# Hybrid Event Guide

## **Before the Event**

### **1.** C**reate Tickets**

You can do one of the following:

* Create one [ticketing](https://docs.paybee.io/home/guides/campaigns/ticketing) campaign for in-person and, if you are selling tickets to the virtual event, another for virtual guests.
* Create any [promo codes](https://docs.paybee.io/home/resources/ticketing-and-registration-guide/tickets-and-guests#creating-and-managing-promo-discount-codes) needed for each campaign in each campaign

If your virtual event offers free registrations:

* Send out invitations and get [RSVP](https://docs.paybee.io/home/manage/events/event-links#join-link-and-rsvp-link) responses.
* Share the [join link](https://docs.paybee.io/home/manage/events/event-links#join-link-and-rsvp-link), so your guests can join quickly. Best to use this on the day of the event.

{% hint style="info" %}
If you want to have paid tickets, create a [ticket campaign](https://docs.paybee.io/home/guides/campaigns/ticketing). Then [link it to the virtual event](https://docs.paybee.io/home/manage/events/virtual-events/gala-settings#linking-tickets-to-virtual-event).
{% endhint %}

Spread the word about your event and share your ticketing campaign or your Event Page

### **2. Create a Hybrid Event**

Start creating a hybrid event to include all your settings, send out invitations and ultimately run your event. [Connect the in-person ticket campaign](https://docs.paybee.io/home/resources/ticketing-and-registration-guide/tickets-and-guests#connecting-tickets-to-an-event) to the in-person portion of the event. If you decided to sell tickets to the virtual attendees, connect the [virtual tickets to the virtual portion](https://docs.paybee.io/home/manage/events/virtual-events/gala-settings#linking-tickets-to-virtual-event) of your event. 

### 3. Assign Paddles and Tables

For events with a Live Auction or Fund A Need, PayBee generates paddle numbers that may be assigned to guests. These [paddles](https://docs.paybee.io/home/events/paddles-and-table-assignments#assigning-paddles) include a paddle number, a unique QR code ( that facilitates self-check out or volunteer-assisted checkout), the guest's name and [table number](https://docs.paybee.io/home/events/paddles-and-table-assignments#assigning-tables) (if you have assigned seating). [Paddles, tables cards and other event day material](https://docs.paybee.io/home/events/paddles-and-table-assignments/printing-paddles-table-cards-name-cards-and-qr-codes) must be printed before your event.

### 4. Create campaigns to be used at your Hybrid Event

Campaigns are the backbone of the event. There would be one campaign for each component of your event. For Example:

* [Fund-a-Need](https://docs.paybee.io/home/guides/campaigns/donation)
* [Last Hero](https://docs.paybee.io/home/guides/campaigns/last-hero)
* [Auctions (Live and Silent)](https://docs.paybee.io/home/guides/silent-auction)
* [Raffle Tickets](https://docs.paybee.io/home/campaigns/raffle-and-event-day-sales#setting-up-a-raffle)
* Fundraising Games
* Event Day Sales Or Merchandise

{% hint style="info" %}
We recommend collecting phone numbers from bidders for the silent auction in order for them to receive a text message [when they're outbid](https://docs.paybee.io/home/silent-auction#placing-bids-on-the-silent-auction). This helps your in-person and virtual bidders compete with each other throughout your event and maximizes their chances of winning and your total funds raised.

If you close the silent auction during your event, then the winnings will go into the donors' carts for easy checkout.
{% endhint %}

## Pre-Event and Post Event

### 1. Confirm and Review Setup

As you get closer to your event, it is crucial that you review the [Hybrid Event Checklist](https://docs.paybee.io/home/events/hybrid-events/hybrid-event-checklist) for pre-event and post-event tasks for a successful event.

### 2. Rehearsal

Planning ahead will help you run effective rehearsals with your producer, auctioneer, clerk, and PayBee rep and ultimately have a great event. To do this:

* Create two [run of shows](https://docs.paybee.io/home/events/virtual-events/virtual-event-checklist/run-of-show) - one for your in-person and one for your virtual audience
* [Clone](https://docs.paybee.io/home/resources/general-campaign-settings#clone-a-campaign) all campaigns. Prefix name with TEST. Eg "TEST Live Auction". This will allow you to have a near-live rehearsal. 
* Be prepared with the [production setup](https://docs.paybee.io/home/right-before-the-event/production)
* Get your auctioneer and clerk working together to capture bids.

### 3. Event Recording

If you're hoping to send your donor list a recap of your hybrid event, here's how you can record your PayBee Hybrid Gala!

Here are some programs we recommend to record:

* QuickTime (For Mac Users)
* Chrome extension called [Screen Recorder](https://chrome.google.com/webstore/detail/screen-recorder-for-googl/eclbecdgdoahkliaijlpkigldlkojjdn?hl=en-US)
* [Filmora (WonderShare)](https://filmora.wondershare.net/filmora-video-editor.html?gclid=CjwKCAiAgJWABhArEiwAmNVTB1trsXwgMnKrCfx4HhtQZqD5yVC_A7BSxyhc2vsX7h4G9-mR0WYy3RoCcbAQAvD_BwE)

Be sure to download these programs ahead of time and test using them during your rehearsal as well! This way you'll know exactly what to expect on the day of the event.

{% hint style="info" %}
The PayBee team can record your event for a small fee. Contact us at <contact@paybee.io> if you would like us to record for you.
{% endhint %}

### 4. We've got your back

By event day, you are going to be pros in handling it all, but we're there in case you need us.

#### PayBee Remote Support

You will have a dedicated rep on-call during your event. You will be connected to them via email 1 to 2 days before your event. You can send them an email as well as reach them via text or phone.

#### **PayBee On-Site Expert**

Some organizations prefer to have a PayBee Expert on-site during the event to supervise your team of volunteers and help them with technology as needed. The cost to have an expert is $899 + travel, meal, and hotel expenses.

If you are interested in having us attend your event, please let us know asap so we can reserve an expert for you. Email us at <contact@paybee.io>

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