Hybrid events everything you need to know

This is some text inside of a div block.
Arra Icon
Matt Francis - Founder at Cloudpresenter
Post by
Matt Francis
Last updated :
February 7, 2024
 | 20 min read

What is a Hybrid Event?  How do they work?

Hybrid Events have been around for a while, and are most definitely here to stay, but there’s a lot to know!  Here’s our lowdown on what a Hybrid Event entails and some answers to frequently asked questions.

Hybrid Events: a definitiion

A Hybrid Event is an event that can include everyone, no matter where in the world they may be.  This could be at home, in the office, in an exhibition hall or in a live face to face main plenary session.  The different audiences are all connected to the same event and same content simultaneously.  Hybrid Events are an incredibly powerful way of including every single person, without restriction.  All you need is an internet connection.  Hybrid Events are inclusive which is why they are so popular.  Hybrid Events are an event format now and for the future.

How do Hybrid Events engage attendees?

Hybrid Events provide many options to increase audience participation.  Hybrid Events not only increase audience sizes, by including multiple locations, but allow for multiple functions to improve discussions and interaction.  “But HOW?” we hear you ask… Here are a few examples.

A session can be delivered live, in a room, to attendees in that room.  Speakers can be physically in the room with this audience, contribute remotely via video link from another location, or (more commonly) a combination of the two.

The same goes for the audience.  They can be in the room, at home virtually, in an office, and from multiple locations around the globe.  The beauty and simplicity of Hybrid Events?  They all engage and discuss the same content, at the same time.

This can happen via live polling, word clouds and Q&A sessions which can be moderated and facilitated as any live event would be.  The difference?  The audience is not limited to just those who can be there in person.

Collaboration

Hybrid Events are born from an ethos of positive collaboration.  Breakout rooms can be set up in the same fashion as a core track in a Plenary Session.  Discussions, best practise sharing and education knows no limits with a Hybrid Event.  The event simply needs to be managed professionally, well planned for and for production and crew to be in place to ensure each element goes without a hitch.  The audience can be located anywhere in the world and engage with specific live content all at the same time (and this can be translated simultaneously too.)

Exhibitions

Exhibitions are an exciting opportunity for organisations who use the Hybrid Event model.  Most business professionals would agree that personal interaction at an exhibition stand can be one of the most valuable interactions that happens at an event.  According to Statista (2021), 81% of survey respondents value face to face interaction with potential vendors as very, or extremely, important.  Hybrid Events can include exhibitions and so, reach wider more diverse audiences.

With a Hybrid Event, the stand and exhibitors can be physically in the room, with this supported by a virtual stand managed live by additional team members who can be located anywhere in the world.

Picture this, an exhibition in Paris, with two staff on the stand to talk to delegates.

A stand with digital capabilities that allows these staff to demo products/services to the people in the room.

Now imagine a Chinese or German attendee, who can’t make it to the exhibition in person and who don’t speak French.  No problem.  A Hybrid Event solution can allow attendees and staff to log into the Hybrid Event digitally, from New York or Shanghai and interact as they would in person.  The event's potential reach increases greatly, and the possibilities really are endless.

In summary

Meeting Spotlight’s recent survey concluded that…

73% of Event Planners Expect Hybrid Events to Be More Common in the Future.

We’re 100% inclined to agree.  While Virtual Events are considered by many as a temporary solution during the Covid era, the benefits that the Hybrid Event model now offers are numerous. Organisations are using Hybrid Events to improve collaboration and inclusivity, engage wider audiences, increase their capabilities to share content and drive better conversations and all in a sustainable way.  If you’re not onboard with Hybrid Events now, you will be involved in them in some way in the future.

For more information on Hybrid Events please contact the team at Cloudpresenter and we’d love to chat further!

Want to know more about Virtual Experiences, the best webinar platform and how your business could use them?  Contact us today.

Frequently Asked Questions

What are the features of hybrid events?

