Hybrid events: Venues embracing dual platforms

Hybrid and virtual events are mainstream. Fifty-nine percent of event marketers believe that hybrid events will be crucial for their strategies in the future, and a whopping 97% of event professionals expect an increased prevalence of hybrid events across the industry. 

When sourcing a venue to host hybrid events, it’s critical to have a stage, a studio, necessary AV equipment, and ambient settings since delegates will be networking and gathering in both the physical and virtual space.

So, how can event organisers tap into this growing demand and stand out? How do you make your venue hybrid event-worthy? Continue reading to find out.

A mix of live and virtual

 

During Hybrid events, you’ve got people attending in person and others tuning in online from anywhere. It’s like having the energy of a live event while still letting people join in online, no matter where they are.

For many venues, the biggest challenge isn’t attracting clients—it’s making sure they have the right tech to support these events. In fact, one of the most common concerns from venues is the need to invest in the best live video streaming capabilities. 

And it’s not just about having a good camera and Wi-Fi. The tech requirements for a successful hybrid event can range from ensuring enough bandwidth to isolating network traffic or even integrating proprietary devices—all aimed at making communication smoother and boosting connectivity.

According to research by Markletic, 67% of event organisers say that technology is a major challenge when planning hybrid events. If your venue’s tech isn’t up to par, you risk frustrating both in-person and virtual attendees, and nobody wants a glitchy experience.

 

What does it take to run a smooth hybrid event?

 

When it comes to hybrid event production, you need more than just a camera and a decent internet connection. The Professional Convention Management Association (PCMA) has outlined a few critical components that can make or break your hybrid setup:

 

Reliable internet speed and bandwidth

 

A hard-wired internet connection with enough bandwidth is non-negotiable. The internet is the backbone for hybrid events, so your live and virtual attendees can stay connected without buffering or lagging issues.

 

High-quality live streaming cameras and switchers

 

For a professional broadcast, a camera with live switchers is essential. The ability to switch between camera angles keeps the virtual audience engaged and makes the event feel more dynamic.

 

Crystal-clear audio

 

Good audio is equally crucial for hybrid events and cannot be overlooked. Equip your venue with lavalier microphones for speakers and handheld mics for audience questions to ensure everyone can hear clearly, whether in the room or tuning in from their home office.

Live stream encoder

 

An encoder connects your live stream to your event management software, making it easier to manage virtual sessions, record content or even switch between multiple streams.

 

Tech investments aren't just "nice-to-have"

 

Since so much revenue in the hospitality industry comes from business events, hotel managers must prioritise upgrading their digital infrastructure. 

The rise of 5G technology also means venues should think long-term. Today’s investment needs to be future-proof, ensuring it’s compatible with the faster, more reliable speeds of 5G.

And if your venue is planning to partner with a third party for tech support, don’t just settle for the basics. Request on-site support to ensure things go smoothly, and choose a partner who is as invested in long-term results as you are. A good tech partner won’t just show up for one event—they’ll work with you to optimise your setup for every event to come.

 

Hotel industry investment in hybrid meetings

 

Over the past two years, major hotel groups have stepped up to support hybrid meetings, investing heavily in new technologies and services.

So, who’s leading the charge? Here’s a look at some of the top global hotel groups and how they’re transforming their spaces into hybrid-ready venues:

Marriott International: Through its ‘Connect With Confidence’ programme, Marriott has partnered with several event tech providers to offer comprehensive hybrid event production services. It includes everything from live streaming solutions to on-site support, making it a go-to option for corporate clients.

Hilton: Hilton has rolled out ‘Hilton EventReady Hybrid Solutions,’ which offers tools and resources to help event planners create successful hybrid meetings. With various hybrid-ready hotels, Hilton also provides flexible customer offers to adapt to different event scales.

Hyatt: Hyatt’s ‘Hybrid Meetings by Hyatt’ is a turn-key solution for multi-destination events. It allows gatherings of up to 15 attendees per location and makes it easy to connect teams from different parts of the world.

IHG Hotels & Resorts: Expanding on its ‘Meet with Confidence’ programme, IHG has brought in technology experts to enhance its hybrid event offerings. It is a solid choice for businesses looking to bridge in-person and virtual experiences.

 

Showcase your hybrid meeting spaces on Venue Directory

 

If your venue is set up to support hybrid events, listing it on Venue Directory can give you a competitive edge. With 378,000+ unique meeting spaces across 300+ cities worldwide, Venue Directory’s distribution platforms connect your venue to event planners looking for spaces that can handle in-person and virtual experiences.

But it’s not just about being visible—it’s about standing out. Venue Directory offers two types of listings: Basic and Enhanced. A Basic Listing covers the essentials, like your venue’s name, address, and capacity details, giving you a presence on the platform. 

But if you want your venue to really shine, the Enhanced Listing takes it up a notch. With Enhanced Listings, your venue appears higher in search results, giving you priority placement. You can showcase unlimited high-quality images, detailed descriptions, competitive offers, attractive packages and even highlight awards and accreditations. Plus, you get access to exclusive features, advanced analytics, and promotional tools that make it easier to attract more clients and optimise your performance.

So, if your venue is ready to capture the attention of event planners and agents who prioritise hybrid readiness, make sure it’s front and centre where they’re searching—on Venue Directory.

 

Cvent Connect Europe: Get fresh ideas for your next hybrid event

 

For inspiration, join Cvent Connect Europe from November 5-7, 2024, at the Hilton London Metropole or virtually. 

At Cvent Connect Europe, you’ll get to witness what it takes to run a modern hybrid event. You’ll see how seamless engagement across both in-person and virtual platforms can create an amazing guest experience. 

And that's not all. 

You’ll be in the company of over 1,300 hospitality leaders, event planners and tech innovators, so you can meet hundreds of planners and hear directly from them about what they need and expect from their hospitality partners. For venues looking to become hybrid-ready, this event is a must-see for how to use technology, increase visibility, and improve event planning and delivery.

Register now and witness the future of hybrid events in action.