Hybrid Events

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!

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 Before the Event
1. Create Tickets
You can do one of the following:
Create one ticketing campaign for in-person and another for virtual guests
Spread the word​
Track and manage your guest list and assign tables.
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 to the in-person portion of the event. Connect the virtual tickets to the virtual portion. 
2. Setup Silent/Online Auction
Share the Silent Auction with your donors so they bid, get outbid, and eventually, when you close your silent auction, they will get notified if they have won.
If you close the Silent Auction during your virtual event, then the winnings will go into the donors' carts for easy checkout.
4. Create campaigns to be used at your in-person event
Campaigns are the backbone of the event. There would be 1 campaign for each component of your event. For Example:
​Fund-a-Need​
​Auctions (Live and Silent)​
​Last Hero​
5. Paddles
Paybee generates paddles for all your guests with their names and tables on it. Download the PDF and print it on cardstock on your own. Blank paddles are also generated so you can assign them to the guests at check-in. 
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 Just Before the Event
1.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 2 run of shows - one for your in-person and one for your virtual audience
Set up test campaigns so you can have a near-live rehearsal
Be prepared with the production setup
Get your auctioneer and clerk working together to capture bids.
2. Volunteer Training
On the day of your event, your volunteers will use the PayBee app on their own phone and handle guest check-in and check-out. PayBee team will train them on a live video call. All the videos are also available here. 
3. Event Reminders
Send out event reminders 1 day as well as 4 hours before the event. Your in-person guests will appreciate the handy email with directions to the venue, last-minute parking information, etc. Your virtual guests will appreciate the handy link on top of their mailboxes when it's time to join.
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 Event Day
1. Running your event
Learn how to most effectively operate the PayBee dashboard. The auctioneer or the assistant will be able to control the event from one place and launch different campaigns while viewing live pledges and bids.
2. We 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. Review some last-minute pointers.
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 Post Event
1. Pending Carts
Some donors might not have closed the cart on the day of the event. Send them reminders.​
Learn how to track incoming checks and send out receipts.
2. Reports
Explore the Post Event Reports to dig into the transactions. We believe in full transparency, so every cent is trackable.
​Transfer Report shows money as it gets to your bank account. 