A hybrid event is a gathering that combines both in-person and virtual elements, allowing participants to attend either physically at a specific location or virtually through online platforms. This format leverages technology to provide a more inclusive and flexible experience, catering to a wider audience. 

Planning a hybrid event requires careful consideration of both in-person and virtual experiences to ensure a seamless, engaging, and inclusive event. Bringing real-world and digital attendees together comes with its fair share of complexities and challenges, from choosing the right technology platform and coordinating logistics to executing the event A/V and ensuring the experience runs without technical issues. That’s why we recommend working with hybrid event experts like Virtual Approval – the only way to ensure that your next hybrid event is truly enjoyable and inclusive!

Hybrid event production is essentially producing a live in person event, while simultaneously producing a slick virtual event, and weaving the 2 experiences together so it’s all interlinked. This requires a lot of thought and planning, the right connectivity, plus some carefully configured equipment and crew such as cameras, a sound desk and live streaming engineers. 

During the event, in-person and virtual elements will come together seamlessly! A live stage with speakers presenting to the physical audience goes hand-in-hand with a live stream of the event, screens displaying the video feeds of the online audience to those in the room. It often also includes interactive features such as live polls or Q&As. More than anything, hybrid events leverage the best of both worlds, providing flexibility and inclusivity while maximising engagement and reach

Hybrid events surged in popularity during the pandemic and remain the most popular form of event format to this day. They combine the best of both in-person and virtual experiences, providing unparalleled flexibility, inclusivity, and reach. Given the numerous advantages and the evolving nature of work and social interactions, hybrid events are well-positioned to remain a significant and permanent part of the event landscape.

A key feature of a hybrid event is the use of video conferencing tools, live streaming, and interactive platforms to bridge the gap between in-person and virtual attendees. They often feature Q&A sessions, live polls, and chat functionalities to engage both sets of attendees and encourage networking opportunities through virtual breakout rooms or online discussion forums. 

There are many benefits to hybrid events, including reach, flexibility, budget, sustainability and analytics. They attract attendees who may not have been able to travel to the event, thereby expanding the potential audience, they offer participants the choice to attend in the format that best suits their needs, they reduce travel and accommodation costs for virtual attendees and have the potential for higher ROI due to broader participation, they have a lower carbon footprint with reduced travel and resource consumption, and they allow rich data collection from virtual platforms providing insights into attendee engagement and preferences. The challenges of hybrid events – like technical issues, engagement balance and content delivery – can all be mitigated with the support of a professional hybrid event company (like Virtual Approval!) We make sure your audio and video content remains consistent so in-person and virtual attendees can have equally engaging, valuable experiences.

The main difference between a hybrid event and a virtual event lies in the format and audience participation options. A hybrid event combines both in-person and virtual elements, allowing attendees to participate either on-site or online, whereas a virtual event is – you guessed it – entirely virtual, taking place entirely online with no physical gathering of attendees. These types of events are best for situations where attendees can’t travel (like during COVID!) or when the host wants to reach a global audience without the logistical challenges and costs of a physical event. Virtual events are most suitable for webinars and online workshops. On the other hand, hybrid events are ideal when you want to combine the benefits of physical presence, such as networking, with the flexibility of virtual attendance. They work really well for large conferences, trade shows and events where a physical presence enhances the experience. Remember though, for either event type, it’s best practice to partner with hybrid event experts who know exactly what they’re doing.