Planning is the key to a Successful Hybrid Conference

Conference planners know very well that event planning is a difficult and highly detailed process. As hybrid events become more and more popular these days because of COVID-19, planning a conference is much more complicated than before. As we all know, hybrid events require a great deal of effort to synchronize in-person and online attendee activities. Without a road map, you can easily get lost along the way.

That's why I would like to share with you a checklist I have established with my years of experience both in virtual and in-person events I organized. I hope you find it helpful. (This list was prepared according to the planning timeline and the importance of the topics.)

Define your conference goals, build your team, and prepare your budget

Define your conference type (hybrid, online, in-person)
Set goals to be achieved
Determine the budget you need to achieve your goals
Clarify the committees or individuals you will be working with
Decide if you will include a professional event planner in your team
Plan your communication channels and meeting intervals with the committees and individuals

Determine your roadmap

Identify the tasks to be accomplished during the preparation phase and mark them on your calendar
Inform your team about their tasks and let them know whom to collaborate with
Set a deadline for each task and notify your team about the timeline

A Successful Hybrid Conference Starts With Proper Planning

Select the conference venue and set the event dates

Determine the most suitable dates for your participants to travel and attend the conference comfortably
Evaluate possible destinations and venue options
Choose the destination that best fits your success criteria and goals. Consider the charm and accessibility of the destination
Check if the venue meets the requirements of the conference and the participants (the number and capacities of the halls, technical infrastructure, overall capacity, quality of food and beverage services, accommodation, other facilities, etc.)

Define Your Online Conference Software and Technological Infrastructure Requirements

Specify the URL address for online access to your event registration and services
Buy an event domain name
Determine the software features you need for the management of your conference
Test alternative software options to find out the best solution that will help you manage physical and online attendees in harmony
Determine your audio and video streaming requirements
Determine how your system will accomplish audio and video streaming and support interactions between physical and virtual attendees, including invited speakers and sponsors
Make sure your online streaming and interaction systems are capable of two-way data transfer
Integrate your event registration and management software to your event web page
Prepare an event app which is compatible with your event management software
Examine how you will manage communication and interaction requirements between physical and online participants by using your event management software
Check how this software handles participants, sponsors, speakers, presentations, attendee check-ins, referrals, follow-ups, etc.

Identify Important Dates

Identify the starting date and the deadline for registration
Determine deadlines for alternative registration periods, such as an early bird or late onsite, etc.
Determine abstract submission and evaluation deadlines and the date of the announcement of evaluation results

Name Invited Speakers and Prepare a Draft Program

Decide on your conference theme, framework, and key topics
Create a draft conference program
Identify the potential invited speakers who are most suitable for the event you plan to invite
Contact your invited speakers as early as possible and make agreements about their attendance
Plan social activities and place them in your event program
Start sharing information about your invited speakers on your website and mentioning them in your announcements.

Define Attendee Registration Fees and Services

Determine registration types and fees
Determine registration payment channels (online, wire transfer, check, cash, etc.)
Determine registration discounts and promotions (period-based, group discounts, exclusive registrations, etc.)
Identify the services included in the participation fees and specify the differences depending on the registration types
Define optional services and activities (workshop, gala, social activity, etc.) and fees to be paid additionally.
Examine the capabilities of your registration software regarding the management of different attendee types, such as participants, guests, sponsors, authors, speakers, etc.

Determine Participant Processes

Check if the registration software meets your requirements
Specify the information you will receive from your attendees during registration
Integrate your payment collection method into the registration software
Update downloadable document templates and contents (approval letter, confirmation email, name badge, invoice, etc.) for the registered attendees in your registration software
Determine the registration, check-in, and follow-up procedures of the participants both on-site and online in your registration software. Examine these capabilities in detail.

