One of the biggest challenges for event organisers today is how to recreate that sense of collaboration and connection when audiences aren’t all in the same room. Whether you’re running a virtual workshop, a hybrid conference, or an online team meeting, collaboration is what transforms events from passive viewing into active participation.
Done well, collaboration boosts engagement, supports learning, and leaves attendees feeling more connected — not just to the content, but to each other. Here’s our guide to designing collaborative virtual and hybrid events that truly deliver.

Why collaboration is essential in events

Collaboration is more than a “nice to have” — it’s a core driver of event success. When participants engage with each other, they:

• Retain more information because they’ve actively contributed.
• Exchange knowledge and best practices, creating richer outcomes.
• Feel more connected to other attendees and to the host organisation.
• Leave with practical takeaways that can be implemented straight away.

Without collaboration, a virtual or hybrid event risks becoming just another broadcast. With it, your event becomes a dynamic, interactive experience.

Plan collaboration into your event design

The most successful virtual and hybrid events don’t treat collaboration as an afterthought. They design it from the start. Ask yourself:

• What’s the purpose of collaboration? Are you looking for new ideas, deeper learning, networking, or problem-solving?
• Who needs to be involved? Some activities work best in small groups, others in the full audience.
• What tools will support interaction? The tech should enable, not complicate.
• Who will facilitate? Skilled facilitators are crucial for making people feel comfortable and heard.

By embedding collaboration into the event strategy, you make it easier to deliver meaningful engagement on the day.

The best tools for virtual and hybrid collaboration

The right platform can turn a flat online meeting into a dynamic, co-created experience. Here are some of our favourites:

• Miro / Mural – powerful online whiteboards that let groups brainstorm, map processes, and co-create in real time.
• Padlet – an easy-to-use digital idea wall, perfect for quick contributions, photos, and resources.
• AhaSlides / Mentimeter – great for live polls, quizzes, and word clouds that capture insights instantly.
• Zoom & Teams breakout rooms – tried-and-tested spaces for small group discussions, ideal for networking or problem-solving.
• FigJam – a flexible, visual collaboration tool from Figma that’s brilliant for sticky-note style brainstorming and quick ideation.

These platforms are fantastic for boosting engagement and learning, but here’s the catch: when facilitators try to run both the tech and the content at the same time, something usually suffers. That’s why partnering with an experienced Tech Producer is essential — so facilitators can focus fully on people, while the tech runs seamlessly in the background.

Formats that encourage collaboration

There’s no one-size-fits-all. Instead, think about variety and flow. Here are some collaboration formats that work well in virtual and hybrid events:

• Icebreaker exchanges – quick activities to get people contributing early.
• Live polls and word clouds – simple, visual ways to capture group sentiment or spark debate.
• Breakout brainstorms – attendees split into smaller groups to tackle a challenge, then report back.
• Interactive panels – the audience submits and upvotes questions in real time, making Q&A more dynamic.
• Idea swaps – participants share one idea, hack, or tip, and take one away from someone else.

The key is to keep energy levels high and make sure every attendee sees their contribution reflected in the session.

Keeping collaboration alive after the event

Collaboration doesn’t need to stop once the livestream ends. To extend impact:

• Summarise outputs – share highlights, notes, or screenshots from collaboration boards.
• Build digital communities – invite participants to continue discussions in a LinkedIn group, Slack channel, or Teams space.
• Invite ongoing contribution – publish blogs, toolkits, or case studies built from participant ideas.
• Celebrate input – credit contributors to encourage future participation.

This not only increases the ROI of your event but also builds long-term engagement with your audience.

Final thoughts

In today’s world of hybrid and virtual events, collaboration is the difference between an audience that simply watches and one that actively participates. With the right planning, tools, and facilitation, you can design events that spark connection, generate ideas, and create momentum long after the event ends.

At Virtual Approval, we know that facilitators deliver their best when they’re free to focus on people — not platforms. Our global team of trained Tech Producers runs the tools, manages the tech, and anticipates needs behind the scenes, so you can concentrate on creating impact.

Looking to make your next event more collaborative and stress-free? Get in touch with Team Purple and let’s make it happen.