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How to set up a hybrid event on MedAll
How to set up a hybrid event on MedAll

Discover how you can increase your event's accessibility and reach a global audience by using MedAll to host a hybrid event

Victoria McCann avatar
Written by Victoria McCann
Updated over a week ago

Solely in-person events are a thing of the past. With MedAll, you can now host Hybrid events which are more accessible, more environmentally-friendly and enable you to reach a global audience.

We've created a step-by-step guide to explain how to set up your Hybrid event πŸ‘‡

1️⃣ Find a venue and book a room

Booking a room really is the first step. Whether it's a lecture theatre in a University, or a conference venue in a City β€”Β it's important to know what you're working with. When you're booking a room, please consider the lighting, sound and what tech equipment is included (if any!). If you have a bigger budget, you can hire a tech team to help you on the day, or if you have a smaller budget, you can easily bring your own equipment.

2️⃣ Create your event on MedAll

Login to your MedAll for Organisations account, and set up your event or conference. If you haven't done this before, check out this guide. Some tips and things to watch out for when creating your Hybrid event:

β†’ On the first page of event set up, make sure you select Yes, it will be a hybrid event as shown below:

β†’ In the event description, add as much detail as you can about the format, venue and schedule.

Once you've set up your basic event, you can edit and manage the below from your event dashboard:

β†’ When you are creating Ticket Types, make sure you set up both online, and in-person tickets. On MedAll you can have up to 10,000 delegates joining virtually, but do make sure you check with your venue what the in-person ticket capacity is. If you'd like to set up paid ticketing for either of those ticket types, check out this guide.

β†’ If you are creating Breakout Sessions, make sure you select whether it will be in person, or virtual, as shown below, and give each session a clear name and description so delegates have clarity.

Tip: If your breakout sessions are virtual, we recommend you leave them open, particularly if you're running an all day Conference as it's a great way for virtual delegates to meet, and feel part of the event.

If you have virtual speakers, we strongly recommend that you create a Breakout Session, just for them called 'Virtual Speakers Tech Test'. This means before they are due to join the stage, they can join the breakout session, meet with a member of your team, and test their cameras and microphones before presenting.

β†’ If you are running a Poster Hall, set it up as you usually would on MedAll, or if you haven't done it before, check out this guide.

Set up for other features such as Feedback Forms, Certificates, Sponsors etc is all the same set up as any other MedAll event, and is up to you as to how you want to customise everything.

3️⃣ Share your event

Once you've created and set up your Hybrid event how you want it, you're finished πŸ™Œ You can now share the event link and encourage delegates to register for either their in-person on online ticket.

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