Hybrid events feature a combination of in-person and virtual elements, providing a seamless integration of live and online experiences. Key features include simultaneous engagement of on-site and remote participants, interactive digital tools, and flexible content delivery to accommodate diverse audience preferences.

How do you create a successful hybrid event?

To succeed in hybrid events, leverage robust virtual platforms, ensure seamless technology, and prioritize interactive engagement for both in-person and remote attendees. Offer flexible attendance options and prioritize inclusivity for an enhanced event experience.

How do you run a hybrid meeting?

Run a hybrid meeting effectively by utilizing advanced video conferencing tools and ensuring active participation from both in-person and virtual attendees, fostering a balanced and inclusive communication environment. Maintain clear communication channels and provide equitable engagement opportunities for all participants.

Recommended Blogs

How to Host Engaging Webinars - Tips & Ideas

Learn how to create powerful webinars that captivate your audience. From choosing the right format and content to engaging participants with polls and Q&A sessions, this guide covers everything you need for a successful virtual event. Start hosting effective webinars that leave a lasting impact on your audience.

How to host a successful webinar

Unveil the secrets to a flawless webinar experience with our comprehensive blog. From choosing the ideal webinar platform tailored to your goals, to captivating your audience with interactive engagement, we've got you covered. Level up your virtual events and leave a lasting impact - read the full guide now!

The ultimate guide to virtual meetings

The business benefits of online meetings attract many companies to spend money in this space. The interesting point is that online virtual meetings have so many benefits worth exploring today. But if you have been sitting on the attendee side for so long, this ultimate guide is for you.

Best Webinar Software, Video Conferencing Software, Virtual Meeting Platform, and Virtual Event Platform

Create engaging video experiences

Get access to everything you need to meet, present and teach online

Get started for free

No credit card needed. No downloads.

virtual events, hybrid events and webinar platform - cloudpresenter
February 7, 2024
Hybrid events everything you need to know
What is a Hybrid Event? How do they work?Hybrid Events have been around for a while, and are most definitely here to stay, but there’s a lot to know! Here’s our lowdown on what a Hybrid Event entails.
Matt Francis
Founder

Table of Contents

What is a Hybrid Event?  How do they work?

Hybrid Events have been around for a while, and are most definitely here to stay, but there’s a lot to know!  Here’s our lowdown on what a Hybrid Event entails and some answers to frequently asked questions.

Hybrid Events: a definitiion

A Hybrid Event is an event that can include everyone, no matter where in the world they may be.  This could be at home, in the office, in an exhibition hall or in a live face to face main plenary session.  The different audiences are all connected to the same event and same content simultaneously.  Hybrid Events are an incredibly powerful way of including every single person, without restriction.  All you need is an internet connection.  Hybrid Events are inclusive which is why they are so popular.  Hybrid Events are an event format now and for the future.

How do Hybrid Events engage attendees?

Hybrid Events provide many options to increase audience participation.  Hybrid Events not only increase audience sizes, by including multiple locations, but allow for multiple functions to improve discussions and interaction.  “But HOW?” we hear you ask… Here are a few examples.

A session can be delivered live, in a room, to attendees in that room.  Speakers can be physically in the room with this audience, contribute remotely via video link from another location, or (more commonly) a combination of the two.

The same goes for the audience.  They can be in the room, at home virtually, in an office, and from multiple locations around the globe.  The beauty and simplicity of Hybrid Events?  They all engage and discuss the same content, at the same time.

This can happen via live polling, word clouds and Q&A sessions which can be moderated and facilitated as any live event would be.  The difference?  The audience is not limited to just those who can be there in person.

Collaboration

Hybrid Events are born from an ethos of positive collaboration.  Breakout rooms can be set up in the same fashion as a core track in a Plenary Session.  Discussions, best practise sharing and education knows no limits with a Hybrid Event.  The event simply needs to be managed professionally, well planned for and for production and crew to be in place to ensure each element goes without a hitch.  The audience can be located anywhere in the world and engage with specific live content all at the same time (and this can be translated simultaneously too.)

