How to Plan a Hybrid Event Tips and Best Practices for Success

The world of events is changing. More and more planners are looking for ways to blend in-person experiences with virtual ones, giving attendees more options for how they engage with the event experience. They want to be able to choose which aspects of an event to attend in person and which ones to take online. This new approach has been dubbed a “hybrid event,” and it’s quickly becoming one of the hottest trends in the industry.

1. Decide What You Want to Accomplish with Your Hybrid Event

There are many different reasons why an organization might host a hybrid event, so it’s important to define the goals of your event before you begin planning. Some common reasons for holding a hybrid event include:

  • Generating awareness and interest in an issue or topic (e.g., raising awareness about hunger)
  • Creating connections between people who share similar interests (e.g., connecting farmers with food banks)
  • Sharing knowledge or expertise within a community (e.g., teaching kids how to grow their own vegetables)

2. Understand Who Can Benefit from a Hybrid Event

Hybrid events are a great way to reach more people and build your network. But not everyone will benefit from one. If you’re looking for ways to connect with your target audience and grow your business, here are some questions you should ask yourself:

  • Is the event relevant for the audience?
  • Does it provide value for them?

Hybrid events can be beneficial if they provide something new or different from other kinds of events that attendees have attended before. They can also be useful if they help attendees learn something new about their industry or company–or even themselves!

3. Identify the Key Components for Your Audience to Think About

Once you have a clear idea of what your event is and who it’s for, the next step is to identify the key components that will help people think about how they can get involved and take action. This includes:

  • What is the purpose of your event?
  • Who are you trying to reach?
  • What are some topics related to this topic that might be covered during the event (e.g., “How do I start my own business” or “How do I grow my existing business”)?
  • How will this information be delivered (via workshop, panel discussion, keynote speaker)? Will there also be time for networking opportunities between sessions so attendees can interact with each other and ask questions directly from experts in various fields related to entrepreneurship or small business management skillsets such as accounting & finance; marketing & sales; human resources management etc.).

4. Determine Which Aspects of the Event Will be Virtual and Which Will be In-Person

When planning your hybrid event, it’s important to consider how the audience will interact with the virtual component of your program. Will they be familiar with technology? Are they more interested in learning about a topic through live interaction than through video? If so, then you should plan for more in-person activities; if not, you may want to incorporate more virtual elements into your program.

If you’re working with a specific technology, like a video-conferencing system or interactive whiteboards, then it’s important to ensure that your venue has those tools available. You might also need to hire someone who can operate them on-site if they aren’t already being used by another event.

5. Prioritize Value Over Technology

While technology is an important part of the event, it should not be the focus. Instead, think about how you can use technology in ways that enhance your event and create value for attendees. Consider how each piece of technology will help achieve your goals and add value to your program.

After all, what good is an app if no one uses it? And if you’re spending time on something that doesn’t make sense for your audience or brand, then maybe it’s not worth doing at all! Your goal shouldn’t be to throw as much tech at an event as possible; instead consider whether there are better ways to accomplish what you want without adding another layer of complexity (or cost).

Keep this concept in mind when planning: technology isn’t a goal unto itself; rather it’s simply one tool among many available options for creating meaningful experiences with customers at events. And, as such, should be used strategically and sparingly. Here are some ways you can do that:

6. Make Use of an Event Hybrid Platform

An event hybrid platform is a software that helps you plan and manage your hybrid events. It allows you to create the event experience that you want, while making it easier for attendees to engage with one another and enjoy their time at the event.

The best part? You can use an event hybrid platform like Eventtia that will fit all your needs, whether you’re planning a small meeting or an international conference with thousands of attendees. Here are some things to consider when choosing an event hybrid platform:

  • Does it offer all the features I need? This includes things like registration systems (e-commerce), live streaming capabilities, social media integration tools and more! If there’s something specific that stands out as missing from what they offer then look elsewhere because chances are good someone else will have thought of it too!
  • How easy is it going to be for me (or my team) to use this tool day-to-day? Some companies may prefer software from companies like Adobe but others might choose Google Docs instead because those programs were designed specifically around how people work today — meaning less training needed upfront before being able to start creating awesome stuff together!

A Hybrid Event is not Just a New Way to Plan Your Event but an Opportunity to Rethink How You Plan It

A hybrid event is not just a new way to plan your event but an opportunity to rethink how you plan it. The benefits of hybrid events are many, but they come with the caveat that they’re not right for everyone.

If you’re considering doing something different with your next event: don’t just jump into the deep end of the pool without thinking about how this change might affect your organization and its stakeholders, both internal and external.


We hope this article has given you some insight into how to plan a hybrid event. It’s important to remember that there are no rules here–just guidelines and best practices for what has worked in the past. We encourage you to experiment with different approaches and see what works best for your organization or business. If nothing else, we hope this article has inspired you to think outside the box when planning your next event!

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Libby Austin

Libby Austin, the creative force behind, is a dynamic and versatile writer known for her engaging and informative articles across various genres. With a flair for captivating storytelling, Libby's work resonates with a diverse audience, blending expertise with a relatable voice.
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