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On this page
  • Before the Event
  • 1. Create Tickets
  • 2. Create a Hybrid Event
  • 3. Assign Paddles and Tables
  • 4. Create campaigns to be used at your Hybrid Event
  • Pre-Event and Post Event
  • 1. Confirm and Review Setup
  • 2. Rehearsal
  • 3. Event Recording
  • 4. We've got your back

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  1. Guides

Hybrid Event Guide

You can run in-person and virtual events in tandem and host a hybrid gala. Hybrids provide an effective way to increase your audience and funds raised!

PreviousVirtual Event GuideNextTicketing & Registration Guide

Last updated 8 months ago

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Before the Event

1. Create Tickets

You can do one of the following:

  • Create one campaign for in-person and, if you are selling tickets to the virtual event, another for virtual guests.

  • Create any needed for each campaign in each campaign

If your virtual event offers free registrations:

  • Send out invitations and get responses.

  • Share the , so your guests can join quickly. Best to use this on the day of the event.

If you want to have paid tickets, create a . Then .

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. to the in-person portion of the event. If you decided to sell tickets to the virtual attendees, connect the 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 include a paddle number, a unique QR code ( that facilitates self-check out or volunteer-assisted checkout), the guest's name and (if you have assigned seating). 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:

  • Fundraising Games

  • Event Day Sales Or Merchandise

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

Pre-Event and Post Event

1. Confirm and Review Setup

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:

  • 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)

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.

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.

We recommend collecting phone numbers from bidders for the silent auction in order for them to receive a text message . 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.

As you get closer to your event, it is crucial that you review the for pre-event and post-event tasks for a successful event.

Create two - one for your in-person and one for your virtual audience

all campaigns. Prefix name with TEST. Eg "TEST Live Auction". This will allow you to have a near-live rehearsal.

Be prepared with the

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The PayBee team can record your event for a small fee. Contact us at if you would like us to record for you.

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

Fund-a-Need
Last Hero
Auctions (Live and Silent)
Hybrid Event Checklist
run of shows
production setup
Screen Recorder
Filmora (WonderShare)
contact@paybee.io
contact@paybee.io
ticketing
RSVP
join link
ticket campaign
link it to the virtual event
virtual tickets to the virtual portion
Paddles, tables cards and other event day material
Clone
when they're outbid
paddles
table number
Raffle Tickets
promo codes
Connect the in-person ticket campaign