How to Be a Pro On Hybrid Events Guide

At Cavendish Venues, we have designed many conference venues specifically for hybrid events in the West End and the City of London. If you are planning a hybrid conference in London, please get in touch. We are confident we can offer market-leading facilities, pricing, and customer service.

Hybrid events combine in-person and virtual experiences to ensure wider reach, increased engagement, and adaptability to changing circumstances. If you are wondering if a hybrid event is better suited for your next conference, this comprehensive guide will provide valuable insights in to the relevance and benefits of hybrid events in 2024 and step-by-step planning considerations to ensure your event's success. Get ready to unlock new possibilities and deliver memorable experiences for all attendees.

What Is A Hybrid Event?

CVENT says a hybrid event is a unique gathering that “attracts both in-person and virtual attendees.” It allows participants to attend either physically at a designated venue or remotely from their own locations via online platforms. The primary purpose of a hybrid event is to engage a broader audience, provide flexibility, and enhance the overall event experience by offering a seamless blend of traditional face-to-face interactions and modern digital engagement.

Virtual vs Hybrid Events

Virtual events take place online, offering accessibility but limited physical interaction. Hybrid events combine virtual and in-person elements, catering to broader audiences with the flexibility of remote attendance and the engagement of live participation. While virtual events arecost-effective and inclusive, hybrid events suit conferences and trade shows, allowing a dynamic blend of global reach and in-person networking. 

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A virtual event is entirely online; participants attend remotely from their devices, such as computers or smartphones. It involves a digital event setup with interactive features like live streaming, webinars,virtual booths, and chat functionalities. The audience can be geographically diverse and will suit an event that’s targeting a wider reach, knowledge sharing, networking, or lead generation.

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Hybrid Event Examples

A hybrid event format can be adapted to a variety of event types. Whether you're hosting an internal event dedicated to employees or an external event catering to clients - a hybrid format could help maximise success.

Here are some prime examples of hybrid events:

 

  • Training workshops
  • Team building events
  • Town hall meetings
  • Product launch events
  • Industry conferences
  • Trade shows
  • Webinars and seminars
  • Networking events

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Internal hybrid event

An internal hybrid event combines in-person and virtual elements specifically designed for an organisation's internal audience. It caters to employees, team members, stakeholders, or partners and aims to offerbetter communication, collaboration, training, or team building among a specific group. The in-person attendees may be employees at a physical venue, while remote employees or stakeholders join virtually online. Internal hybrid events offer the flexibility to engage a diverse internal audience, whether they work on-site or remotely, promoting unity and a sense of belonging within the organisation.

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External hybrid events

An external hybrid event combines in-person and virtual elements, catering to an external audience beyond an organisation's internal members. External participants, such as clients, delegates, stakeholders, orindustry professionals, can join physically at a designated venue or remotely via virtual platforms, providing more comprehensive outreach and engagement opportunities.

Explore these example internal hybrid events that couldenable your organisations to connect with global audiences, expand reach, and create impactful experiences that transcend geographical limitations:

  • Industry conferences - Hosting conferences that allow both physical attendance  and virtual participation for attendees from other regions.
  • Trade shows - Organising trade shows where exhibitors and visitors can interact in person while providing virtual access for those unable to attend in person.
  • Webinars and seminars— Conduct webinars and seminars that enable on-site and remote  participation, attracting a diverse audience.
  • Networking events - Arranging networking events that combine in-person discussions with virtual meeting spaces for broader networking opportunities.

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When To Host A Hybrid Event?

Hybrid events are particularly suitable for conferences that benefit from a blend of in-person and virtual experiences, catering to diverse audiences and offering enhanced engagement for attendees. They have emerged as a transformative approach to modern events, embracing the best of both worlds and opening up exciting opportunities to reach global audiences, enhance engagement, and offer inclusive experiences. According to leading global event agency BCD Meetings & Events, offering hybrid solutions creates unique experiences for delegates by providing them with “multi-faceted options” for interacting with content.

