As remote work has become a permanent part of many industries, the way people are now getting engaged with events has changed forever. A growing number of people now expect the flexibility to participate virtually, while at the same time, many attendees still value the face-to-face interaction.
That’s where hybrid events come in to strike the balance between virtual and in-person settings.
In the following sections, we will discuss hybrid events in detail, the key benefits they offer, real-world examples and a step-by-step guide on how to host a hybrid event successfully.
What is a hybrid event?
A hybrid event setup is a gathering that includes both in-person and virtual experiences into a single, integrated event. In this setting, audiences get the flexibility to choose whether they want to be present physically at the venue or prefer to join online through digital platforms. But it is not like traditional live streaming.
In a hybrid event, virtual participants can engage in real-time interactions through Q&A sessions, polls, networking tools and chat, while on-site attendees can enjoy face-to-face connections.
Some types of hybrid events are
- Conferences & trade shows
- Workshops & training sessions
- Fundraising events & galas
- Product launches
- Music, arts, and entertainment events
Key benefits of a hybrid event
Expanded audience reach
Hybrid events can break down geographical barriers as they allow people to attend from anywhere in the world. The local attendees can enjoy the in-person experience while the global participants can join virtually. This allows the organisers to connect with a more diverse audience.
Flexible and cost-effective
Compared to traditional formats, hybrid events are flexible. If we consider the costs involving venue rental, catering, travel, accommodation or printed materials, hybrid events don’t include significant costs both for organisers and attendees.
Higher engagement
Here, the remote attendees don’t just sit as passive viewers; rather, they act as active participants. Using features like Q&A sessions, live polls, or chat boxes, virtual attendees can interact with speakers, panellists or other participants. Some events even add gamification elements, such as quizzes or challenges, to keep the energy level high.
Actional data and insights
This is one of the powerful advantages of hybrid events, as it comes with the ability to gather and analyse data in real time. Organisers can track metrics of registration and attendance numbers, engagement levels, session popularity or conversion rates and understand what worked, what didn’t and how to improve future events.
Inclusive and accessible
Hybrid events offer participants the opportunity to join any event regardless of physical, geographical or logistical limitations. Anyone who has mobility issues, health concerns or travel restrictions can join. The flexible scheduling of the event also allows attendees to join sessions that fit their time zones or personal commitments.
Key elements that make a hybrid event successful
Running a hybrid event requires more than combining a live audience with a livestreamβit needs a few essential elements to work together.
Seamless tech setup
Hybrid event technology is the backbone of an event. High-quality live streaming, clear audio and video, high-speed internet connection, and an easy-to-use event ticketing platform for registration and ticketing have a huge impact towards the success of a hybrid event.
Audience engagement strategies
The success of a hybrid event only matters if the audience can actively participate rather than just watch. Interactive workshops, networking tools, gamification, and Q&A sessions are key to boosting engagement. If the audiences feel involved, it creates a sense of community across physical and digital spaces.
Engaging content
The content must be compelling, relevant and adaptable. Everything, including speakers, presentations and activities, must resonate with everyone. Use visual aids, clear explanations and interactive demos.
Event accessibility
Accessibility is essential in a hybrid event. Features like sign language interpretation, adjustable font sizes and multi-language support turn the event more inclusive and welcoming. This helps in making the audience feel accommodated.
Event registration & ticketing system
It sets the tone for an event. Attendees should be able to easily sign up, buy tickets and register with no confusion. Organisers can also manage both virtual and in-person tickets, send reminders and track attendance.
How to plan a hybrid event
Careful planning is the key when it comes to planning a hybrid event. You have to design an experience that engages both in-person and virtual attendees equally.
Define goals & audience
Every successful event starts with clarity. You have to be sure of why you are hosting this event and who it is for. What is your purpose? Is it to gain leads, educate or celebrate? Once you can clearly define your goals and understand your audience, it will help you to guide every decision from content planning to platform choosing.
Choose the right event platform
A platform will work as a bridge that will fill the gap between physical and digital experiences. When choosing a platform, check whether it has tools available for video conferencing, breakout rooms, networking tools, real-time chat and analytics. You must ensure that the platform makes the online attendees feel just as engaged as those in the room.
Create a dual-experience agenda
You have to run two experiences, both an in-person event and a livestream, in harmony. It will keep your audience engaged. You have to design an agenda that works for all, be it by adapting session length, staggering breaks or synchronising key moments. You have to offer parallel engagement opportunities by letting in-person attendees network face-to-face, while the virtual attendees can join digital breakout rooms.
