What are Hybrid events and their most important elements?

Hybrid events have become an essential element in the world of events. Organizers have realized that thanks to the developments and capabilities related to holding virtual events. They can create a blended solution that allows for both in-person and virtual attendance at the same time. That enables holding events that open their doors to a global audience.

Some common types of events

​Trade fair

An event organized by a specialized institution or company with the aim of facilitating the meeting of buyers with sellers in an effective manner, and its visitors are business owners and specialists, and direct sales are prohibited in it, and the event may include organizing specialized accompanying workshops.

International trade fair

A trade fair in which 10% or more of the number of exhibitors from outside the Kingdom participate.

Consumer goods exhibition

A business event, organized by an institution or company licensed to hold exhibitions with the aim of facilitating the meeting of buyers with sellers in an effective manner, and its visitors are from the general public, and direct sales are permitted in it.

Introductory Exhibition

An event organized by a commercial institution or company for the purpose of introducing an existing product and services or launching a new product and services. The event may include organizing specialized accompanying workshops, but does not include cultural activities.

Charity Exhibition

An event organized by specialized institutions under the umbrella of a charitable association, whose goal and proceeds are charitable and in which direct sales of the association’s products or in-kind donations given to the association are permitted. The event may include organizing specialized accompanying workshops, but does not include cultural activities.

National Industries Exhibition

An event organized by the chambers of commerce and industry in the Kingdom to introduce national consumer products and direct sales are permitted. The event may include organizing specialized accompanying workshops.

Meeting

A meeting organized by specific individuals or entities in a specific location outside the headquarters of the organizing entity, in which ten or more people participate for a period of no less than four hours to discuss a specific topic, and the meeting is not accompanied by other activities.

Association Meeting

A periodic meeting is organized for members of a specific association, union, or organization (local or international) at a specific place and time. These meetings are characterized by a large number of participants, and the meeting may last for days, destinations compete to attract these meetings. The meeting may include organizing an accompanying exhibition for sponsors only.

International Association Conference/Meeting

A meeting that moves between at least three countries and is a periodic meeting attended by 50 or more participants.

Lecture

A meeting attended by a group of people in which one speaker presents a presentation or working paper on a specific topic, and this does not include cultural activities.

Workshop

A meeting attended by a number of people to discuss a specific topic, solve a problem, or develop a product.

Symposium

A meeting for a number of interested people in a specific field, in which a specific topic is discussed, and this does not include cultural activities.

Conference

A scientific meeting that discusses a specific topic in a number of axes. In which specialized participants present peer-reviewed research and working papers approved by the scientific committee of the conference. The conference concludes its work with recommendations. The organization of the conference does not require continuity, or annual frequency in organizing it. Or specifying a specific time for it during the year. The conference may include organizing an accompanying exhibition for sponsors only.

International Conference

A meeting in which 15% or more of the attendees are from outside the Kingdom or the attendees are from 3 or more countries.

Forum

A meeting that discusses a general topic in a number of axes. In which participants exchange views through sessions and workshops. The organization of the conference does not require continuity, or annual frequency in organizing it. By specifying a specific time for it during the year. The forum may include organizing an accompanying exhibition for sponsors only.

Corporate Event

An occasion organized by government or private entities for the purpose of developing their business and communicating with their employees or clients.

Training Course / Workshop

A meeting will be organized by accredited training bodies that provide knowledge and skills to develop the capabilities of participants.

Advantages of Holding Hybrid Events

Your integrated event will achieve the desired value before, during and after the event. This is thanks to the communication that can start before the direct event in addition to the availability of event content on demand after the event.

Cross-functional Collaboration:

This type of integrated process entails breaking down organizational barriers and fostering collaboration between departments or functional areas, such as marketing, operations, finance, and sales. By leveraging cross-functional teams, organizations can leverage diverse expertise to streamline event planning and execution.

Technology Integration:

In this digital age, technology serves as the cornerstone of integrated operations. From event management platforms and mobile applications to data analytics and CRM systems, technology integration enables seamless communication, data sharing, and process automation across the event lifecycle and its stages. Technology integration is sometimes referred to as omnichannel integration. That ensures consistent messaging, branding, and engagement across all channels, creating a unified experience for attendees.

Supply Chain Management:

Integrated processes extend beyond the boundaries of the organization to include external partners, suppliers, and vendors. Supply chain integration involves optimizing procurement, logistics, and inventory management to ensure the timely delivery of resources and services to events.

Stakeholder Engagement:

Successful events rely on the active engagement of stakeholders, including sponsors, exhibitors, speakers, and attendees. Integrated events facilitate proactive communication, enhance relationship building, and align interests to maximize value for all stakeholders.

Key Elements of Hybrid Events:

One of the most important elements is setting clear, measurable goals for the event. These goals must be effectively communicated to all stakeholders to ensure alignment and focus. It is also important to define KPIs to enable the management team and effectively align their efforts and track progress.

Organizations should continually monitor key performance indicators (KPIs) and metrics to track progress, identify areas for improvement, and drive performance throughout the event lifecycle.