The Ultimate Hybrid Event Questionnaire Guide for Event Organizers

From audio-visual setup to attendees and the internal and external stakeholder management, several aspects lead to the success of an event. And an organiser, one is worried about the culmination of these aspects for overall success. 

This is where an event survey comes into the picture. The insights gained from an event survey, as well as the detailed data from the event platform, help you trace out the complete picture of how successful a particular hybrid event was, and what are the key takeaways for your organization. 

So what is an event survey? Let’s find out!

For any event, it is important to match the expectation and the feedback of the attendees. Event surveys enable event organizers to do just that. This feedback forms a reference framework for the next set of events that will be organized. 

Generally, there are three types of event surveys that the event host can execute – 

1. Pre-event Survey: A pre-event survey is hosted prior to the commencement of the event, during the planning stage. It allows the host to engage with previous attendees, as well as warm leads being nurtured by the business development team, and curate an event with value-based payoff for the attendees. 

2. Mid-event Survey: This takes place in between the sessions, during the course of the event. It can help boost engagement with the attendees. Mid-event surveys give an event organizer an understanding of the real-time attendee experience during the hybrid event. 

3. Post-event Survey: A post-event survey helps event organizers engage with hybrid event attendees after the event’s completion, to get a clear idea of what the attendees appreciated, and didn’t – with respect to content, event organization, and event planning. The valuable information gained from this activity can be leveraged to improve attendee experience for the next event. 

Types of survey questions

Event survey forms are different from other survey forms which are primarily done for research purposes. In an event survey, the objective is to measure the efficacy of the event. Hence, the questions have to be designed in such a way that there is no ambiguity in the answer from the respondents. Broadly there are three types of questions used by marketers: 

1. Close-ended questions: These questions have a direct yes/no answer or a rating scale (e.g. from strongly agree to strongly disagree). Closed-ended questions offer limited insight, but can easily be analyzed for quantitative data regarding attendee experience en-masse.

2. Open-ended questions:  These questions provide qualitative feedback to the host. They allow the participants to express their thoughts or opinions on a particular topic. Usually, they are included towards the end of the survey form. These questions represent the attendee’s complete knowledge, feeling, and understanding, and can offer specific, personalized insights regarding the hybrid event experience.

3. NPS questions: In these questions, the participants’ answer is measured on a numeric scale. The varying values determine the Net Promoter Score – a measure of customer experience that predicts business growth opportunities. Insights gained from NPS questions are an indicator of customer experience, customer satisfaction, and brand loyalty.

Compelling Event Survey Questions for Hybrid Event Attendees

We’ve curated a list of compelling event survey questions for you to ask your hybrid event attendees, in order to glean qualitative and quantitative insights regarding their event experience. When conducting a hybrid event, it is necessary to curate your event questionnaire towards the attendee’s actual event experience. Ideally, one should plan a questionnaire for in-person attendees at the venue, and another one for remote attendees on the virtual event platform.

These are some questions to ask your attendees, for insights that will help you improve the event experience for subsequent events. Some of these questions will overlap for both the attendees in order to gauge individual experiences.

Pre Event Survey Questions

For In-person attendees: 

  1. Were you able to register for the event easily?
  2. How did you hear about this event?
  3. Is this your first time attending an event organized by us?
  4. Which social media platform do you actively use?
  5. Which session are you most interested in?
  6. Would you be needing special assistance from us?
  7. What are your food preferences?

For remote attendees:

  1. Will you be connecting via laptop or mobile phone?
  2. Would you prefer a digital or physical swag box?
  3. Which social media platforms do you actively use?
  4. Have you attended any events that we have organized before?
  5. How did you hear about this event?
  6. Were you able to register for the event easily? How would you rate your experience on a scale of 1-10?
  7. What was your thought on the integrated registration and ticketing process? Did it improve your experience?
  8. Which session are you most interested in?
  9. Is there any information that you are having difficulty accessing?

Mid Event Survey Questions

For in-person attendees:

  1. What was your contactless QR code check-in experience like?
  2. What have you used the event app for, so far?
  3. Have you been to any exhibitor booths yet?
  4. Would you be interested in connecting with other attendees post the event?
  5. Are you finding the sessions insightful?
  6. Are you able to navigate the event venue with ease?
  7. Are you enjoying the gamified polls & quizzes via the Event App?

