Over the past 18 months, we’ve seen hybrid events soar. One thing we’ve learned is that when hybrid meetings are done well, they can be an effective alternative to face-to-face events. The key to successful hybrid event strategy deployment is knowing when, where, and how to use it.

The hybrid meeting model features two main components: an in-person experience and a virtual platform. In-person meeting components may include presenters and trainers, a trade show, breakout rooms, performers/entertainers, demonstrations, and more. Remote participants can join in virtually to observe or engage with speakers and fellow attendees by using various tools to ask questions (verbally or by chat), take surveys, or participate in breakout sessions with live and/or other remote participants and/or presenters. The configurations of a hybrid meeting are only limited by imagination. In the physical event space, in-person participants can be more aware of their virtual counterparts through additional screens such as laptops, tablets, and other A/V tools that allow them to see and hear remote attendees.

Hybrid has opened up attendance to audiences around the globe. Live-streamed events and other presentations may be recorded and viewed on-demand in different time zones. Engagement tools, such as chat and polls, may also be used for comments and questions.

Here are three of the most popular hybrid meeting setups.

1. Live Presenters with Virtual Attendees

• In-Person Meeting Segment: Speakers present from a studio or staging location (hotel or corporate office).
• Virtual Meeting Segment: Attendees are remote from their home or office while presenters are broadcast to attendees. Both presenters and remote audiences interact with each other through a digital platform.

2. In-Person Meeting with Virtual Components

• In-Person Meeting Segment: A small group of on-site guests and presenters attend from a host venue (hotel or convention center) equipped with a general session room, meal function space, and breakout areas.
• Virtual Segment: Includes broadcast of all or a portion of an in-person meeting to virtual attendees participating from their home or office. This allows all stakeholders to participate remotely and engage alongside the in-person meeting attendees using engagement tools such as live questions, surveys, polling, and other immersive functions.

3. Virtual Meeting Connecting Remote Attendees With Multiple In-Person Hub Satellite Locations

• In-Person Meeting Segment: Attendees are at multiple satellite locations in smaller groups. Presenters can be in person or remote.
• Virtual Meeting Segment: Speakers broadcast virtually to attendees, whether they are presenting from satellite locations or from home or office locations.

Fees: The majority of AV equipment used for a standard live event setup can be re-purposed for a live webinar stream. Our vendors can provide additional live streaming and broadcasting equipment as a part of the overall event technology budget.