The Only Guide You’ll Ever Need for Hybrid Events

About Hybrid Events

Hybrid Events are Hybrid Event is a conference seminar, or trade show which provides an online and in-person setting for attendees and speakers to visit, discover and interact with. It can be a means of taking part in the same conference simultaneously and from various places. In the past decade, the trend has expanded to trade shows and events because of the growth of online platforms.

Existence of Hybrid Events

Every type of event has witnessed a massive increase in attendance and delivery in March. COVID-19 stopped events from its tracks. Trade shows, conferences in-person concerts, festivals and just about every other kind of gathering that you can think of were put off for the indefinite future.

Therefore, Businesses attempted to get the most out of the circumstance by bringing the event online. 80% of event organizers switched the virtual events. Virtual events were popular because they offered the sole alternative.

The increasing emphasis on events online has meant that technology and event ideas have grown faster and more efficient. Hybrid events are becoming more sought-after because they blend the latest technologies for virtual events and ever-popular in-person conferences.

Why Hybrid Events

Governments are now allowing gatherings of larger groups as the disease slowly diminishes. However, many remain cautious. A recent study in the US discovered that nearly 45% of staff might change left if their employer required their return to the workplace.

It’s not surprising that 40% of them do not want to go to events for business in person. Hybrid events are the result of this problem. The virtual element of a hybrid event is designed to provide attendees from far away the chance to participate or explore and engage in the same way as content accessible to those who travel to business events.

Benefit Of Hybrid Event

The growth in audience reaches the increase in the ROI of events and acquiring more accurate customer information. Hybrid events provide a variety of advantages for both businesses as well as their attendees.

1. Hybrid events open to all

This is among the biggest advantages. A hybrid event gives attendees the chance to attend your event in the way they’d like.

However, hybrid events allow attendees to select what they’d like to engage with. Attendees and businesses must be able to talk to sponsors and with one another take part in seminars and view videos.

2. Availability dependent on pricing structures

Hybrid events provide affordable alternatives for event participants. Food, travel, accommodations and ticket prices could make traditional events expensive for some participants.

Offering the same type of content and options for interaction for attendees who live far away will open the event’s venue to a wider crowd.

3. Hybrid events may boost conversion rates of attendees in the future

Most likely, a segment of your participants (and even your speakers) likely don’t want to attend a conference in person in a post-COVID era.

Livestreaming your event will increase attendee numbers by providing entertaining video content to attendees who are not in the area.

4. Hybrid events sustain initiatives

It’s well-known that transporting speakers and delegates across the world and placing a strain on local resources isn’t the most environmentally and ecologically sustainable concept.

Consequently, anyone conscious of their impact on the environment will consider hybrid events to be an excellent way to boost their sustainability efforts.

5. Hybrid events create more information

Hybrid sessions let you observe the precise amount of attendees who attended, their engagement levels, and when they are dropping into and out of your session. Additionally, you can determine which resources were the most liked by your attendees.

These metrics (and many more) let you determine the worth of your content and can help you to improve the quality of your events. It’s as simple as that.

Issues Faced in Hybrid Events

Over the past decade, the hybrid events industry has evolved significantly, presenting us with various options today. Here are some of the most challenging issues faced with hybrid events and strategies to overcome them:

1. Bandwidth:

A temporary loss of internet connectivity can disrupt viewers’ experience and decrease engagement. It’s advisable to connect internet-dependent devices using Ethernet cables. However, what happens if the connection is lost?

2. Time Zones

Live broadcasting always implies that it’s probably not the most optimal time for an audience from afar to see your content. What are the odds that your audience will attend the evening’s keynote presentation when they’re six hours ahead of time?

Remember to always create content on-demand from your live event for everyone who isn’t able to attend the live event. It’s likely to be as impactful as the original broadcast did.

3. Venue Limitations

Some venues are not equipped to accommodate enough space for average teams, as well as the huge areas that they have to put up.

In the same way, remote venues can be difficult to get access to for teams using cameras that are heavy or bulky. There are certainly plenty of conference centres, arenas and smaller venues for live music that can meet the requirements of your average crew.

