How to Plan a Hybrid Event: The Complete Step-by-Step Guide

Planning a hybrid event can feel like hosting two events at once - one in person and one online. Balancing the needs of both can seem tricky, but with the right approach, you can create an event that delivers an engaging experience for both audiences.

The secret? A solid plan that covers everything from the technical setup to keeping your virtual and in-person guests equally entertained and engaged.

If you're feeling overwhelmed about how to pull it all together, don’t worry. Hybrid events might sound complex, but with the right guidance, they can be easier than you think.

In this guide, we'll walk you through how to plan a hybrid event from start to finish, so you can create a positive experience for both audiences with confidence.

What Is a Hybrid Event?

A hybrid event blends in-person and virtual experiences, allowing attendees to participate both on-site and online. It’s a flexible way to reach more people and keep everyone engaged, whether they’re in the room or the comfort of their own homes.

Whether it's a conference, workshop, or product launch, a hybrid event lets you cater to people who want that in-person interaction and those who prefer the convenience of attending virtually.

This way, you can reach a wider audience without forcing everyone to travel or be in the same room. Plus, they offer a mix of live and recorded content, so people can engage in real-time or catch up later.

It’s all about making the experience inclusive and accessible for everyone, no matter where they are.

REMEMBER: Don't confuse hybrid events with live-streamed in-person events!

Unlike the latter, a hybrid event is an experience where both in-person and virtual attendees engage simultaneously and get the same content. Basically, everyone receives the same interactive elements and participates at the same time.

What Are the Benefits of Hybrid Events?

Here are some reasons hybrid events are so appealing to organizers:

They reach a wider audience

With a hybrid event, you're no longer limited by location. People from across the globe can tune in without worrying about travel costs or logistics. Whether they’re sitting at the venue or watching from their couch, your audience can be much larger than just an in-person event.

Plus, if you record your sessions for attendees to view anytime, you can engage with audiences across time zones, making it an easy way to reach more people.

They offer a lot of engagement options

Successful hybrid events offer so many ways to engage with your audience. You can throw in live polls, Q&A sessions, virtual chat rooms, or social media hashtags to keep both in-person and online attendees involved.

These little touches make sure nobody feels left out, and you can keep the energy up across the board. Both groups feel connected and involved, no matter where they are!

They promote inclusion and accessibility

Not everyone has the time, budget, or ability to travel to an event. Hybrid events are a win for accessibility because they let people attend no matter their situation.

Whether it's a tight schedule, physical limitations, or budget constraints, your audience has more flexibility in how they participate. You’re opening up the event to a wider group of people who otherwise might miss out.

They are cost-effective

Hosting an entirely in-person event can be pricey. Think about the venue rentals, catering, travel, accommodations, the works, etc.

With a hybrid event, you can maintain the in-person experience while scaling back on those extra costs. Plus, you don’t have to choose a giant venue since many attendees will be virtual. You get the same impact without draining your budget.

They produce valuable data

With virtual event platforms, you can track everything from who attended to how long they stayed and what they interacted with. You can get real-time insights into what’s working and what’s not, and use this data to improve future events. Plus, gathering feedback is way easier when people can click a button to share their thoughts!

What Are the Challenges of Planning Hybrid Events?

Planning hybrid events definitely has its advantages, but it comes with its own set of challenges, too. Here are some of the tricky spots you might run into - and of course, how to tackle them:

Tech issues

One of the biggest headaches when planning a hybrid event is dealing with technology. You’re not just setting up for an in-person crowd, but also making sure the virtual audience has an equally smooth experience.

Internet issues, laggy streams, or malfunctioning microphones can ruin the vibe for those tuning in online. For example, imagine a keynote speaker’s mic cutting out right in the middle of an important point - your remote attendees miss it, and they’re left frustrated.

How to fix it: Always have backups! Make sure you’ve got a strong internet connection, test all your equipment before the event, and have a tech support team ready to jump in if something goes wrong. Recording sessions also gives you a safety net if someone misses something live.

