Hybrid Event Planning: Executive Guide & Practical 6-Month Plan
New to hybrid event planning? Not sure where to begin? A hybrid event can be a great investment for your company – in fact, 86% of B2B organizations that host one see a positive ROI within 7 months. But, to get to that ROI, you first have to know how to plan a hybrid event – and that’s where it gets tricky.
The same survey found that it takes 38% of event planners longer to host a hybrid event than an in-person or virtual event. With hybrid event planning, you’re essentially organizing two events: a live one and a virtual one that blend together to create an interactive experience for every attendee. While it’s a lot to organize, the right timeline will help you ensure the successful planning of your hybrid event. That’s why we’ve created this hybrid event planning guide with a 6-month plan to help you get the best of two event worlds: in-person + virtual = hybrid.
What is a hybrid event?
A hybrid event is a mixture of an in-person and virtual event. Some participants physically attend the event. Others watch a live stream online from the comfort of their own homes or offices. Think concerts, football matches, and the Oscars. These are all examples of hybrid events we see in our everyday lives. But, hybrid event planning isn’t simply planning to live stream your in-person event. It’s all about coming up with one event experience that engages two different audiences in unique and uniform ways while getting them to interact with one another. To host a successful hybrid event, you have to bring together in-person and virtual event technology, and merge aspects of in-person and virtual event planning.
Types to consider when hybrid event planning
There are different options to consider when understanding how to plan hybrid events. We’ve listed 3 types of hybrid events for you to choose from.
| Type | What they are | What they’re best for | What you need |
|---|---|---|---|
| Live hybrid events | Speakers are physically present at the venue. Some attendees are onsite; others watch a live stream. The whole audience can interact using networking tools. | Large events with local participants; marketing events with tiers; reaching wider audiences. | Hybrid event platform; native streaming/RTMPS; web and mobile apps; attendee analytics. |
| Hybrid events with on-demand engagement | Speakers are physically present. Some attendees are onsite; others watch recordings or simulive activities later. Cross-audience interactions are limited. | Global events with different time zones; educational events for self-paced learning; reusable marketing content. | Hybrid event platform; personalized agenda; targeted content; breakout rooms and parallel streams. |
| Live hybrid hubs | Speakers and attendees are physically present at multiple venues (hubs). Some participate remotely. Interaction takes place within hubs and with speakers. | Expert forums; business events by teams in various locations; fostering local communities or user groups. | Multiple venues with strong internet connection; video capture software; mobile event app for networking. |
When to plan a hybrid event instead of an in-person or virtual one
Hybrid events unite the advantages of both types. You’ll want to look into hybrid event planning if you want to achieve at least one of the following:
- Reach a wider audience worldwide (and in turn give greater value to sponsors)
- Have international speakers that can participate physically or virtually
- Gain real-time data on audience engagement
- Lower your carbon footprint
- Involve those who can’t attend physically due to travel, cost, or venue capacity
- Boost engagement with diverse types of content
- Create unmatched, customized interactions between attendees (both in-person and remote)
- Produce compelling evergreen on-demand content
