How to organize a hybrid event

In this blog you can read what is involved in organizing a hybrid event and the various hybrid formats possible.

During the pandemic we quickly anticipated and transformed from live events to online events with success. We adopted digital production, platforms, software and new technologies. And if we learned anything from those years, it’s that the flexibility, larger reach potential, easiness to join, travel time reduction and spend, the sustainable approach and the results are values we can’t just forget about. These values are even stronger, when you organize or participate in an international event. That is why it is worth rethinking the possibilities of live events.

“Organizing a hybrid event can give you the best of both worlds”

A hybrid event

Organizing a hybrid event can give you the best of both worlds. The human connection and engagement power of onsite with the many advantages of virtual events. In countries or  regions where it is possible to host (limited) live audience there will be two audiences. One that wants to attend physical due the offering of a better human connection and networking, and an online audience that is just seeking to get certain information, without spending time to travel or permission to travel.

What questions do you have?

You probably have a lot of questions when you consider producing a hybrid event. How can you do this and in what format?

  • What are the benefits of a hybrid format and how to realize those benefits?
  • What are the costs and resources required to run a hybrid event?
  • How to use event technology and platforms to execute hybrid events?
  • How to develop two communication strategies that drive participation among live and online attendees?

The possibilities of hybrid events are endless. But as for all events you first start with the strategy. Why do you think a hybrid event is the best event type. Focus on its purpose, objectives, audience, program and desired outcomes. Don’t do it, because it is cool to do. 

Various hybrid formats possible

Next step is selecting the hybrid event format. There are 5 main hybrid formats.

  1. Onsite event with a livestream. Here you focus on the physical attendees, but give online audience the option to watch the same program.
  2. Studio production with audience. Where you focus on online audience and have some attendees joining onsite.
  3. Onsite and online combined where you run two programs tailored to the audience with overlap.
  4. Hubs and viewing format, Here you have a central location with live or onsite audience linked to remote hubs with smaller onsite audiences. This can be fully interactive with switching to the remote hubs or just watching the event online with a few people together. This format is in particular interesting when you organize an international event for multiple countries.    
  5. And lastly a hybrid event that you extend over time serving both audiences in different time slots and splitting the program. But with the same theme.

Find this interesting? Feel free to contact us.