4. Content Accessibility

Organising any event is an obstacle for attendees. What can they do to ensure they take part in every event that interests them, including those that take place simultaneously?

Making your content available on-demand is an excellent method to keep your content accessible even after your live events have concluded, even if it doesn’t achieve the same effect as the live broadcast.

5. Audience

Hybrid events are more than just main sessions. Interaction between attendees and guests is essential for the success of nearly every business event.

Be sure that your next event that is a hybrid doesn’t separate virtual and in-person audience members including joint events and let all attendees participate. Your hybrid event strategy must focus on understanding the reasons and how your attendees are engaged with your message.

6. Complex hybrid event management

Of all the topics we’ve discussed to date, this is the most generalized and it could be the most harmful. Why? Because complex events that require a hybrid project management system could lead to all the issues we’ve talked about in the end destroying your event.

Uncertainty about the primary goals for your event can never result in your project not achieving its full potential, or, even more importantly it could cause an unpleasant experience for your guests.

Creating Successful Hybrid Events

Organizing or hosting hybrid events can provide significant benefits to businesses and attendees. However, realizing these benefits fully poses a challenge.

The success of your event relies on offering an engaging and educational experience to your guests. Their needs are diverse.

Increasing engagement, measuring attendee comfort, generating high-quality leads, and demonstrating sponsorship value are all critical considerations.

Addressing these questions and meeting stakeholder needs can be challenging. Organizing a successful hybrid event for 2021 may seem daunting.

While it’s easy to feel overwhelmed by the information and tasks involved, this guide to hybrid events offers a proven method for successful event planning, regardless of technology or goals.

Ultimately, every event aims to provide value to the audience. A successful event offers numerous opportunities for attendees to experience this value.

1. Set your goals for your hybrid event

That is undoubtedly no doubt, the primary and important element of the perfect hybrid event. Without goals, it’s impossible to evaluate your success.

These goals should align with your main business objectives However, we’ll help you on how to create clearly-defined, well-defined objectives.

2. Define your hybrid event audience

Understanding your audience’s needs will allow you to improve your information influence the content of your speakers and aid sponsors in developing the most important message.

3. Create audience personas

Create profiles of your target audience using your existing customer database or through research. This process could be as evidence-based or as ad hoc as you would like.

Moreover, we’ve put together a comprehensive webinar called Understanding the Audience. This webinar provides persona creation in greater detail. Additionally, it contains excellent free tools. Although it utilizes webinars to discuss the importance of persona creation, the concept is the same!

4. Determine your budget

If you have your objectives in mind and your goals set, it’s much easier to estimate the amount you’ll have to budget for. Additionally, having a budget that’s been set and approved by the major stakeholders means that you’ll be in a position to make informed choices about the nature and scope of the occasion.

Furthermore, with your budget established, you don’t have to ask yourself if you can afford a stand for hotdogs and the most famous keynote speaker. This ensures clarity and allows for strategic decision-making throughout the planning process.

5. Reach an agreement with stakeholders

This is a simple one. Firstly, make sure you present your budget and goals to those who pay your bills before making any additional plans.

Moreover, a hybrid event can be an effective way to spend lots of dollars. By making it clear that you’re working to establish benchmarks, you can aid in keeping everyone on the same level.

Furthermore, after you’ve established your goals, objectives, and KPIs, and budgeted the project management, scheduling the next steps will be much more straightforward.


In conclusion, hybrid events have become pivotal in the event industry, offering a versatile solution to engage audiences across diverse settings and circumstances. AVIANET, as a leader in event technology, continues to play a vital role in facilitating the seamless execution of hybrid events. By leveraging AVIANET’s innovative platforms and expertise, event organizers can navigate the complexities of hybrid event management with confidence, ensuring a successful and impactful experience for all participants, whether attending virtually or in person. As the event landscape continues to evolve, Avianet remains committed to empowering organizations to create memorable and engaging hybrid events that drive meaningful connections and outcomes.