Hybrid events combine in-person attendance with virtual participation via livestream. The focus is on active interaction between all participants – both online and on-site – facilitated by dedicated platforms with multiple interactive tools.

By merging in-person and online participation, hybrid events are ideal for all event types. The benefits are clear: flexibility, increased attendance, wider reach, interactive tools and GDPR-compliant data management, to name a few.

Hybrid events require considering numerous factors: technology, speakers, interaction options and storytelling. For guaranteed success, we recommend working with a hybrid event provider. Mainfilm specializes in planning and executing hybrid events.

Key elements for hybrid events include the use of multiple high-quality cameras, a dedicated internet connection, a flawlessly operating control room, a platform for interactions between online and on-site participants, as well as sound and lighting technology.

Hybrid events are a combination of in-person and virtual events. They are fully pre-organized events that allow participants, whether remote or on-site, to interact with each other.

A common misconception in the industry is the assumption that hybrid events only require a live stream. However, a successful hybrid event requires the same elements and functions as a purely physical event. You should also consider the following points:

• Creating engaging content:
  Your content is likely even more important for a hybrid event. Not only must the in-person participants be engaged, but the virtual ones should also be included throughout the entire event. Ensure that all speakers are prepared and that both participant groups can interact equally.
• Market your hybrid event:
  A hybrid event attracts both in-person and virtual participants. This means you can multiply the number of attendees. Create campaigns around your hybrid event so potential participants can learn about it. As a hybrid event provider, we naturally support you in this.
• Scheduling:
  When some attendees participate virtually and others in person, it becomes more challenging to plan meetings. You can use a scheduling tool to block times in the calendars of participants or speakers, reserved for networking, for example. This way, both virtual and in-person participants can see availabilities in each other’s calendars and networks.

It’s important to understand that organizing a hybrid event is not the same process as organizing in-person or purely virtual events.

You no longer deal with just one type of participant. With hybrid events, you must implement strategies that satisfy both a physical and virtual audience simultaneously. Even more importantly, you must bridge the gap between these two experiences. This is where we come in as hybrid event providers. We always focus on the audience experience.

Hybrid events are very versatile. Here are some hybrid event examples to give you an idea.

• Meetings and assemblies,
• Conferences,
• Seminars,
• Workshops,
• Presentations,
• Trade fairs and congresses,
• (Art) exhibitions and (theater) performances,
• Concerts and festivals,
• Training and professional development,
• Presentations and sales events,
• Sports events

A hybrid event is any type of event that combines aspects of in-person and virtual events into a comprehensive experience. It is a mixed format where participants can engage either at the physical venue or digitally through live technology (i.e., livestream + livestream platform). Regardless of how they choose to participate, all attendees can seamlessly interact with other guests, sponsors, and exhibitors.

Hybrid events are divided into two types: external and internal. An external hybrid event is a public or customer-oriented event, such as a trade fair or product launch. On the other hand, internal hybrid events are company-specific meetings (kickoffs, corporate retreats, etc.).

For a hybrid event, more is needed than just providing a livestream and a corresponding livestream platform. A holistic concept including role and task distribution, storytelling, and production direction is essential for a successful hybrid event.

You should consider these points:

• One Event, Two Experiences:
  Hybrid events are a balancing act between in-person and virtual participants. Both experiences need to be harmonized. The content is provided differently for both groups. We ensure that the livestream works properly and that moderators are prepared to speak in front of a camera. However, you don’t want your hybrid event to feel like two completely separate events – it is one event with two experiences. Make sure the content is relevant for both in-person and virtual participants, and that no joint activities are planned that isolate one group from participation.
• Engaging Content
  Content is probably even more important during a hybrid event than at an on-site event. It’s much harder to engage virtual participants through a screen. To make the content appealing, live polls or FAQs should be integrated to involve virtual participants. It’s also important to keep the sessions at a comfortable length – no one wants to watch a five-hour basic discussion.

Hybrid meetings serve as an interface between in-person and virtual participants of a meeting. The meeting is broadcast live to virtual attendees via a livestream. These participants can interactively take part in the hybrid meeting using features such as polls, live chat, or FAQs.

• Greater reach: By adding a virtual component, you can attract more participants to your event. Plus, you don’t have to worry about venue capacity or other limitations associated with purely physical events.
• Increased revenue: Thanks to the virtual audience, you can boost your event’s ROI. No virtual capacity limits means no restrictions on ticket sales.
• Greater inclusivity: Physical attendance isn’t always possible for everyone. A hybrid event allows your target audience to enjoy the event content regardless of circumstances.
• Measurable data: Hybrid event technology lets you automatically collect data and insights from both physical and virtual participants. Whether through information gathered in custom fields during online registration or via real-time polls and surveys during the event, you can obtain consolidated feedback and measure your performance.