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Zakelijke presentatie op verlicht podium bij een bedrijfskick-off

How to design hybrid events that work for both the room and the screen

A hybrid event — partly in-person and partly online — is no longer a stopgap. It's a mature format that asks for deliberate organising. A hybrid event that hasn't been properly designed gives two groups of attendees a disappointing experience instead of giving one group an excellent one.

The biggest mistake at hybrid events: treating the online attendees as an afterthought. A camera on a tripod beside the stage, the in-room sound piped through without a separate mix — that doesn't work. Online attendees deserve their own, equivalent experience.

In this article: how to design a hybrid event that works for both groups.

Two separate experiences, one event

The starting point for a good hybrid event is this: design two separate experiences that together form one event. Not: design an in-person event and stream it through.

The in-person attendee experiences space, people, atmosphere, informal conversations, the energy of the room, catering. The online attendee experiences picture quality, sound quality, programme rhythm, interaction options, technical stability.

Everything you design for online attendees (camera positions, interaction moments, chat support, what to put in the breaks) is separate work. Plan for it in your schedule and your budget.

Technical requirements for hybrid events

The technical infrastructure for a hybrid event takes more than a standard AV setup. The minimum requirements for a professional hybrid event are: several cameras (at least two, for a wide shot and a close-up), a dedicated audio stream for the online feed (not the in-room PA system), a stable internet connection of at least 20 Mbps upload via a wired network, a streaming platform with interaction features such as chat, Q&A and polls, and a technical director who actively monitors the stream.

More on AV technology at events.

Interaction for online attendees

Online attendees are distracted more easily than in-person attendees. They're at home, behind a screen, surrounded by every temptation of their daily environment. Make sure the programme actively keeps them on board.

The interaction options that work for online attendees are: live polls (Mentimeter, Slido), a moderator who selects online questions and passes them to the speakers, breakout rooms for smaller conversations, and a dedicated chat channel with active hosting.

Pace: online attendees can't stay focused as long as in-person attendees. Build in shorter blocks and make sure the pace and format shift more often.

Cost and planning of hybrid events

A hybrid event costs more than a purely in-person event. Expect a premium of 20 to 40%. That covers the technical infrastructure, the extra people (camera operator, online moderator, technical director) and the streaming platform.

The premium is worth it if it lets you reach attendees who otherwise couldn't come. Think international colleagues, people with travel restrictions, or an audience larger than the venue can hold.

Organising hybrid events with Live Impact

Live Impact designs hybrid events where both groups of attendees get a full-fledged experience. We coordinate the technical production, the online interaction and the alignment between both worlds.

From a hybrid kick-off for 300 in-person and 200 online attendees to a large hybrid conference. We arrange it from A to Z.

Call 085 401 40 14 or email hello@live-impact.nl. Or send a brief via live-impact.nl/briefing. Seriously fun.

Also read

• Event marketing: why a live event makes your message resonate more strongly

• Kick-off program: how to build a day that sticks

• Teambuilding activities: 20 ideas that really work

Frequently asked questions

How does a hybrid event work in practice?

A hybrid event works like this: in-person attendees gather at a venue, such as a canteen, auditorium or meeting room. Speakers present live to both groups at once. Online attendees join via a video platform (Zoom, Teams and so on) and see the same content as the in-person audience. Technical setup: cameras film the speakers and the stage, and this is live-streamed to the online link. A moderator in the online environment manages the chat, the Q&A and any breakout sessions. In-person attendees can also register to ask Q&A questions. Advantage: more reach and lower travel costs. Challenge: online attendees sometimes feel left out due to the lack of real networking moments. Live Impact builds both experiences with equal value.

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Wat zijn de technische vereisten voor een hybride evenement?

De technische vereisten voor een hybride evenement staan hieronder. 1) Stabiel internet: minimaal 50-100 Mbps dataverkeer, liefst via glasvezel. 4G is risicovol. 2) Livestreamplatform: Zoom Business, Microsoft Teams of een specialist als Airmeet of Splixed. 3) Apparatuur: 2 tot 3 camera's (één voor het podium, één voor het zaaloverzicht) en microfoons (podium + Q&A-microfoons). 4) Mengpaneel: regelt de geluidsniveaus. 5) Reservesystemen: een tweede internetlijn (mobiele hotspot) en dubbele laptops of streamapparatuur. 6) Chatbeheer: iemand houdt de vragen live in de gaten. 7) Opname-installatie: minstens 500 GB opslagruimte. 8) Testprotocol: minimaal 2 uur vóór het evenement een volledige technische proef. Veel organisaties onderschatten de internetstabiliteit. Live Impact zorgt voor redundantie en uitwijksystemen.

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How do you align programmes for online and in-person attendees?

Aligning programmes for online and in-person audiences: 1) Make sure speakers know online attendees are listening (different energy from a full hall). 2) Build in breaks so online attendees can step away; no 4-hour uninterrupted programme. 3) For the Q&A: give online attendees the first turn, so they feel more involved. 4) Networking: build in separate online networking via speed networking in breakout rooms, not only in-person networking. 5) Run breakouts online too, so hybrid groups can mix. 6) Keep the content tempo manageable; online attendees get bored faster with too many speaker blocks. 7) Finish on time, no overruns; online attendees don't get drinks afterwards. Live Impact choreographs programmes that work for both audiences.

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What are the costs of a hybrid event?

The costs of hybrid events in practice: base costs for venue and catering (on site) come to 10,000-30,000 euros. On top of that comes hybrid technology. A livestream platform costs 500-3,000 euros. A camera team 2,000-5,000 euros and a streaming technician 1,000-2,000 euros. Add an online moderator (500-1,500 euros) and backup internet (200-500 euros) to that. In total that comes to 14,000-41,500 euros for a mid-sized event. Many organisations reuse the same technical set-up for several events per year, which lowers the cost per event. Tip: don't buy cameras, hire them. Work with established partners so your set-up keeps running efficiently. Live Impact works at scale and gives transparent prices in which everything is included.

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Does Live Impact also organise hybrid events?

Yes, Live Impact specialises in hybrid events. We arrange the complete integration: design of the hybrid flow, technical setup and redundancy, camera team, online moderation, live chat management and recording. We work with companies that want full halls and a global reach at the same time. Our approach ensures online attendees don't get a second-rate experience. From small team meetings to large conferences: Live Impact builds hybrid experiences that work. Ready for your next hybrid event?

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