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!

Before the Event

1. Create Tickets

You can do one of the following:
  • Create one ticketing campaign for in-person and, if you are selling tickets to the virtual event, another for virtual guests.
If you are not selling tickets to the virtual event
  • Send out invitations and get RSVP responses.
  • Share the join link, 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 ticket campaign. Then link it to the virtual event.
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 to the in-person portion of the event. If you decided to sell tickets to the virtual portion, connect the virtual tickets to the virtual portion of your event.

3. 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:
Share the silent auction with your donors so they bid, get outbid and, hopefully, when you close your silent auction, they will get notified 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.

Pre-Event and Post 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 two run of shows - one for your in-person and one for your virtual audience
  • Clone 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
  • Get your auctioneer and clerk working together to capture bids.

2. 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:
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.
The PayBee team can record your event for a small fee. Contact us at [email protected] if you would like us to record for you.

3. 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. Review the Hybrid Event Checklist for some great pointers for pre-event and post-event.

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 [email protected]
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On this page
Before the Event
1. Create Tickets
2. Create a Hybrid Event
3. Create campaigns to be used at your Hybrid Event
Pre-Event and Post Event
1. Rehearsal
2. Event Recording
3. We've got your back