How to host a hybrid event

Just like hybrid work and meetings, hybrid events have exploded in popularity. They're a great way to gather large audiences while reducing epidemiological risks and keeping a core element of what makes events engaging – in-person participation. 

Hybrid events open the doors to attendees that might otherwise be unable to join due to time, cost, or other considerations – people can connect from the comfort of their own homes or offices, thus increasing reach and making every event an inclusive and potentially international one. 

If you haven't done it before, organizing a hybrid event can seem like a daunting task. But with the right tools and guidelines, anyone can host a memorable and engaging hybrid event.

Let's take a closer look at what is a hybrid event, why organizing one shouldn't intimidate you, what are the 3 rules of hosting a hybrid event, and why such events are only going to grow in popularity. 

What is a hybrid event?

Hybrid events make use of technology to create a unified event experience for a dual audience of virtual and in-person attendees. 

Audience engagement and participation are at the core of hybrid events and are typically exemplified by various inter-audience communication channels, engagement activities, and a shared viewing experience. At a hybrid event, a remote participant should be able to do almost anything that an in-person audience member can do. 

Events that can happen in a hybrid format include internal events such as all-hands meetings, and training seminars, as well as external events such as conferences and tradeshows. 

Organizing a hybrid event

In many ways, a hybrid event is just like any other. A strong agenda with interesting content must be at the heart of it all. Interactive activities are strongly recommended to avoid dry keynotes. And the invitations and marketing strategies will resemble those of typical in-person or virtual events. 

The technical setup for a hybrid event is also less intimidating than it may seem at first. In most cases, standard AV equipment will do the job just fine, and choosing a digital event platform to host remote attendees is easier than ever thanks to a wide offering of such solutions. 

The main way in which hybrid events diverge from others is the factor of having two audiences. As such, a successful hybrid event will be engaging to both in-person and online participants. 

The 3 rules for hosting a hybrid event

Whether you're planning a hybrid conference with thousands of participants or just a company training session with a couple of dozen attendees, the following 3 rules for hosting a hybrid event will help increase engagement and overall attendee satisfaction. 

1. Connect the audiences 

To avoid having a portion of attendees feeling left out, it's imperative to ensure that both audiences have as similar experiences as possible. Everyone should be able to ask the presenter questions, hear what's being said, and even engage with other audience members. 

For example, an audience microphone for the in-person attendees is all but mandatory to ensure those at home can hear what's happening. The Catchbox throwable wireless microphone is the perfect tool for the job – not only does it ensure fantastic audio and a unique branding opportunity, but it can also be thrown from speaker to speaker, reducing any downtime tied to moving the audience microphone around. 

During larger hybrid conferences, members from different audiences can be connected directly through, for example, a networking app to ensure people don't miss out on one of the main reasons for attending such events. 

2. Use digital engagement tools

Engaging the separate audiences in united activities will help bridge the gap between the two. Digital tools are the perfect means to do that because all you need for participating is a smartphone and it doesn't matter which audience you're a part of. 

Simple things such as launching real-time polls during talks to get audience input or creating public quizzes to keep people attentive are small but powerful engagement techniques that offer a shared activity for all involved. Interaction apps such as Slido can help you do just that and breathe some extra excitement into all sorts of hybrid events. 

3. Have an in-person host (and an online moderator)

Be it a hybrid work seminar or a hybrid conference, do your absolute best to have the main event MC or presenter be in-person. It's challenging to moderate discussions remotely and makes for a significantly less engaging experience. Plus, it will be more difficult for a remote host to react to any technical difficulties and the hybrid event can devolve into a hot mess if it's the host themselves who are experiencing them. 

A host (and a speaker, for that matter) typically needs to play off the chemistry they have with the crowd, and not seeing the energy and engagement levels of in-person participants can lead to a subpar event. When you have an in-person audience - use them! Create a conversation between the audience and the Moderator by using the Catchbox Plus throwable mic and Presenter mic. combo. This will also create a better experience for remote attendees, as they will be able to hear both sides of the conversation - not just the moderator.

For larger events, it's sensible to have an additional online moderator that engages with attendees and responds to any technical issues on the digital event platform. This will spare the in-person MC having to respond to highly-specific technical questions that aren't relevant to the in-person audience and ensure a smooth flow of the event.

3 steps to mastering hybrid events

By following the 3 simple rules outlined above, you'll create a memorable event that all participants will enjoy. Be it an all-hands meeting or an international conference, your goal is to offer an engaging experience to all attendees, and integrating both audiences is a key element for achieving this. 

Sure, this might mean purchasing new software and hardware, but it's a worthwhile investment because hybrid events will only continue to grow in popularity. 

Why hybrid events are here to stay

Be it a hybrid work seminar or a hybrid conference, do your absolute best to have the main event MC or presenter be in-person. It's challenging to moderate discussions remotely and makes for a significantly less engaging experience. Plus, it will be more difficult for a remote host to react to any technical difficulties and the hybrid event can devolve into a hot mess if it's the host themselves who are experiencing them. 

A host (and a speaker, for that matter) typically need to play off the chemistry they have with the crowd, and not seeing the energy and engagement levels of in-person participants can lead to a subpar event. 

For larger events, it's sensible to have an additional online moderator that engages with attendees and responds to any technical issues on the digital event platform. This will spare the in-person MC having to respond to highly-specific technical questions that aren't relevant to the in-person audience and ensure a smooth flow of the event.

By following these 3 simple rules, you'll create a memorable event that all participants will enjoy. Be it an all-hands meeting or an international conference, your goal is to offer an engaging experience to all attendees, and integrating both audiences is a key element for achieving this. 

Sure, this might mean purchasing new software and hardware, but it's a worthwhile investment because hybrid events will only continue to grow in popularity. 

Conclusion

While hybrid events may have become popular as a response to pandemic restrictions, the numerous benefits they bring to both organizers and participants will guarantee their popularity long after epidemiological considerations are no longer a factor. 

The format of hybrid events will continue to evolve in the coming years in step with the tech powering it all, but the core principles for how to host a hybrid event will remain unchanged – integrate the audiences, maximize engagement, and don't leave anyone behind.