What Is a Hybrid Event? How to Choose the Right Format

If you want to widen your reach, host bigger events, and increase attendance, hybrid events are a smart choice.

But what is a hybrid event and how does it work? How do you set up such a seemingly complicated event while keeping virtual attendees engaged?

In this guide, we’ll answer these questions and more, giving you the tools to enhance your audience’s experience before, during, and after every hybrid event.

What is a hybrid event?

A hybrid event combines in-person and virtual attendance, meaning that some people meet in a physical location while others join via a video stream. Combining audiovisual technology and video conferencing software, hybrid events are the middle ground between traditional in-person events and virtual events.

Imagine your team is having an in-person meeting but you can’t make it to the office. The team sets up a laptop in the meeting room, you connect with them via virtual conferencing software. Voilà, you’re in a hybrid event.

You might already have participated in other large-scale hybrid events without realizing it. The Oscars, Apple product launches, presidential press briefings, and sporting events are types of hybrid events.

3 Successful hybrid event examples

What does a hybrid event look like? To give you a benchmark for success, here are three examples of major hybrid events.

1. Apple Far Out

While not the most interactive, Apple’s special events are certainly the biggest and most successful example out there, thanks to powerful branding. In 2022, the live Far Out event drew 3.69 million online viewers eager to see the launch of the latest Apple products via live stream.

2. INBOUND

INBOUND is an annual event powered by HubSpot that brings together thought leaders from the marketing, sales, and customer success sectors. Organizers made sure that online attendees had a dedicated virtual component to create a unique experience, with specialized digital-only on-demand content and access to virtual networking tools.

3. B2B Summit North America

B2B Summit North America is a highly popular event for B2B marketers and sales leaders looking to improve their business strategies. The 2022 hybrid event featured breakout rooms, peer connections, and keynote speeches for virtual and in-person audiences. Attendees also had access to a digital sponsor marketplace that mixed engagement opportunities with sponsor branding.

What are the biggest benefits of hybrid events?

Here are some of the biggest perks of going hybrid:

• Increased attendance and reach. Making an in-person event accessible online means you can reach participantss all over the world without sacrificing the atmosphere of a live audience.
• More flexibility. Hybrid events give you a digital backup plan in case of global health disasters, extreme weather, or travel disruption. Instead of canceling your physical event, you can convert some or all of your in-person attendees to virtual ones.
• Reduced environmental impact. With fewer people traveling to your event, booking hotels, and all the waste that comes with them, hybrid events offer a great way to reduce your company’s impact on the environment whilst keeping an in-person element.
• Improved return on investment (ROI). The combination of virtually limitless viewership, reduced in-person costs, and lucrative opportunities for sponsorship deals mean hybrid events are likely to see a much higher ROI.
• Higher audience engagement. Introducing a virtual element to an in-person event opens up many more engagement opportunities as virtual attendees can interact in panel discussions, polls, and chat. You can leverage Livestorm’s live Q&A feature to centralize audience questions and answer them through a tab in the event room.
• Invaluable data and metrics. With many people attending online you can access data on which subjects attract the most visitors, duration of attendance, and attendees’ country of origin in order to identify new markets for your content.

Hybrid event challenges to look out for

With two audiences to take care of at once, hybrid events can be challenging. Be aware of these common challenges:

• Getting your ticket pricing right. Once you've considered equipment costs, venue hire, decoration, and refreshments, the in-person element of your event gets expensive. But your virtual attendees won't want to foot the bill when they join from their living room, so you should offer distinct ticket tiers according to access type.
• Delivering value to exhibitors and sponsors. Sponsors might be unsure how their brand will be advertised in the digital space. To alleviate any fear of limited exposure, you can organize sponsor-branded activities, play pre-recorded sponsor content, and prominently display sponsor banners and graphics both in-venue and online.
• Picking the right venue and virtual platform. Make sure the venue has a strong, stable internet connection and good WiFi and that your virtual platform has audience engagement features and dedicated customer support teams like those offered by Livestorm.
• Managing different time zones. Attendees joining from all over the world means you have to contend with competing time zones. To combat this, use registration data to understand where the majority of participants are coming from and pick a time to suit them. If you use a virtual event platform like Livestorm to take registrations, you can easily access this data from the analytics dashboard.
• Bridging the gap between online and in-person attendees. It’s very easy for online attendees to feel like they’re isolated at a hybrid event. Broadcast virtual attendees’ messages, poll responses, and questions onto screens at the in-person venue and organize activities that allow all viewers to participate.

Virtual vs. hybrid events: what’s the difference?

Trying to decide between virtual and hybrid events? Here's what you need to know:

• Virtual events like conferences and webinars, take place 100% online using video conferencing software to connect speakers and audience members remotely.
• Hybrid events combine an in-person element with a virtual component, such as digital networking or virtual speakers participating via livestream.

Virtual or hybrid events: Things to consider

So, how do you choose which type of event is best for your business? Here are a few things to consider.