Engaging two audiences at once

Keeping both virtual and in-person attendees engaged at the same time is tough.

Let’s say your in-person audience is enjoying a live Q&A session, but your remote attendees might feel like they’re just watching from the sidelines. It’s easy for online participants to get distracted or feel left out if the focus is too much on the live crowd.

How to fix it: Build in ways for your virtual audience to interact. Use live polls, Q&As, and chat functions to bring them into action. You could even assign a dedicated virtual moderator to keep the online energy going. Think of ways to bridge the two worlds, like having online attendees submit questions that get answered live.

Balancing the budget

Hybrid events can be more cost-effective than fully in-person ones, but they still come with their own expenses.

You’ve got to think about venue costs, tech rentals, live streaming platforms, and maybe even hiring a production crew. For instance, you might save on travel and accommodation for virtual speakers, but setting up the AV for a seamless broadcast could still eat up a good chunk of your budget.

How to fix it: Prioritize your spending. Focus on what’s essential to deliver a good experience for both audiences. Choose the right tech that fits your needs without going overboard, and consider sponsorships or partnerships to cover some costs.

Coordinating speakers for both formats

Getting speakers who can handle both live and virtual audiences is another challenge. Some speakers might be great on stage but struggle to connect with an online audience. Or worse, you could have a speaker who forgets to acknowledge the virtual crowd entirely, leaving them feeling invisible.

How to fix it: Prep your speakers in advance! Make sure they know how to interact with both the live audience and those tuning in online. Encourage them to address both groups and use interactive elements that include virtual attendees, like asking for questions from the chat or acknowledging comments. A little training goes a long way here.

Networking gaps

In-person attendees naturally have more opportunities to network, whether it’s over coffee or in breakout sessions. Online attendees, on the other hand, can feel disconnected from these networking moments. A lack of informal, casual interaction can make the online audience feel like they’re missing out on one of the biggest benefits of attending an event.

How to fix it: Create virtual networking opportunities. You can offer virtual breakout sessions, networking lounges, or even one-on-one video calls for online attendees. Use event apps or dedicated platforms that allow people to connect, chat, and set up virtual meetups. You could even mix the groups by pairing in-person and virtual attendees in a networking session to bridge the gap.

How to Plan a Hybrid Event in 14 Steps

Feeling overwhelmed by the idea of running a hybrid event?

Don’t worry, you’re not alone!

With the right strategy and a complete hybrid event planning guide, you’ll have everything you need to push you in the right direction and make your event a success:

Before the event

This is where most of the heavy lifting happens. Everything you do now will set you up for a smooth event later.

1. Set clear goals and define your KPIs

Before you get into the nitty-gritty of planning your event format, you need to define your goals.

Ask yourself: What do I want to achieve with this event?

Whether it's increasing brand awareness, generating leads, or educating your audience, being clear about your objectives will shape your whole approach.

Once you have your goals, figure out the key performance indicators (KPIs) that will help you measure success. This could include metrics like the number of attendees (both in-person and virtual), audience engagement (e.g., questions asked or polls completed), or even post-event feedback scores.

If your goal is lead generation, maybe your KPI is how many new contacts you gather. Setting these targets early will keep your event focused and measurable.

2. Identify your target audience

Next, think about who your event is for.

Are you targeting a specific industry, customer base, or geographic region? Defining your audience is key to tailoring the event to their needs.

For a hybrid event, you’ll have two audiences: in-person and virtual. They might have different preferences - some want more networking opportunities while others prefer easy access to recorded sessions.

By understanding what each group values, you can craft a hybrid experience that appeals to everyone.

3. Choose the right technology

You’ll need reliable streaming platforms, high-quality A/V equipment, and a solid internet connection to ensure your virtual audience gets a seamless experience. Consider using platforms like Zoom, Hopin, or even dedicated hybrid event software that offers interactive features (like polls and chats).

Make sure to test everything in advance. Nothing ruins an event faster than technical issues. And don't forget to have backups! Extra microphones, spare batteries, and a plan B if your internet goes down will save you a lot of headaches.

