A hybrid event refers to an event that combines a real event held with people gathering at a venue and an online event conducted virtually. Now that it has become quite difficult to hold events where large numbers of people gather, many companies are probably planning events to be held online.　

In this issue, we will introduce the possibilities of “hybrid events” to maximize the effectiveness of events by utilizing the advantages of online events while also covering the disadvantages.

After 2022, “hybrid events” will be the norm

Company-wide meetings, employee general meetings, business presentations, international conferences, and internal award ceremonies, have become difficult to hold since the spring of 2020 due to the covid pandemic, as you are all aware.

However, even if this situation improves in the future, it is unlikely that we will ever completely return to a “pre-corona” state. This is because the covid situation has made many people realize the advantages of online events, such as the ability to participate from anywhere and increased interactive communication.

That is why we believe that “hybrid events” that add online elements to real events will become the standard in the near future.

New possibilities for hybrid events

If the value of a real event lies in stimulating the five senses and creating a highly contingent and extraordinary experience, the value of online lies in a format that can reach many people with its diffusion power, and in the visualization and aggregation of opinions and reactions.

If the maximum value that can be obtained in real live events is “100”, the value of a hybrid event can be increased to “150” by adding the “50” value of online.

Exceeding the role played by traditional events, but hybrid events also have the ability to spread the brand image and corporate identity of the company to the market and to society.

Specific examples of hybrid events

Hybrid events are attracting a lot of attention these days, but we also hear people say, “I don’t have a concrete image of what they are”. In response to these voices, we held a hybrid event called “Japan Hybrid Conference” in May 2021. The contents of the event are now available to the public free of charge as an archive.

What are the disadvantages of conducting events in an online/home environment?

Let’s look back at the disadvantages of online events. If you have ever held an event in an online or remote (home) environment, you are probably acutely aware of the following disadvantages.

1. Difficult to create a sense of unity

Unlike a real event where many people gather at the same time and place to participate in the same program, each person watches from his or her own location and environment, making it difficult to create a sense of unity.

2. Difficulty in social gatherings and other interactions

Since the main focus is basically on video viewing through streaming, it is difficult to create a place where people can meet face to face and chat freely.

3. Facilities, equipment, and professional assistance must be provided

In addition to a distribution platform and network environment, it is necessary to have equipment that delivers video and audio of a quality that viewers can view without stress, as well as professional assistance with professional experience with the equipment.

What can be done in a “hybrid event” to cover these disadvantages of online events?

The possibilities of Hybrid Events

In this issue, we will introduce three perspectives on the innovations that are possible in a hybrid event.

1. Transcending place and time to share with people who could not be delivered to before
2. Transforming the event from a “conveyance” to an “interactive communication”
3. Use different ratios of real and online communication, depending on the purpose of the event.

1. Transcending place and time to share with people who could not be delivered to before

One of the greatest strengths of online events is that there are no restrictions on location or time. However, holding online-only events has the disadvantage of making it difficult to create a sense of unity and to allow individuals to freely interact with each other.

One method is to hold a real event with a smaller number of participants, and to use the online distribution of the event as the main content. Participants at the event can feel a sense of togetherness and interact with each other, and the same event content and program can be shared with those who have difficulty gathering at a single venue.

In a real event, the number of participants is inevitably limited by the capacity and budget of the venue. However, when combined with online, the number of participants can be easily increased. This will expand the scope of event planning, as participants can include not only employees, but also temporary and part-time workers, business partners, and family members of employees.

2. Transforming the event from a “conveyance” to an “interactive communication”

It is quite difficult to realize communication such as get-togethers and chats online, but on the other hand, the event program itself can be designed with interactive communication, for example, by soliciting opinions and comments on the contents.

Especially with management-related content, real events are inevitably a one-way communication from the stage, and it is difficult to see how the audience actually feels about the content. With a hybrid event that combines online chat functions and other features, it is possible to gather the real voices of participants, and to aggregate their opinions using a voting function.

With hybrid events, communication, which until now has been limited to “telling” from the sender, can be transformed into something that “elicits” responses from participants.

Also, because more information can be shared in a shorter period of time, the communication power of a hybrid event is expected to be many times greater than that of a real event.

3. Use different ratios of real and online communication, depending on the purpose of the event.

When holding a hybrid event, the ratio of real to online does not necessarily have to be 50:50. It is better to optimize the planning based on the purpose and goals of the event, such as “1:9”, “3:7”, or “8:2”.

“Real1:Online9”

This format is where the speakers gather in one studio location and all participants watch online. This is the most infection conscious form of an Hybrid Event.

“Real3:Online7”

Only a portion of the participants gather at the venue, and in addition, the faces of the online participants (images from webcams) are displayed on a screen on the stage. This format allows participants to feel a sense of togetherness, which is one of the challenges of online events.

“Real8:Online2”

A format in which live broadcasts are made from the company’s own offices and distributed online in a documentary style. Instead of gathering at one location, it is possible to plan a live broadcast from multiple locations. Employees at each location can easily participate in the event by broadcasting from their familiar offices, making the event more familiar to them.

What are the values that organizing a hybrid event can bring to a company?

With several case studies, we have introduced “Hybrid Events” from three points of view. Compared to holding only a real event or only an online event, a hybrid event may seem more time-consuming and difficult to plan and prepare for – some may think so.

However, we believe that by combining real and online events, we can create new experiences for attendees, and increase the value of holding business events and the results we can achieve as a company.

We believe that the value of holding a business event and the results you can achieve as a company will be even greater. We strongly encourage all to explore the path of hybrid events.