Your attendees. Who are they, and how would they prefer to attend? If you’re offering training to employees of a multinational remote company, an online event is the best way to make sure everyone can attend.
Your format. Hosting a charity auction? A hybrid event will give audience members opportunities to browse auction items and interact with charity reps online and in person.
Your budget. Is the sky the limit? In that case, a hybrid event is for you because you can maximize engagement without worrying about equipment costs. If money is tight, go for a virtual event to eliminate venue costs and lower travel expenses.
Your timeline. Do you have a year to plan this thing or just a week? Tight deadlines mean online is the only option. Video conferencing software like Livestorm lets you set up events in minutes.
Your KPIs. What are your event goals? If reaching the broadest possible audience is a priority, go for hybrid. People will be free to attend in the way that interests them, plus you’ll be able to record the event to distribute it even further after the fact.

What are virtual events pros and cons?

Online events are great for imparting complex knowledge or encouraging sales. Good virtual event software should allow for screen sharing, presentations, polling, and Q&A upvoting. Great virtual event examples include educational webinars, training courses, and client onboarding.

Use this breakdown to decide if virtual events are the right option for your needs.

The pros of virtual events

• Super fast setup. You can set up a virtual event in just a few clicks. And automated webinars make it even easier to plan regular low-effort events.
• Lower costs. Digital resources like presentation slides and e-books are inexpensive compared to print-outs and physical booklets. And you can forget venue hire, travel costs, and other onsite expenses.
• Greater analytics. A strong virtual event platform like Livestorm automatically processes data to populate sleek reporting dashboards and give you a clear picture of the event’s success.
• Fewer barriers. Without travel implications or a major time commitment, virtual events can be more accessible. It's easier than ever to create immersive virtual spaces.
• Lower ecological impact. Compared to in-person events, which can generate a lot of waste and carbon emissions, virtual events can be the greener option with a smaller carbon footprint.

The cons of virtual events

• Limited networking. Some people prefer in-person networking and find it challenging to engage with other audience members online. But huddle rooms can help bring people together and break the ice.
• Fear of technical issues. It happens. Sometimes connection issues occur and viewers get frustrated. But a little forward planning will help you anticipate errors. Plus, using a browser-based platform like Livestorm allows attendees to join with just one click.
• Risk of distractions. You might find participants are less focused if joining on the go, from noisy coffee shops, or while the kids are home. Make the most of engagement features like Q&As and emoji reactions to capture their attention.

How to host a hybrid event

Looking for hybrid events best practices and tips for planners? Follow these 15 steps to host a seamless event.

1. Create a hybrid event checklist

Start by brainstorming hybrid event ideas. Then, lay out every task that needs completing and set a firm but realistic deadline for each one.

Create a checklist so you know what needs doing and can tick each step off as you go along. Include these steps:

1. Book a live venue
2. Choose a virtual conference platform
3. Secure audiovisual equipment and operators
4. Plan the sessions
5. Find speakers
6. Reach out to sponsors
7. Market the event
8. Plan the entertainment

2. Get to know your audience

There’s no point in planning a fantastic networking session if your audience will find more value in educational content like a live panel discussion and Q&A.

So, do your market research and define your event goals before you settle on a theme. From there, you can choose an event format, create your event planning checklist, and book relevant speakers.

3. Choose the right type of hybrid event

There are four different types of hybrid events. Pick one to suit your hybrid event strategy:

• Simultaneous. Also known as a true hybrid event, in-person and virtual audiences attend a live event simultaneously, and all attendees can interact.
• On-demand. This event is designed for in-person attendees, but a recording is available to virtual audiences afterward.
• Hub-and-Spoke. This format uses a "hub" where the presenters and some of the attendees are based as well as a series of "spoke" locations where smaller groups of attendees gather together and join virtually.
• Live Studio Audience. Speakers perform to a smaller in-person audience but a wider group of virtual attendees, like a live television show.

4. Pick the best hybrid event platform

Choosing the right hybrid event solution can make or break your event. Here are some of the best virtual event platforms to consider:

1. Livestorm has a wide range of interactive features to keep virtual attendees engaged. Our platform has an intuitive analytics dashboard and can host up to 3,000 people, making it a strong contender for small to medium-sized events like hybrid and virtual panel discussions.
2. Bizzabo isn’t the most flexible option on the market, but it has integrations with the most common marketing tools around, making it the right choice if you’re looking for an impressive marketing tech stack.
3. Vfairs offers impressive 3D virtual environments to make online attendees feel like they’re at the venue. It’s the right choice if immersion is a priority, just be aware of the hefty price tag attached.
4. 6Connex is best for large organizations, owing to its enterprise-grade security and ability to host tens of thousands of attendees, but its interface isn’t the easiest to navigate.

5. Establish your hybrid event timeline

The worst thing you can do is not give yourself enough time to prepare for your event. Make sure you start hybrid event planning well in advance and create a timeline that considers your goals, resources, and budget.

Consider using a virtual event platform like Livestorm to handle registrations, as you’ll be able to customize the cadence of your email reminders to suit your timeline.

6. Reach out to speakers

Booking relevant speakers with a following of their own will help attract a larger audience and drum up anticipation for your event. Look out for speakers who:

• Are experts in their fields
• Have some experience with public speaking
• Are well known (at least to your target audience)
• Have good communication skills to keep an audience engaged
• Meet the limitations of your budget

7. Create registration pages

For the highest number of signups you need a clear, attractive registration page that gives attendees the essential information without bogging them down with too many details.