Plan interactive content
Interaction is a must in order to transform an event from watching into participating. You have to include tools like chat functions, live polls or breakout rooms, so that you can engage both groups. For example, if you ask attendees for their opinions on a particular topic and ask them to vote, it will create a sense of shared involvement.
Test technology & rehearse
Any technical hiccups can ruin the whole flow of a hybrid event. SO, it is always a better idea to test everything from cameras to microphones to internet connection to event platforms ahead of time. Try to rehearse before with your speakers, moderators and tech team to sort out any potential issues. It will build confidence and ensure a smooth experience for both virtual and in-person audiences.
Promote across digital + offline channels
As you need to reach both local and global audiences, you must use email marketing, social media and paid ads to attract the attendees. You can cover flyers, press releases and direct invitations as well for the local participants. Maintain clear communication about the hybrid format so that global attendees can understand their options and pick the right way to join.
Post-event follow-up & data analysis
An event doesn’t stop when the lights go off or the livestream stops. You need to send thank-you emails to everyone who joined. Then you can provide post-event resources and share recordings as well. You can measure the attendance, engagement and ROI simply by using the analytics. Later, you can use that data to refine your strategy and make your next event even better.
Some common hybrid event challenges
- As hybrid events heavily rely on technology, issues like poor internet or platform crashes can happen.
- Sometimes it gets difficult to balance both online and in-person audiences
- Β Virtual audiences can feel disconnected or lose interest in long sessions.
- Covering the extra costs of platforms, streaming tools, and productions can be a big hassle for some.
Inspiring examples of hybrid events
Here are some real-world hybrid events examples
VivaTech
An example of a business conference that went global.
VivaTech in Paris had blended physical exhibitions and keynote talks with a virtual stream and online networking. It allowed attendees from around the world to join the workshops, watch live panels and participate in virtual expo booths.
Click here to learn more.
Shriners Children
An example of charity fundraisers with a higher reach.
In celebration of its 100th anniversary, Shriners Children’s held an in-person event at Minute Maid Park in Houston and livestreamed content for remote supporters. They raised around US$1.6 million, with 700 in-person and 750 virtual participants.
Click here to learn more.
Tomorrowland
An example of entertainment events that blended live + streaming.
Music festivals like Tomorrowland have adopted hybrid versions where there’s a physical crowd alongside a digital version for fans overseas. The online component included virtual stages, exclusive content, and streaming of live performances.
Click here to learn more.
The future of hybrid events
Hybrid events are not a backup option; day by day, they are becoming a standard in event planning.
Emerging technologies such as AI, VR, and AR are going to make hybrid events more immersive and personalised.
Most importantly, hybrid models are promoting sustainability by minimising long-distance travel and huge physical setups. All these are lowering carbon emissions and waste.
As hybrid events are using many data and analytics, a more data-driven personalised experience will be created, including custom content recommendations or targeted networking opportunities.
A hybrid event will boost networking opportunities day by day using tools like AI matchmaking, virtual lounges and interactive apps.
EventBookings helps you deliver seamless hybrid experiences
Hosting hybrid events has become very simple with EventBookings. Thanks to its all-in-one platform designed for both virtual and in-person audiences. With seamless ticketing, secure registration, and powerful live-streaming features, it ensures smooth tech delivery while offering all the needed tools to keep participants engaged, like polls, Q&A, and chat. This platform also allows organisers to easily manage schedules, track attendance, and analyse post-event data. All this makes it easier to plan and improve future events. By bridging the gap between online and offline experiences, EventBookings helps you deliver a professional, inclusive, and memorable hybrid event experience for every attendee.
FAQ
One needs to use interactive features like live polls, Q&A sessions, chat, gamification and breakout rooms to make a hybrid event engaging.
Of course. Both groups can communicate via Q&A, shared chatrooms, social media integrations or more.
Not actually. Good internet and quality audio-visual tools are the most important things. You don’t have to use heavy or expensive equipment.
Some of the hybrid event best practices for hosts can be setting clear goals, tailoring content for both audiences, planning engagement activities, and testing technology beforehand.
The ROI of a hybrid event measures the value one gains from the event compared to the costs. This may include revenue from ticket sales, sponsorships, lead generation, audience engagement data or brand awareness.
A hybrid event combines both in-person and online experiences, while a virtual event happens completely online.
