Building a Better Budget for Hybrid Events
Budgeting for a Hybrid event is tricky, as the term “Hybrid” allows for spending in so many different areas. It's extremely important to consider what components you intend to use to engage attendees when determining your budget. Virtual event platforms, virtual and in-person speakers, creative assets and engagement, marketing, promotional items...the list goes on of available upgrades to level up your event. Start by outlining the overall event format. Consider the approved event creative and begin to define what your budget will need to cover.
These four questions are a great place to start:
What is your vision and overall show goals?
What is your message to attendees?
How do you want the attendees to feel?
What best practices can you apply by evaluating past events and learnings?
Today, we’ll dive into tips for better budgeting for your hybrid event and getting creative with interactivity to engage your virtual audience. If you already know you need assistance in these areas or just figuring out how to move forward, book an introductory call with Bash today!
ALIGN GOALS
It is no longer a secret, you are having a hybrid event. What does that look like to you and what do you want to achieve? Considering that every area of the event will be designed to align with your vision, it is crucial to understand and communicate this to all stakeholders to get everyone onboard with the goals. This allows for a more strategic budget to be planned prior to execution ensuring that your goals are met.
DRIVE HOME YOUR MESSAGE
Aligning messaging across all areas is challenging and generally drives the overall attendee experience, show flow, and creative. Content is key, but agendas, timelines, brand experiences, and demos also come into play here. At Bash Creative, we are masters at tying a theme through the event in subtle and not so subtle ways (think 10 feet tall, 20 feet wide logo photo moment). This is important to create cohesion and really turn your messaging into a takeaway for guests.
THINK EXPERIENCE
What does your attendee experience look like and how do you want guests to feel at your event? These days, content often isn’t enough to wow your attendees. Virtual and hybrid experiences are now offering musical talent, mind-bending magicians and customized virtual experiences. The process of identifying the overall attendee experience comes with high level strategy and then thoughtful execution to make those feelings come to life throughout the event.
LISTEN TO LEARNINGS
One of the greatest assets you have is to look back on past events and assure those gold nuggets don’t get lost. Have you done event surveys or internal de-briefs? If so, it is crucial to utilize the take-aways and best practices from past events to assure each subsequent event builds upon these learnings. This also gives your attendees a sense that they feel seen and heard and truly have a voice in your brand...this will turn a guest into a brand evangelist.
There are a lot of recommendations and tools on the market to assist you with executing an event. What is not on the market is your vision and your experiences. Use these to assist in defining your event, setting yourself up for success, and assuring your attendees have the best possible experience.
At Bash Creative, we believe it is critical to outline an estimated event budget so that expectations are aligned before a contract with a planning partner is signed. We’ve been told this process is one that is incredibly valuable to our clients and starts their event off on the right foot. If you would like more help in building your event budget as you search for a planning partner, please reach outdirectly to continue the conversation, we would love to hear from you!
Bash Creative is an event planning company that specializes in incredible gatherings that go beyond just great design. We’re known for teasing out smart goals for your event and serve up a stylish execution that will keep your guests buzzing. Located in San Francisco, but often found in New York, Austin, Chicago, Seattle, and beyond.