Determine Your Abstract Submission Format and Evaluation Criteria

Determine the titles and types of presentations
Specify submission formats (text, file, ppt)
Determine content rules for abstracts such as title, author, keywords, etc.
Determine the style and limits (such as font, word limit, adding images, tables, etc.) of the content of the abstracts
Determine the evaluation criteria of the abstracts (simple, blind, detailed, or with specific questions)
Determine the process for abstract approval and placement into the program
Explain the conference abstract publishing format,

Create Your Sponsorship File

Identify items and services you can offer to sponsors
Create sponsorship packages and set your fees
Prepare your sponsorship agreements

Plan Marketing Activities

Compile your previous conference attendee and potential attendee data
Determine the communication channels you can use to reach out to your participants (e-mail, social media, advertisements, telephone, mail, message, etc.)
Prepare interesting content that might attract your potential attendees, such as information about invited speakers, important dates, social activities, etc.
Collect data about potential sponsors,
Identify organizations and groups you can collaborate with
Determine your announcement calendar and promotion activities
Prepare your communication tactics, interview, follow-up, and sales analysis reports

Prepare your designs and content

Prepare your images, such as posters and banners, compatible with the conference theme
Prepare content for your event web page, social media, email announcements, etc.
Prepare content and announcements suitable for sharing on the social media
Prepare a conference invitation letter for your website

Setup Your Online Registration and Abstract Management Software

Setup your participant registration form, add types, fees, and services included,
Create your registration discounts and promotional coupons
Integrate your gateway and enter your billing information to collect online participant payments
Set up your submission collection form for collecting abstracts, presentations, etc. Determine the rules for titles, presentation types, author information, content, format, and shapes
Determine abstract and presentation evaluation format (blind, easy, advanced, etc.)
Setup the online presentation channel and enter your participant interaction rules
Setup conference mobile application and set the participant interaction rules
Participant registration confirmation, paper acceptance, proforma invoice, QR code, etc. customize your information, documents, and emails,
Test your registration and notification system

Publish and Announce Your Conference Website

Carefully decide where and how you will design your web page
Clarify how to manage your conference web page and make sure that it is easy to update,
Some registration software services, such as MeetingHand offer the service of creating and managing professional event web pages. Check out the free usage opportunity
Place conference content (invitation letter, venue, important dates, fees, invited speakers, draft program, sponsors, etc.) into the event website
Integrate your online registration and abstract management system into your website. Choose software that offers a professional and easy-to-use website builder
Place CTAs for participants for registration, abstract submission, etc.
Add conference images and your social media accounts to the registration screens
Update web page contents frequently

Start marketing: Take action

Invite your previous and new potential participants via personal emails
Send the conference announcement and invitation to attend to potential sponsors
Don't forget to include the registration CTA, web page address, and social media channels in every communication message you send
Ask everyone to share your web page and social media channels
Share your discount opportunities, such as early bird registration, etc. frequently
Share your conference images and CTA links on your social media accounts
Do not avoid repeating your announcements remember that every information update is a reason for a new announcement
Share conference developments (upcoming dates, added invited speakers, social programs, etc.) with your attendees at regular intervals
Request that your event announcements be shared by attendees, invited speakers, committee members, sponsors, and supporters. Allow them to introduce themselves and engage with others

Prepare your invited speaker itineraries,

Contact invited speakers and finalize their itineraries
Complete reservations and payments of travel tickets, accommodations, etc. that you would provide to your invited speakers according to your agreements
Agree on the speakers' speech title, presentation date, duration, etc.

Manage Submissions

Continuously check the submitted papers and request correction of errors related to the submission format or style immediately
Create accounts of scientific committee members in the software you used for abstract management
Assign the submitted papers to the reviewers and follow the evaluation processes
Notify the authors quickly about the results of the evaluations, taking into account the registration discounts
Place the accepted submissions in the draft program according to the presentation type and make sure the presenting author has paid for his or her registration
Do not forget to request a copy of the presentations of your invited speakers. They will be required for the conference proceedings

Prepare Your Tentative Conference Program

Clearly state key activities such as conference registration check-in, opening, closing, social events, etc.
Place your invited speakers in the program, taking into account their travel itineraries
Place accepted submissions in the program, including abstract titles, author names, etc.
Review the details by sharing the tentative program with the presenters and participants
Make a payment deadline reminder to the presenters to finalize the program.