However, navigating technical complexities, ensuring seamless integration, and balancing virtual and physical interactions require careful planning and execution.

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Advantages of hybrid events

Hybrid events provide a versatile and inclusive platform combining the best physical and virtual experiences, delivering numerous benefits to organisers, participants, and the environment.

  • Increased event attendance—Hybrid events allow participants to choose between attending in person or remotely, leading to higher overall attendance rates. This benefits event hosts by expanding their audience reach and attracting more attendees who might not have been able to attend their physical event due to travel constraints or other reasons.
  • Higher engagement rates—With interactive virtual features like live Q&A, polls, and networking tools, hybrid events can boost engagement levels  among both in-person and online audiences. This benefits event hosts by  creating more immersive and participatory experiences, increasing attendees' satisfaction, and creating meaningful connections with the content.
  • Environmental benefits - By reducing the need for extensive travel and physical resources, hybrid events have a smaller carbon footprint than traditional in-person events. Event hosts can take pride in their efforts to contribute to sustainability and environmental responsibility, aligning their brand with conscious practices.

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Challenges of Hybrid Events 

Hosts of a hybrid event must consider each important factor carefully to ensure a seamless and inclusive experience for both in-person andvirtual attendees:

  • Synchronising  online and in-person - Careful planning is essential to synchronise  the event schedule and content delivery for both audience types. Event     organisers should ensure that sessions, presentations, and interactive elements are well-timed and balanced, allowing both groups to participate fully.
  • Catering to different time zones—For international conferences, recognising the diverse time zones of virtual attendees is crucial for engagement. When     scheduling sessions, hosts should try to accommodate different time zones and provide on-demand access to recorded content for those unable to attend live.
  • Ticketing strategies for different audiences—Hosts must create ticketing strategies that cater to in-person and virtual audiences. This could involve offering     different ticket tiers and discounts for virtual attendees and considering access levels based on ticket types.
  • Choosing  the right venue and online platform - Selecting an appropriate physical venue that meets safety and accessibility requirements is crucial  for in-person attendees. Additionally, the online platform for virtual participation should be user-friendly, reliable, and capable of supporting the event's interactive features and networking opportunities.

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How To Plan A Hybrid Event

According to the 2023 C&IT State of the Industry survey, many event planners foresee the longevity of hybrid events, particularly amid an ongoing cost of living crisis. They believe that the hybrid format will persist as apreferred event model in the foreseeable future.

Planning a successful hybrid event in 2024 involves a comprehensive and well-organised approach catering to in-person and virtual audiences. Unlike traditional ’in-person’ event planning, hybrid events require careful consideration of technical aspects, content delivery for both formats, synchronisation of schedules, and inclusive strategies for global delegates. This approach ensuresa successful and engaging event that offers more expansive reach, higher flexibility, and a balance between physical interactions and modern digital engagement.

Check out our comprehensive event planning checklist, which offers a step-by-step guide to planning a successful event.

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1. Establish goals and objectives

In the hybrid events planning process in conference venue, the first step is to define clear and measurable goals and specific objectives for the event. This involves determining the overarching purpose of the event, what event organisers want to achieve, and the expected outcomes. Establishing these goals is crucial as it provides a solid foundation for decision-making and ensures that all aspects of the hybrid events are aligned with the intended outcomes.This step is vital for hybrid events compared to regular in-person events because integrating in-person and virtual components requires careful planning to effectively engage both physical and online audiences.

2. Set the event budget

Hybrid event budgets can be calculated consideringt echnology expenses, production fees, marketing, and other operational costs. Considering the budget early in the process is crucial, especially for hybrid events, as they often require additional expenses for virtual platform subscriptions, live streaming equipment, internet connectivity, and technical support. By addressing the budget early on, event planners can make informed decisions, allocate resources effectively, and ensure a seamless hybrid experience thataligns with their goals and audience expectations.