Exhibitions

Exhibitions are an exciting opportunity for organisations who use the Hybrid Event model.  Most business professionals would agree that personal interaction at an exhibition stand can be one of the most valuable interactions that happens at an event.  According to Statista (2021), 81% of survey respondents value face to face interaction with potential vendors as very, or extremely, important.  Hybrid Events can include exhibitions and so, reach wider more diverse audiences.

With a Hybrid Event, the stand and exhibitors can be physically in the room, with this supported by a virtual stand managed live by additional team members who can be located anywhere in the world.

Picture this, an exhibition in Paris, with two staff on the stand to talk to delegates.

A stand with digital capabilities that allows these staff to demo products/services to the people in the room.

Now imagine a Chinese or German attendee, who can’t make it to the exhibition in person and who don’t speak French.  No problem.  A Hybrid Event solution can allow attendees and staff to log into the Hybrid Event digitally, from New York or Shanghai and interact as they would in person.  The event's potential reach increases greatly, and the possibilities really are endless.

In summary

Meeting Spotlight’s recent survey concluded that…

73% of Event Planners Expect Hybrid Events to Be More Common in the Future.

We’re 100% inclined to agree.  While Virtual Events are considered by many as a temporary solution during the Covid era, the benefits that the Hybrid Event model now offers are numerous. Organisations are using Hybrid Events to improve collaboration and inclusivity, engage wider audiences, increase their capabilities to share content and drive better conversations and all in a sustainable way.  If you’re not onboard with Hybrid Events now, you will be involved in them in some way in the future.

For more information on Hybrid Events please contact the team at Cloudpresenter and we’d love to chat further!

Want to know more about Virtual Experiences, the best webinar platform and how your business could use them?  Contact us today.

Frequently Asked Questions

What are the features of hybrid events?

Hybrid events feature a combination of in-person and virtual elements, providing a seamless integration of live and online experiences. Key features include simultaneous engagement of on-site and remote participants, interactive digital tools, and flexible content delivery to accommodate diverse audience preferences.

How do you create a successful hybrid event?

To succeed in hybrid events, leverage robust virtual platforms, ensure seamless technology, and prioritize interactive engagement for both in-person and remote attendees. Offer flexible attendance options and prioritize inclusivity for an enhanced event experience.

How do you run a hybrid meeting?

Run a hybrid meeting effectively by utilizing advanced video conferencing tools and ensuring active participation from both in-person and virtual attendees, fostering a balanced and inclusive communication environment. Maintain clear communication channels and provide equitable engagement opportunities for all participants.

Subscribe to our newsletter for webinar and virtual engagement business insights

Thank you! Your submission has been received!
Oops! Something went wrong while submitting the form.

Latest writings

The latest news, technologies, and resources from our team.

Your ultimate guide to creating an engaging webinar workflow

Creating a webinar workflow involves organizing a series of actions that lead to a successful online event. This workflow includes the entire experience that participants have before, during, and after your webinar. From the registration page to email invites, reminders, and follow-ups, each step needs careful planning. Let’s dive into how you can create an effective and engaging webinar workflow.

How long should a webinar be?

Webinars have become an essential tool for businesses to connect with their audience, generate leads, and grow their business. With more interactions moving online, webinars offer a practical and cost-effective way to reach a global audience. They serve as a platform for delivering valuable content, demonstrating expertise, and nurturing relationships with potential customers.

Enhancing remote team building activities: virtual lunch and learn sessions 

Have you considered ways to add some spice to your virtual work environment's remote cooperation and learning as part of virtual team-building activities? Today, I'm thrilled to discuss a topic that revolves around encouraging collaboration and knowledge sharing enjoyably and interestingly: virtual lunch and learn sessions! By adding the enrichment of learning something new to the comfort of a mealtime conversation, these sessions present a special chance to improve remote collaboration.

Testimonial logo

“We’ve been using Cloudpresenter to expertly bring our series of webinars to life, increasing attendance and engagement"

Dr.Satveer Mahil
Kings College Hospital London