Start Building Your Supply Agreements

Finalize the number of participants according to the data you have collected and prepare your procurement plan
Determine your suppliers that will provide the services included in the registration fee to your participants
Conduct supplier research and price-quality performance analysis
Make agreements with the suppliers for the specific items you plan to add to your conference bags, such as the conference bag design, a printed copy of the program and other documents, a book of proceedings, a pen and a notebook, etc.
Make agreements with the suppliers for the coffee breaks, welcome cocktail, gala, and other services you plan to include in your event about the food, beverages, and other services
Plan and supply some creative services to online attendees as well. For example, you can offer a Starbucks coffee coupon to your online participants and surprise them
Make agreements with technical suppliers for sound systems, video recordings, and streaming or management of online presentation systems
Don't forget to broadcast the social activities and performances live to the online participants
Consider your budget constraints and possible last-minute changes in your supply contracts

Finalize Your Conference Program

Finalize your draft program according to the number of presentations, halls, and participants
Clarify the sessions, considering the invited speakers, presentation formats, presentation times, etc.
Place the invited speakers and their titles in the program
Place the submissions in the program that meet the presentation requirements
Publish your final conference program on your event web page and mobile event app
Share the program with everyone, including your participants and sponsors.

Create Your Conference Proceedings

Prepare the conference proceedings cover letter and do not forget to include details about the conference
Get the Conference Proceedings ISBN
Determine your proceedings placement plan by considering some criteria such as program flow, topics, presentation format, or creating code for abstracts
Don't forget to add the basic information about the organizing agency, committees, etc.
Add details about your conference supporting institutions and sponsors
Prepare table of contents and author index for the book of proceedings
Make Book of Proceedings accessible to your participants on your event web page and your event app
Use event management software, such as MeetingHand, to produce your draft book of proceedings automatically and allow access to proceedings through your event app.

Publish and Announce Your Conference Mobile App

Procure your event app by taking into consideration its easy-to-use management and easy-to-update opportunities
Setup your event app by adding your conference information, content, and images
Integrate your event app with your online event registration system. Note that communication, networking, and lead retrieval are important for participants
Note that being able to perform contactless operations such as online participant check-in, receiving payments online, or tracking attendees with a QR code will be a great comfort for you,
Share your event app link and QR code with your participants.

Begin preparations for the operation

Clarify the number of participants
Clarify venue-related details, such as the number of halls, seating arrangements, capacities, restrooms, coffee-break areas, registration desk, check-in area, etc.
Determine the number of staff you will require and their qualifications
Identify the roles of your team, prepare a list of responsibilities, and specify the way you wish them to fulfill their tasks
Inform your coffee break suppliers about the break hours and the number of expected participants
Inform your suppliers about the details of your social activity plans, including the number of attendees, your overall program, menu details, food or beverage requirements, layout, etc.
Prepare an "Easy Guide" leaflet for participants. Clearly explain your contactless operation procedures and online networking guidelines in it
Prepare a presentation guideline document for speakers and presenters
Prepare a session management document
Share the documents you have prepared through your web page, e-mails, and event app
Prepare your technical infrastructure, make necessary controls and rehearsals for internet connection and speed, audio and video streaming quality, streaming management desk, and online software management
Specify the process for onsite and online check-ins or payments of participants
Finalize the seating plan and check the numbers
Prepare and allocate oral presentation screens, audio and video sharing tools, and poster presentation equipment

Showtime, here we go!

Have an on-site operations meeting with your team. Show the task details in the field
Have short meetings with the venue and supplier officials for close coordination
Check the readiness of the venue and conference halls, coffee-break areas, restrooms, and other areas planned to be used
Check the internet connection
Provide direction information by placing directional signage in and around the venue
Set up participant registration check-in desk
Check the devices, such as mobile phones, tablets, kiosks, etc. you are planning to use for online and contactless operations
Check the seating arrangements of the halls
Check the operation of the audio-visual equipment
Check technical equipment synchronization with online streaming channel for lag-free two-way audio and video transmission
Organize sponsor and exhibitor areas
Check the poster presentation area, check the online access of the posters,
Provide in-person and online engagement opportunities to sponsors with the attendees,
Explain the engagement and networking opportunities to the participants in a presentation during the opening ceremony
Prepare to share detailed information such as participation amount, networking, lead retrieval, instant interactions, messaging, etc. at the closing session.

​A Successful Hybrid Conference Starts With Proper Planning