For example, Livestorm’s registration pages are optimized for conversion, but you can still customize them to amplify your brand. Livestorm also offers a registration widget that you can embed onto relevant web pages.

8. Begin hybrid event marketing

When promoting your next event, consider using a marketing app that integrates with your event platform to automate tasks and nurture leads through your sales funnel. We recommend HubSpot, Marketo, and Pardot.

Your marketing assets should be simple, engaging, and optimized to share on social media. Remember to clarify what’s available for each ticket type to minimize queries and build anticipation as you promote your hybrid event.

9. Send automatic invites and reminders

Take a proactive approach and send out invites and reminders to your mailing list, past attendees, and any other relevant leads you already have. Your event platform should have useful features to help. Livestorm offers:

• Unlimited customized reminders and follow-up emails
• Email delivery status notifications
• Integrations with apps like Mailchimp for custom emails and engagement analytics
• One-click invite to easily add your contacts and invite them to your event

10. Perfect your hybrid event setup at the venue

Avoid technical problems on the big day and make sure everything is set up at the venue. For a hybrid event, this will mean checking that audiovisual equipment like cameras, lights, and microphones are working correctly.

11. Appoint a moderator

Your event host should know how to moderate panel discussions and engage the crowd. But you also need a moderator who can boost interaction between virtual attendees, use virtual engagement features, and assist in Q&A discussions.

Your moderator should have good communication skills, show diplomacy, and be considerate of other people. Finally, give them the power to mute and remove virtual participants, in the unlikely event that anyone acts inappropriately.

12. Project poll results

To keep a hybrid event audience engaged, use live polls and project the results for the audience. Livestorm has a polling feature that lets you share the results in real-time. There are also some great poll apps out there that can integrate with your hybrid event platform such as Slido and Pigeonhole Live.

13. Share on-demand events

It’s likely some registrants will miss part or all of the event, so get a recording and share it on-demand.

Livestorm offers automatic recordings and follow-up emails, giving audiences a chance to catch what they missed or re-watch useful sessions. You can even repurpose recordings for gated content, training materials, or lead generation.

14. Request feedback

Analyzing feedback will help you improve your next event, so don’t miss an opportunity to find out what your audience thought. Set up an automatic email to send a day or two after your event with a link to a quick, focused survey on Typeform or SurveyMonkey.

15. Analyze hybrid event statistics

If you’re using a platform like Livestorm you’ll be able to export detailed analytics and data to measure the event’s performance and glean useful marketing information. Be sure to assess:

• Registrations to absence ratio
• Engagement levels
• Attendance drop-off rate
• Audience demographics
• Chat messages, Q&A questions, and poll results
• On-demand replay data
• Conversion rates and ROI

Hosting hybrid events that shine with Livestorm

So, how to plan a hybrid event that will actually engage your online audience and in-person participants? Here’s a recap:

• Choose a venue with a strong, stable internet connection
• Hire speakers who’ve done it before
• Find a moderator to connect the two audiences
• Market and ticket the event carefully
• Use digital engagement tools like polls
• Analyze post-event feedback and attendance data

You need the right software to bring your virtual event to life. But Livestorm is the top choice for virtual event software that focuses on virtual engagement and event analytics. Plus, with Livestorm, you’ll be able to send automatic email invites and follow up with on-demand replays.

Sign up for a free Livestorm account and set up your first hybrid event today.

Frequently asked questions about hybrid events

What are the hybrid event best practices for hosts?

The hybrid event best practices for hosts are:

• Give equal value to virtual attendees and the in-person audience
• Triple check your presentation materials
• Rehearse the event and practice presenting to a camera
• Make sure all audiovisual equipment is working correctly
• Establish back-ups for everything

What equipment is needed for a hybrid meeting?

The equipment needed for a hybrid meeting is:

• Camera
• Microphone
• Lights
• Speakers
• Digital screen/projector
• Hybrid event platform, like Livestorm

What is hybrid event ROI?

Hybrid event ROI depends on a variety of factors but your ROI will typically increase right along with your overall expenditure. To make this increase in ROI more likely, create a detailed plan for your event and choose a hybrid event platform like Livestorm for a seamless experience.

What's the difference between hybrid and virtual?

Virtual events happen 100% online, while hybrid events may allow speakers or audience members to gather in the same physical location. Hybrid events, use live streaming software to create a virtual experience for viewers who don't attend in person.

Do people prefer virtual or in-person events?

42% of virtual attendees who would have preferred an in-person event said they would still repeat the experience of attending an online event, according to Bizzabo.

However, participants typically have different reasons for attending virtual events over physical events and vice versa. Therefore there isn’t necessarily a more popular format. Hybrid events offer the best of both worlds.

Can virtual events replace in-person experience?

Virtual events may never directly replace face-to-face experiences, but the best online events can actually enhance the event experience with the right use of engagement tools like automated Q&As, polls, emoji reactions and breakout rooms for networking opportunities.