4. Select your venue and set up the layout

When choosing a venue for your onsite attendees, consider the tech needs. Does the venue have a strong internet connection? Enough space for cameras and streaming setups? Is the lighting good for video?

The layout is also important.

Make sure the setup works for both the physical and virtual experience. Your cameras should have a clear line of sight to the stage, and the sound should be crisp for both audiences. Think about how to involve the virtual audience, maybe by projecting live comments or questions onto a screen at the venue.

5. Build a killer event agenda

A well-thought-out agenda is key for keeping both in-person and virtual attendees engaged. You want a mix of content that works for both groups:

Avoid long, drawn-out sessions that could lose the attention of your virtual audience. Instead, break things up with interactive moments like live polls, Q&A sessions, or short networking breaks.
Consider time zones if your virtual audience is international. Staggered sessions or on-demand recordings can help include everyone.
Keep in mind that attention spans are shorter online, so keep the pace lively for a successful hybrid event!

6. Promote your event to the right channels

Once you’ve got your event plan in place, it’s time to spread the word:

Tailor your promotion strategy to reach both in-person and online attendees. Use social media, email campaigns, and your website to attract interest.
Make sure to highlight the benefits for both the in-person and virtual participants (like networking opportunities for in-person attendees and easy access to content for virtual attendees).
Consider offering early bird tickets, special virtual passes, or exclusive access to certain content to build excitement.

And remember, your marketing should reflect the hybrid nature of your event, so showcase how both audiences will benefit equally.

During the event

Here’s what to focus on during the actual event to keep things running smoothly:

7. Test your tech (again!)

You’ve probably tested your tech multiple times by now, but on event day, test it again. Run through everything - live streaming, microphones, video playback, and even the Wi-Fi connection - just to make sure nothing goes wrong.

Also, give your speakers a tech walkthrough so they know how to handle any last-minute glitches.

8. Engage both audiences simultaneously

Keeping both virtual and in-person attendees engaged is a common struggle for many event organizers.

One way to deal with this is by assigning a host or moderator to keep the virtual audience involved. They can interact with them through chat, live polls, or by asking virtual attendees questions during sessions. You want both audiences to feel equally included.

For example, if you have a live Q&A, make sure to alternate between questions from the in-person crowd and the virtual one. Encourage your speakers to acknowledge both groups to create a more unified experience.

9. Keep the energy high

Virtual attendees can get bored quickly if things drag on, so make sure to keep the energy up.

Break up sessions with interactive elements like quizzes, audience polls, or even gamification can keep things lively. And for your in-person crowd, offer networking breaks or exclusive content, like behind-the-scenes tours or meet-and-greets.

10. Facilitate networking for both audiences

Networking is a huge part of any event, and you don’t want your virtual audience to miss out. Create opportunities for both groups to connect. You can use virtual breakout sessions or even mix in-person and virtual attendees in group discussions. A dedicated networking event app can also help connect people regardless of where they’re attending from.

After the event

The event may be over, but your job isn’t!

Here’s how to make sure your hybrid events have a lasting impact:

One of the biggest advantages of a hybrid event is that you can record everything. Share these recordings with all your attendees so they can rewatch sessions or catch up on anything they missed. This is also a great way to engage those who couldn’t attend live, since they can still get value from the event afterward.

12. Gather feedback from both audiences

After the event, gather feedback to see what worked and what didn’t. Send out surveys to both in-person and virtual event attendees. Ask them about the content, the experience, and any technical issues. This feedback is essential for improving future hybrid events and ensuring both audiences have a great time.

13. Analyze your event's performance

Review the data from your KPIs to measure your event's success. Check your attendance numbers, engagement rates (e.g., how many people participated in polls or Q&As), and virtual watch times. Analyzing this data will give you insights into what resonated with your audience and what you could improve for next time.

14. Follow up with personalized emails

Keep the relationship going by sending personalized follow-up emails. Thank your attendees for joining, share any key takeaways, and provide links to the event recordings or resources. If your event was aimed at generating leads, this is a great opportunity to nurture those new contacts with relevant offers or content.

