Considerations unique to the blended format is how to physically set up the room for a blended event and how to engage two audiences.
Not all events are ideal for doing fully blended. The event type should depend on the goal of the event. Blended events can be fully blended or in-person with online segments to ensure both audiences get the best possible experience.
- Many different competitions can be part of a blended event, as you have the option to name the winner on stage.
- Trade fair – practices presentation, negotiation, and networking skills.
- Trainer’s training – refresh knowledge or teach something new.
- Seminars – Learn something new.
- Global enterprise challenge – chance to network, practice collaboration, language, communication and problem-solving.
- Good internet connection.
- Video equipment strategically placed to not interfere with in-person experience, but still placed to give online attendees a good experience.
- Microphone(s).
- Support/moderator for online attendees.
- Venue fitting your purpose and number of attendees.
When arranging any form of event, it is important to consider how you can involve others both in your own organization and outside. Various things stakeholders and other parts of your organization might be able to help with:
- Advertising and communication.
- Judging competitions.
- Providing feedback to attendees.
- Key-note speaker.
- Event sponsors.
- Setting up the event space.
- Registering and guiding attendees.
- Increased accessibility allows attendees to join the way they prefer or is possible for them.
- Increased engagement allowing both audiences to interact.
- Flexibility.
- Technical difficulties.
- Complexity – you need to consider how to ensure a good experience for both audiences.
- Unequal participation – depending on the event it may be harder for in-person or online attendees to join equally in the event.
- Having two audiences adds complexity. It is for example important to remember that online attendees will experience a delay which in-person do not. Have a strategy for how to handle audience engagement from both audiences in a natural way.
- Limited engagement – by keeping the event focused, breaking up sections and using interactive tools you can increase engagement.
- Technical problems – always test your technology before the event. If possible, have a fully charged backup device.
- Attendees unable to connect, you cannot help with their equipment, but you can set up support via chat or phone for people unable to connect.
- Weather and traffic can cause delays for the event. Have a plan for what to do if it happens and communicate it clearly before the event.
- Define clear goals and whether it is the full event of parts of the event that is accessible for online participation.
- Engage attendees. Make use of polls, QA, and other interactive features to encourage engagement.
- Test and rehearse to ensure everything will go smoothly on the event day.