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!
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 your virtual event offers free registrations:
Spread the word about your event and share your ticketing campaign or your Event Page
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 attendees, connect the virtual tickets to the virtual portion of your event.
For events with a Live Auction or Fund A Need, PayBee generates paddle numbers that may be assigned to guests. These 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 (if you have assigned seating). Paddles, tables cards and other event day material must be printed before your event.
Campaigns are the backbone of the event. There would be one campaign for each component of your event. For Example:
- Event Day Sales
We recommend collecting phone numbers from bidders for the silent auction in order for them to receive a text message when they're outbid. 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.
As you get closer to your event, it is crucial that you review the Hybrid Event Checklist for pre-event and post-event tasks for a successful event.
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:
- Clone all campaigns. Prefix name with TEST. Eg "TEST Live Auction". This will allow you to have a near-live rehearsal.
- Get your auctioneer and clerk working together to capture bids.
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.
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.
By event day, you are going to be pros in handling it all, but we're there in case you need us.
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.
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]
Last modified 6mo ago