Here are three practical tips to help you establish acomprehensive and realistic budget:

  • Differentiate  in-person and virtual costs - Identify and separate the costs  associated with the in-person and virtual aspects of the event. This will  help you allocate resources effectively and understand the financial  impact of each component. Consider factors such as venue expenses, audio-visual equipment, staffing for the physical event, virtual platform subscriptions, live-streaming equipment, and technical support for the online audience.
  • Plan for contingencies - Hybrid events can present unforeseen challenges, so allocating a portion of the contingency budget is crucial. During planning, unexpected technical issues, last-minute changes, or additional requirements may arise. Having a contingency fund will ensure you can handle these situations without compromising the quality of the event.
  • Evaluate ticketing strategies - Explore tiered ticketing options for in-person and virtual attendees. Different ticket packages can help generate revenue and cater to varying budgets and attendee preferences.

3. Develop Audience Personas

In the hybrid event planning process, it is essential toconsider audience personas and fictional representations of the different types of attendees expected at the event. Each persona embodies specific characteristics, preferences, and needs that help event organisers understand their diverse audience. These personas are crucial to consider when planning a hybrid event because they provide valuable insights into in-person and virtual participants' expectations and engagement preferences. Tailoring the event experience to cater to these personas ensures a more personalised and engaging event, increasing attendee satisfaction and successful outcomes.

Hybrid audiences should be split into two broad groups: in-person delegates and online delegates. In-person delegates include anyone physically present at the event venue, while online delegates will participate remotely through virtual platforms. It's important to note that each group may consist of multiple personas with varying interests, preferences, and backgrounds.

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Example in-person audience profile:

  • Attendance motivation - In-person attendees are often motivated by the desire for face-to-face interactions, networking opportunities, and experiencing the event's physical atmosphere.
  • Commitment to travel - They are typically more committed to travel and willing to make arrangements to attend the event at the designated venue.
  • Lifestyle factors—In-person attendees might be more likely to have flexible schedules or live near the event location, enabling them to participate on-site.
  • Time zones - Time zone considerations are less of a concern for this group since they are attending the event in the same geographical region as the event's time zone.

Example online audience profile:

  • Attendance  motivation—Online attendees are motivated by convenience, accessibility, and the ability to participate from any location with an internet     connection.
  • Commitment to travel - They may prefer to avoid the logistical challenges and  costs associated with travel, making virtual participation more appealing.
  • Lifestyle factors - Online attendees might have busy schedules, work obligations, or geographic constraints, making virtual attendance a more practical option.
  • Time zones—Time zone differences are a significant consideration for online attendees, as the event schedule must accommodate participants joining from various parts of the world.

4. Decide on a date

Event organisers must carefully select the hybrid event date, considering several key factors. Common considerations include the availability of key speakers and participants, industry-specific events, and the scheduling preferences of both in-person and online audiences. One significant advantage of hybrid events is the increased flexibility in choosing dates since the event can accommodate in-person attendees' travel availability and the varying time zones of online participants. This flexibility allows event planners to optimise attendance and engagement, ensuring attendees' more inclusive and convenient experiences.

5. Find a hybrid venue and online platform

Event organisers must select a suitable in-person venue and an appropriate online hosting platform. These practical elements must be nailed down simultaneously, as they go hand in hand to ensure a cohesive and seamless event experience. The chosen in-person venue should have the necessary technology and infrastructure to support the virtual components, while the online hosting platform must complement the event's physical setup.

Below are the top three things to look for in a physical venue or an online platform.

Physical venue

  1. Technology infrastructure—To support seamless virtual interactions, the conference venue should have a robust technology infrastructure, high-speed internet     connectivity, audiovisual equipment, and reliable live streaming capabilities. 
  2. Space flexibility—It is crucial to have a versatile space to accommodate  in-person attendees and any necessary virtual production setups. This includes designated areas for virtual presenters, production teams, and equipment.
  3. Hybrid-friendly layout—This layout promotes engagement and interaction among in-person attendees and includes areas for virtual attendees to connect virtually,     fostering a cohesive experience between both audience groups.

