Hybrid events are a great way to reach a wider audience, but they can also be challenging to plan. One of the most important things to consider when planning a hybrid event is equity. You want to make sure that both your in-person and virtual attendees have a positive experience. Here are five tips for creating equitable hybrid events:

Make sure your event is accessible to all
This means providing options for both in-person and virtual attendance. If possible, offer live streaming of your event so that virtual attendees can feel like they're part of the action.
If your event is being held online, be mindful of time zones. You don't want to schedule your event at a time that is inconvenient for people in different parts of the world.
You should also provide closed captioning and transcripts for all of your presentations.
If your event is ticketed, make sure that the prices are affordable for both in-person and virtual attendees. You may also want to offer discounts for students, seniors, and members of certain organizations.
Consider the needs of your virtual attendees
Virtual attendees may have different needs than in-person attendees. For example, they may need to be able to ask questions and participate in discussions without feeling like they're interrupting.
You can address this by providing a chat function or Q&A panel during your event.
Make your event engaging for both in-person and virtual attendees
Don't just assume that virtual attendees will be happy to watch a live stream of your event. You need to make sure that they're engaged and feel like they're part of the experience.
You can do this by providing interactive elements, such as polls, surveys, and breakout sessions.
Networking is an important part of many events. Make sure that you provide opportunities for both in-person and virtual attendees to network with each other. You can do this by setting up a virtual networking lounge or by encouraging attendees to connect with each other on social media.
Promote your event to both in-person and virtual audiences
Make sure that both in-person and virtual attendees know about your event. You can do this by promoting your event on social media, your website, and in email newsletters.
You should also include information about your event in your registration materials.
Measure the success of your event
Once your event is over, take some time to measure its success. This will help you understand what worked well and what you can improve on for future events.
You can measure the success of your event by tracking things like attendance, engagement, and satisfaction.
Things don't always go according to plan, especially when it comes to hybrid events. Be prepared to make changes if necessary. For example, if you have technical problems, you may need to switch to a different platform or reschedule your event.

By following these tips, you can create hybrid events that are equitable and inclusive for everyone. Want to create equitable hybrid events? Riggs and Co can help!

We have a team of experts who can help you plan, execute, and promote your hybrid event. We'll make sure that your event is accessible to all, and that both in-person and virtual attendees have a positive experience.