Hybrid events: Everything you need to know

A hybrid event combines the best of in-person and virtual experiences. 

Picture this: some attendees are networking in a packed conference room, while others are watching the same session live on their screens from the other side of the world. 

That’s what hybrid events are all about—bringing two different audiences together in one experience. 

Data from the Cvent platform reveals that 45% of event programs now include virtual elements, and 41% are planning hybrid formats for 2024, an 8% increase from 2022.

But what makes hybrid events really work? Is it the tech, the content or the overall experience? It’s all of the above. 

Successful hybrid events start with synchronising activities so everyone, in the room or online, can experience the content together in real-time. Keeping everyone engaged with interactive features and content is equally important. Finally, the right technology ties it all together, making communication smooth and seamless.

Types of hybrid events

1. Hybrid corporate events

These are ideal for companies with remote and onsite teams. For instance, hybrid sales kick-offs can keep remote teams aligned with strategies and goals while creating a shared experience with onsite colleagues. Similarly, global town halls can include every employee, whether they’re at your company’s headquarters or elsewhere. By adopting hybrid formats, organisations save resources, reach and engage a broader audience and facilitate decision-making across locations.

2. Internal hybrid events

Internal hybrid events focus on communication, alignment, and collaboration within the company. Team meetings, whether they’re regular huddles or larger cross-functional sessions, become more effective by enabling remote members to participate in discussions and ideas-sharing. Company-wide events benefit from hybrid delivery by ensuring that everyone receives the same message for transparency and inclusivity across teams.

3. External hybrid events

External hybrid events engage customers, prospects and stakeholders. Think of conferences, tradeshows or product launches. Product launches can be even more impactful by reaching a larger customer base, while tradeshows, which focus on networking and business development, can showcase products to both onsite attendees and online visitors for maximum reach and lead generation.

When should you host a hybrid event?

The beauty of hybrid events is their versatility. 

They work for almost any event type, from corporate meetings and training to product launches and fundraisers. Hybrid formats are ideal when you want to broaden your reach, accommodate different preferences or offer a flexible attendance option. 

To determine if this format is right for you, it’s best to first survey your audience to understand their needs and availability. If the majority prefers it, then hybrid is the way to go.

Top three benefits of hybrid events

1. Increased attendance

Hybrid events eliminate barriers like travel restrictions and scheduling conflicts. They make it easier for people to join. This flexibility gives you an opportunity to attract a larger, more diverse audience, including those who wouldn’t normally be able to attend.

2. Lower carbon footprint

One of the big environmental benefits of hybrid events is the lower carbon footprint. These events reduce the need for long travel and accommodation, thus minimising the impact on our environment from emissions. 

You can take it one step further by choosing a sustainable venue for the in-person part of the event, like one that offers an eco-friendly meeting package, or by ensuring that you limit print material and offers of wasteful merchandise at events. Collectively, these initiatives help tick the corporate social responsibility box and result in greener event planning.

Pro Tip: End your search for sustainable meeting spaces at Venue Directory, a leading online directory with over 300,000 unique meeting spaces in 310 cities.

Read our blogs on sustainability for event planners and venues.

A complete guide to sustainable culinary experiences

Offering your guests eco-friendly catering options

3. More engagement

Hybrid events offer a dynamic learning experience by combining online sessions, interactive elements and on-demand content. Attendees can engage through live Q&As, polls and discussions during live presentations and then revisit sessions and missed content at their own pace. Using multimedia like videos, infographics and virtual tours makes content more engaging and tailored to different learning styles.

How to plan a successful hybrid event

Successful hybrid events require meticulous planning and clear goals. Start by defining the purpose of your event and setting KPIs to measure success. Choose a virtual platform that supports interactive features like live streaming and networking lounges. Ensure your in-person venue is equipped with the technology needed to support digital interactions so virtual participants don’t miss out.

1. Sync virtual and in-person experiences

To create a cohesive experience, synchronise your schedule so that in-person and remote attendees can participate in key activities simultaneously. A reliable event management platform can simplify this process with features like unified scheduling, real-time analytics and streamlined communication tools.

2. Keep engagement consistent

Whether attendees are in the room or watching remotely, keeping them engaged is non-negotiable. Involve everyone by using interactive features like chat rooms, polls or Q&A and offer real-time support or send clear communication before the event so all participants know how to access sessions and get instant help if needed.

3. Connect the virtual to the onsite

One of the biggest challenges with hybrid events is making virtual attendees feel as included and valued as onsite attendees. Use virtual networking lounges to facilitate connections and interactions. Augmented reality and virtual reality tools can also help bridge this gap by creating immersive experiences.

4. Optimise the in-person experience

For onsite attendees, make the experience memorable and engaging by setting up your space in a way that facilitates interaction. Use social walls to stream your event's live social feeds and kiosks to connect in-person attendees with remote participants.

Technical considerations and challenges

No matter how well you plan, technology can inevitably fail. And it will probably happen on the day of the event. Prepare yourself for the worst by having a dedicated support team to prevent or at least minimise disruptions and keep things running smoothly.

Start by getting reliable internet for both the venue and virtual platform. Test the connection beforehand and always have a backup plan in place to handle any unexpected issues.

Real-time technical support is just as important. Providing tutorials and guides on how to use the virtual platform helps attendees troubleshoot common issues. For extra security, prepare alternative access options, like backup links or recordings, to keep the event on track if technical hiccups do occur.

Are hybrid events right for you?

Hybrid events are here to stay. According to research, 62% of event organisers believe they will continue to be a part of the industry. This event format provides a flexible, inclusive way to connect with a wider audience, making it possible to host gatherings at scale that may seem impossible otherwise. With careful planning and a focus on delivering equal value to both in-person and virtual attendees, hybrid events can create unforgettable experiences that leave a lasting impression.