How to Host a Successful Hybrid Event in Six Easy Steps

With regulations loosening in some areas, event organizers are rethinking their strategy by switching from virtual to hybrid events. Hybrid events are more adaptable and inclusive than traditional events. They also provide you with the chance to keep the gains you made last year by developing virtual experiences while also bringing the in-person experience back into the mix. Extended audience reach, creative ways of developing and reusing event content, and a cumulative rise in return on investment are just a few of the benefits (ROI).

Here are six steps to assist you to get started with your hybrid event plans if your company is considering them.

The good news is that the spectacular achievements and long-term benefits of arranging hybrid events are well worth the time and work invested. Due to a unique combination of online and offline venues, hybrid events are known for a greater audience reach, fewer overhead expenses, and attractive sponsorship arrangements, to mention a few advantages.

The physical in-person component of a successful hybrid event will be seamlessly integrated with an online audience. Both virtual and in-person guests should be able to listen to speakers, interact with other attendees, participate in activities, and network.

A hybrid event is not simply a live webcast of an event to an online audience. A true hybrid event incorporates the greatest aspects of both types of events, resulting in a truly engaging and participatory experience for all attendees, regardless of their location.

The AVIANET team has put up a list of the six most crucial pointers and ideas to help you plan your own hybrid events. Whether you’re a first-time event planner or a seasoned pro, the tips below will help you stage a successful hybrid event, meet the diverse needs of both online and offline audiences, and gradually improve their perceptions of the event.


1. Make a strategy.

Plan the event carefully, especially if it’s your first time hosting a hybrid event. Attending multiple hybrid events as an in-person and virtual participant is encouraged in order to understand the benefits and disadvantages of hybrid events, as well as what may be done better and how to position the event correctly.

Start designing your own hybrid event, taking into account the experiences of other hybrid events. Set precise goals and determine how to achieve them, as well as technological resources and marketing techniques. The uniqueness of hybrid events resides in the need for meticulous planning of both physical and virtual events, as well as how to run both at the same time.


2. Produce Appealing Content

Attractive and engaging content is required to fully immerse your audience in the event experience. You must establish what form of material piques your target audience’s attention, and the following suggestions can assist you in coming up with content ideas:

  • What form of content has previously resonated with the audience?
  • What kind of internet content are they now consuming? 
  • What are some of the most common worries? 
  • Are there any emerging industry trends that should be highlighted?


After you’ve decided on your content focus areas, you can present them to your audience in a variety of ways.

3. Make use of engagement tools.

When you market the event as a hybrid, potential attendees begin to expect more than just access to the streaming, which raises their expectations. In terms of the experiences gained, involvement in the process, and level of excitement, it’s still debatable whether on-site participation can genuinely compete with virtual participation. As the event organiser, your job is to make sure that all virtual guests have access to tools that encourage active involvement, such as Q&A features, virtual rooms for debates and networking, and real-time surveys. These participatory elements would make the event really hybrid and set it apart from less popular events.

4. Decide on a location and technology stack.

Finding a physical venue to hold your event and deciding on a tech stack for the virtual experience are both necessary steps in planning a hybrid event. Consider your company’s headquarters, a coworking space, hotel meeting rooms, or event halls as venue options. You can also form partnerships with other businesses in order to obtain a sponsored location.

Select a site with architecture, design, and settings that will improve video and audio capture and transmission to the virtual event platform. Find out if audiovisuals (AV) are necessary at the venue or if you’ll have to bring it in as part of your tech stack.

5. Create post-event content

One of the most significant advantages of hybrid events is their good long-term outcomes. When an event is over, for example, it is usual practice to provide the audience with downloaded documents. Offering recorded content on-demand will provide your company with a new long-term revenue stream. Downloadable items, such as a list of key insights, can also be used as promotional materials, and you can choose whether to make these materials available for free or for a fee.

6. Make On-Demand Deals

The virtual component of a hybrid event allows for the provision of on-demand content after the event has ended. This type of programming can help both in-person and online attendees.

Create on-demand offerings that are in line with the event’s theme to increase engagement and lead generation. To do so, you’ll need a platform that can broadcast new material and offers all year long, allowing attendees to stay engaged.

As you move forward with your hybrid event plans, keep in mind that you may pay higher event costs than you would for an in-person or virtual-only event.

Don’t be put off by a hybrid event’s newness and unknowns. When it comes down to it, a hybrid event simply combines the greatest aspects of both an in-person and virtual event, allowing your company to interact and engage with audience members even more effectively.

Keep in mind that our audience members have changed, even if events return to normal. The virtual world has irrevocably altered the course of events. Audiences will expect brands to provide them with choices and flexibility. As a result, now is an important moment to learn about the hybrid event process and begin fine-tuning your plan.

Hybrid events aren’t too tough to figure out now that the necessary tools and expertise are more available than ever. Hybrid events are a challenge worth taking on because they give you a wider reach and more opportunities to connect with your audience and brand.