Hybrid Event Management Guide for Life Sciences
Create a Seamless, Impactful Experience
Hybrid events are changing the way life sciences meeting organizers reach and engage their audiences. While hybrid events are a flexible and innovative solution for the remote workforce, hybrid event management creates unique challenges for generating meaningful engagement for all participants.
Read this guide for best practices in all aspects of hybrid event management.
Create convenience and flexibility:
Hybrid events expand the reach of your event to those who don’t have the time, budget, to travel or are under travel restrictions.
Increase opportunities for engagement:
Content engagement technology gives participants a chance to collaborate, no matter where they are, and provides facilitators effective ways to measure engagement.
Rethink your ROI:
Adding virtual elements can generate additional registration revenue and sponsorship opportunities, while decreasing venue, food and beverage, and accomodation costs.
Gather the best medical minds:
Whether you are asking KOLs for feedback or finding acclaimed speakers for educational sessions, the best people are much more likely to be able to attend if you provide flexible options.
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A true hybrid meeting platform will set your meeting apart by creating a unified, consistent experience. Offering virtual and in-person technologies alongside each other creates a simultaneous yet separate set of experiences. However, a true hybrid solution will allow attendees to interact with the presentation content, participate in discussions no matter how they choose to attend.
A hybrid meeting is only as successful as its level of audience engagement. Audience engagement encompasses any measurable action that your audience takes to interact and communicate with the presentation content.
With Array, you can create a seamless event experience for both audiences.
Audience Engagement Strategies
Hybrid meetings require equal interaction from both in-person and virtual audiences. Use the following strategies to capture interest and inspire meaningful participation:
- Polls and surveys
- Gamification
- Q&A sessions
- Slide Interactions
- Accessible resources
Content planning and research is also crucial to facilitating engagement and productivity. Familiarizing yourself with your audience’s knowledge and experience will help you determine which content is most relevant and likely to keep participants’ attention.
When planning ways to measure meeting success, consider the following:
- What do we want to learn from our meetings?
- How does the data align with our strategy and desired outcomes?
- How are we assessing presenter success?
Array Analytics & Insights Management offers consulting to help you capture, report upon, and generate actionable insights from your meeting data. Our unique solution combines life sciences expertise, content engagement technology, and data analysis to align your content with your meeting's goals, capture and report the most relevant data, and produce actionable insights on content effectiveness, performance, and attendee participation.
A Hybrid Meeting Case Study
A client needed to host a board meeting to discuss and vote on future initiatives. However, some board members were unable to attend the in-person meeting. Additionally, the client was having difficulty finding a way to show live content to the virtual attendees and allowing them to cast votes.
Though the client tried a popular web conferencing app, the platform left the virtual attendees feeling isolated and unengaged. They knew that participation was key to a collaborative and successful meeting.
With Array, the client achieved the following solutions by providing:
- Array Managed iPads™ that allowed each participant to easily access the meeting
- Array content engagement software to facilitate a smooth and harmonized presentation and voting process
The results? Both virtual and physical attendees were able to synchronously experience presentations, ask questions, engage in discussions, and cast their votes. One board member even gave a virtual presentation and utilized the two-way broadcast to respond to live questions.
Array Hybrid Capabilities
Planning your first hybrid meeting or want to improve your hybrid meetings? We can help.
Array’s patented and award-winning hybrid solution enables you to create high-quality, synchronized meetings that engage both virtual and in-person audiences. Our unique approach to technology, service, and analytics are backed by 20 years of increasing audience engagement and learning retention. With Array, you’ll generate impactful participation, gather data that helps you gain measurable results, and identify opportunities for hybrid, in-person, and virtual life sciences meetings.