Online platform

  1. Interactive features - The online hosting platform should offer interactive features like live chat, Q&A sessions, virtual networking lounges, and  polling to facilitate engagement and participation for virtual attendees. 
  2. User-friendly interface - An intuitive and easy-to-navigate platform ensures virtual attendees can access event content and interact seamlessly without     technical difficulties. 
  3. Scalability and reliability—The platform should be scalable to handle high attendance numbers and reliable to prevent downtime or disruptions during the event,     ensuring a smooth virtual experience for all participants.

Cavendish Venues 4 Central London Venues are award-winning venues that combine cutting-edge technology with flexible spaces to deliver a seamless blend of in-person and virtual event experiences. Equipped with state-of-the-art technology infrastructure, our venue ensures smooth live streaming, engaging virtual interactions, and high-speed internet connectivity. Our hybrid-friendly layout caters to the needs of both in-person and virtual attendees, fostering meaningful connections and enhancing audience engagement.

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6. Plan the programme (for both audiences)

Event organisers should focus on crafting a comprehensive programme catering to in-person and online audiences. When organising the daily schedule, consider both audiences to ensure that all participants have accessto relevant content and interactive sessions. Overlapping schedules enable shared experiences, such as keynote presentations, panel discussions, or live entertainment, fostering a sense of unity and engagement between both groups.

Key program considerations for both online and in-person attendees:

  • Content  delivery—Ensure a balanced mix of live presentations, on-demand content, and interactive elements to effectively engage in-person and online     audiences.
  • Synchronised  programming - Offer simultaneous experiences for both groups, with overlapping sessions and shared events to create a cohesive and unified     event atmosphere.
  • Accessible materials - Make event materials and resources available to both audiences, ensuring that virtual attendees can access presentation slides,     handouts, and other relevant content.
  • Hybrid-friendly sessions—Design sessions that cater to in-person and virtual attendees,  enabling them to interact and collaborate seamlessly across different     formats.
  • Flexibility and breaks - Allow sufficient breaks in the schedule to accommodate the needs of both groups, considering the potential for technical troubleshooting and to prevent attendee fatigue.
  • Inclusive social activities - Plan social activities that facilitate networking and relationship-building for in-person and virtual attendees, enhancing the overall event experience.
  • Consistent event messaging - Ensure consistent messaging and branding throughout the event to maintain a cohesive experience for all participants, regardless of their attendance mode.

7. Promote the hybrid events

Promotion is essential for all events as it raises awareness, attracts delegates, and communicates the event's value proposition. For hybrid events, promotion is crucial in highlighting the benefits ofattending in person and virtually, emphasising the event format's flexibility and inclusivity. Marketing efforts must target in-person and online audiences, utilising various channels to engage diverse participants and create a seamless and memorable event experience.

Online promotion:

  • Leverage  social media—Use various platforms to create engaging content, including  event teasers, speaker highlights, and behind-the-scenes glimpses.     Encourage attendees to share their excitement and experiences using event-specific hashtags to amplify reach.
  • Email  marketing campaigns—Develop targeted email campaigns to reach potential  attendees. Personalise the messages based on the audience's preferences,     highlighting the benefits of attending in person and virtually and providing  clear calls to action for registration.
  • Virtual  event platforms - Use the virtual event platform to promote the event  to online participants. Set up a user-friendly event landing page, offer previews of the virtual experience, and provide access to event resources and materials to entice attendees.

Offline promotion:

  • Printed collateral - Distribute printed materials such as flyers, posters,  and brochures at physical locations and industry events. Highlight the hybrid  event's unique value proposition and include QR codes or links to the event website for easy registration.
  • Networking  events - Attend in-person networking events, trade shows, or conferences to build connections and promote the hybrid event to relevant ndustry professionals. Share event details during speaking engagements or networking opportunities to pique interest.
  • Media coverage—Contact industry-specific media outlets to secure coverage and feature articles about the upcoming hybrid event. Press releases can     significantly increase event visibility and attract a diverse audience.