For remote attendees: 

  1. Was the check-in process simple?
  2. Are you able to navigate easily through the Event App?
  3. Are you finding the sessions insightful?
  4. Are you using the Event App for networking?
  5. Have you faced any technical glitches so far?
  6. Have you seen any virtual exhibitor booths yet?
  7. Would you be interested in connecting with other attendees post the event?
  8. Are you enjoying the gamified polls & quizzes via the Event App?

Post Event Survey Questions

For in-person attendees: 

  1. Which event sessions did you like the most?
  2. Which event sessions did you dislike (and why)?
  3. Are you satisfied with the event app experience? 
  4. How was your experience with the sponsor spaces & exhibitor booths?
  5. Do you think the event offered value to you?
  6. What was your experience with the AR-enabled sponsor spaces & exhibitor booths?
  7. On a scale of 1-10, how satisfied are you with the networking opportunities available during the event?
  8. Did you experience any audio issues during the event?
  9. Were the sessions informative? Please tell us how informative you found the sessions to be, on a scale of 1-10
  10. Which speaker’s session did you enjoy the most? Why?
  11. Which speaker’s session did you dislike the most? Why?
  12. Did you network with remote attendees via the event app?
  13. Were you able to achieve your desired objectives by attending the event in-person?
  14. Did you get sufficient breaks and discussion time during the entire event?
  15. Would you sign up for our next event?
  16. On a scale of 1-10, how likely are you to recommend this event to a friend or colleague?

For remote attendees:

  1. What did you enjoy the most on the hybrid event platform?
  2. Which features can be improved to enhance the experience of remote attendees?
  3. What do you think is missing currently from the hybrid event platform?
  4. Did you experience any lag in the event stream?
  5. Which speaker’s session did you enjoy the most? Why?
  6. Which speaker’s session did you dislike the most? Why?
  7. Did you experience any audio issues during the event stream?
  8. Did you experience any video issues during the event stream?
  9. Did you network with attendees who were at the event venue via the event app?
  10. Were you able to achieve your desired objectives by attending the event remotely?
  11. On a scale of 1-10, how satisfied are you with the networking opportunities available during the event?
  12. How was your experience of engaging in discussions and live polls via the Event app?
  13. Did you get sufficient breaks and discussion time during the entire event?
  14. Would you sign up for our next event?
  15. On a scale of 1-10, how likely are you to recommend this event to a friend or colleague?

It is always recommended to conduct an event survey almost immediately after your event is completed because that covers the experience of attendees in totality. The increased convenience of taking online surveys has become the most preferred method amongst businesses and event hosts. There are ample tools available in the market to facilitate that. Here are some of our recommendations: 

Survey Monkey: It is one of the most popular survey tools used by businesses, students, institutes, etc. One can easily generate a survey form on their website and embed it in mailers, as well as share links to the customized questionnaire page.

Google Forms: Probably the most convenient and accessible tool to communicate with. There is no upper limit to the number of questions you can ask, or the number of responses you can collect. The data is stored on Google Drive. 

Event App: Next-generation platforms like Nunify have simplified the circulation of event survey forms and their data collection by facilitating the use of an event app. An event app is essential for any hybrid event, and provides an organizer with a number of features – one of which is a post-event survey engagement for in-person attendees almost immediately after the event’s completion. The event app and its features, including the post-event survey, can also be accessed by remote attendees as well.

3 Key Tips for a Successful Hybrid Event Survey

1. Ask specific questions

Specific, precise questions will earn you an accurate answer. Keep questions short, and to the point.

2. Circulate the questionnaire at the earliest

To ensure that you receive good quality answers, it is advisable to circulate the post-event survey within 24 hours of the hybrid event’s completion. Try and reach out to users via multiple touchpoints to ensure participation in your survey.

3. Embed photos or videos

Adding pictures or videos to the survey will make it easy for attendees to recall the key moments from the event clearly. It will improve the quality of the answers.

With these insights, you should be able to conduct a compelling and comprehensive survey for your hybrid event, and gain important insights to improve subsequent events and grow your business!

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