How to Run a Hybrid Event: Best Practises

Here are some more tips to help you host successful virtual and hybrid events:

Choose the right event management platform

An event management platform will make a huge difference in managing both hybrid and virtual events.

Why? Because it centralizes things like registration, live streaming, ticketing, and engagement into one easy-to-use system.

Doing all that manually is a headache no one needs. But with a virtual event platform, so much of that is automated.

For example, with a popular hybrid event platform like HeySummit, you can handle ticketing, scheduling, and audience engagement all from one place, eliminating the need for multiple tools. And with integrations for popular streaming services like Zoom and YouTube, you can create a seamless experience for both live and virtual attendees.

Learn more about HeySummit's features here.

Plan for audience transitions

For hybrid events, people might switch between attending live and virtually, sometimes even mid-event (someone could start watching in person but continue at home).

Consider planning for this flexibility.

Have systems in place that let attendees move between the two formats without any disruption. For example, ensure that any content available to virtual attendees is easily accessible for those switching formats, and that registration allows this flexibility.

Create an integrated communication strategy

Your communication needs to be tailored to both audiences while still feeling unified. This includes pre-event emails, during-event updates, and post-event follow-ups.

Virtual attendees will need reminders about how to access the event, where to find their links, and what tech requirements they need. In-person attendees may need more info about the venue and timing.

So, you need to create a unified communication plan that addresses the specific needs of each group but also makes sure they feel like part of the same event.

Curate swag and exclusive offers for both audiences

Swag isn’t just for in-person attendees!

A hybrid event gives you the opportunity to send virtual swag to your online attendees as well. This could be anything from e-gift cards to downloadable resources, or even physical swag boxes mailed to their homes.

For in-person attendees, you can still offer traditional swag bags, but also give them access to digital downloads or exclusive content after the event. This not only builds excitement but also levels the playing field between the two audiences.

Simplify registration and ticketing

Registration for a hybrid event can get complicated, especially when you have different ticket types for in-person and virtual attendees.

A hybrid event platform like HeySummit helps simplify this process by managing both virtual and live registrations in one place.

You can customize the ticketing process, offer different pricing tiers for virtual vs. in-person attendees, and ensure a smooth experience from the first interaction. Plus, it’s easier to handle any last-minute changes, like attendees switching between virtual and live participation.

Consider hybrid sponsorship packages

Hybrid events offer unique opportunities for sponsors to reach both audiences in creative ways.

Offer hybrid sponsorship packages that include both physical and digital perks. For example, sponsors can have physical booths for in-person attendees and digital booths or sponsored sessions for virtual participants.

They could even offer special digital freebies or discounts to virtual attendees!

Set up event tech support for virtual attendees

In-person attendees have staff at the venue to help with any issues, but virtual attendees need support too!

Set up a dedicated virtual tech support team or live chat during the event to handle any issues like login problems, streaming issues, or general questions.

Offering real-time support helps to make sure that virtual attendees feel supported and can quickly solve any problems that arise without missing out on the event.

Use a unified Q&A system

When running a hybrid event, handling questions from both virtual and in-person audiences can get tricky.

Rather than juggling separate systems, use a unified Q&A tool where both audiences can submit questions in real-time. You can project questions from virtual attendees onto screens at the venue, and in-person attendees can also use the same system to submit questions from their phones. This helps ensure both groups feel equally involved and heard during the event.

Launch a Successful Hybrid Event!

Learning how to plan a hybrid event might seem like a big task, but once you break it down, it becomes much more manageable.

From setting clear goals, engaging both audiences, and following up post-event - each step is crucial in providing an unforgettable experience.

But the real secret to running a successful event is using the right tools to simplify things.

HeySummit can take care of the heavy lifting by automating tasks like registration, ticketing, and even session management, allowing you to focus on delivering a great experience for both in-person and virtual attendees.

And you don't need any technical knowledge to use the platform. Heysummit's user-friendly setup does it all for you.

Ready to make your hybrid event planning easier? Sign up for a free trial today!