By combining these online and offline promotion strategies, event organisers can effectively reach a broader audience, engage potential attendees through different channels, and create a buzz around their hybrid event.

If you are looking for effective ways to promote your upcoming event, check out our event promotion guide, which delves into the fundamental aspects of event promotion and explores the underlying principles and concepts that drive its success.

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8. Host for hybrid success

In the days leading up to the hybrid event, conducting atrial run becomes essential to avoid potential technical issues on the event day. A trial run provides a valuable opportunity to test the technology,equipment, and virtual platforms, ensuring they function smoothly and seamlessly. By simulating the event's flow and interactions, event organisers can identify and address any technical challenges or glitches in advance, minimising disruptions during the actual event. This step is crucial for delivering a flawless and professional experience for both in-person and online attendees, ultimately contributing to the overall success and satisfaction of the hybrid event.

Best practice hosting tips for hybrid events:

  • Assign two hosts - Assigning two hosts, one for the in-person audience and  another for the online attendees, ensures that both groups feel equally engaged and included throughout the event. This dynamic duo can manage interactions, introduce speakers, and offer seamless communication between audience types.
  • Ensure speakers engage with both audiences—Instruct speakers to acknowledge and  address in-person and virtual attendees during their presentations. Please     encourage them to use the virtual platform's interactive features to conduct live Q&A sessions and polls, ensuring active participation from both audiences.
  • Facilitate networking online and offline—Provide opportunities for networking and connection-building between in-person and virtual participants. Virtual attendees can be integrated into networking sessions through virtual breakout rooms or dedicated virtual networking areas.
  • Incorporate interactive sessions—Include interactive elements throughout the event to encourage participation and create an immersive experience. Use live     polls, quizzes, group discussions, and virtual team-building activities to keep online and in-person attendees engaged, making the event memorable and enjoyable.

9. Perform post-hybrid event tasks

Hybrid events are well-suited to measuring success due tothe wealth of data generated from in-person and virtual interactions. Event organisers can assess attendance rates, engagement levels, content popularity,and networking interactions for both audience types, gaining a comprehensive understanding of the event's impact. Leveraging these insights, event organisers can identify areas for improvement, assess ROI, and strategize for future hybrid events, ensuring continuous improvement and delivering exceptional experiences for all participants.

Measuring success online vs. in-Person

  • Analyse data sources - Analyse data from both virtual and in-person platforms, including attendance rates, engagement metrics, and session feedback, to assess the event's success for each audience group separately.
  • Assess goals and objectives—Evaluate whether the event achieved its predefined  goals and objectives for online and in-person audiences. This assessment will help determine whether the event successfully met the needs and  expectations of key stakeholders.
  • Gather  testimonials - Collect testimonials from online and in-person attendees to understand the event's impact on their professional growth, networking opportunities, and overall experience.

Following up with feedback forms

  • Prompt delivery—Send feedback forms to both in-person and virtual attendees shortly after the event, maximising response rates and capturing thoughts while the event experience is fresh in attendees' minds.
  • Tailor questions—Customise feedback forms to address specific aspects of both audiences’ experiences, understanding the unique challenges and     opportunities faced by in-person and virtual participants.

Sharing event highlights

  • Create engaging content—Curate highlights of key moments, insightful sessions, and memorable networking interactions from the event's in-person and virtual aspects to create engaging content.
  • Share content on various channels - Share event highlights on social media, event websites, and post-event newsletters, reaching both in-person and  virtual attendees to relive the event's best moments and generate excitement for future conferences.

Cavendish Venues:

  • Conference Venues in the City of London and the West End
  •  No venue is more than a 4 min walk from an Underground Station
  • Seating up to 350 delegates
  •  Accommodating 25 3m*2m exhibition stands
  •  Market Leading Customer Service

Get in touch now on 0207 706 7700 or enquiries@cavendishvenues.com