Hybrid Event Formats

The four formats

These names are common shorthand, not a standard. Planners combine them, so treat them as starting points.

• Simulcast

  One program, shown live to both audiences. The remote audience watches the same sessions as the room, often with chat or Q&A. It is the simplest format to plan, but remote attendees mostly watch rather than take part.

• Separate programs

  The in-person and virtual audiences get different sessions, built for their setting. Each program can suit its audience better, but you are in effect running two events.

• Remote hubs

  Small groups of people gather in local rooms and connect to the main event together. Hubs give remote attendees company, but each location needs a host and equipment.

• In-person with a virtual add-on

  The event is built for the room. Virtual attendees get a limited extra: a stream of the keynote, a recording or an online Q&A. It is the lowest effort and gives remote attendees the least.

The formats compared

Use the table to see the trade-off in each. The ratings are relative to each other, not measured, so adjust them to your own event.

How to choose a format

Start from your audience and goal, not from what looks impressive. Work through these questions in order.

1. 1

   What must the remote audience do?

   If they only need to hear the content, a simulcast or add-on is enough. If they must network, discuss or exhibit, you need more than a stream.

2. 2

   Is the content the same for both?

   A keynote travels well. A hands-on workshop often does not. Split the program where the content cannot be shared.

3. 3

   How many people can you staff?

   Every extra format needs people: a moderator for remote questions, hosts for hubs, a producer for streams. Choose what your team can run well.

4. 4

   What can your technology do?

   Check that registration, streaming and the app can serve both audiences, with sessions you can mark as online or onsite.

   Hybrid event technology
5. 5

   What will you measure?

   Decide how you will count and compare remote and in-person attendance before you pick, so the format can be judged afterwards.

   Event KPIs

Mistakes that spoil any hybrid format

The format matters less than how well you treat the remote audience. These problems show up in all four.

• Treating remote attendees as an afterthought

  If the room gets the best seats, the best breaks and the best content, remote attendees notice and leave.

• No one watching the remote channel

  Assign one person to read remote chat and questions and pass them to the speaker.

• Unclear times and places

  Tell each registrant where and how to join their sessions, and send a separate reminder to each audience.

• No test of the full setup

  Run a rehearsal with both audiences connected, including audio from the room to remote viewers.