Hybrid meetings have become a cornerstone of modern event planning, offering flexibility and accessibility for attendees across the globe. So much so that Skift Meetings reports that 70 percent of events are now hybrid, and 40 percent of respondents to a 2023 survey by Bizzabo claimed hybrid was their favorite event format.
Successfully combining in-person and virtual components, however, requires thoughtful preparation, seamless technology, and strategies to engage all participants equally. A study by Markletic found that 38 percent of event organizers feel it takes more preparation time to host a hybrid event compared to hosting a dedicated in-person or virtual event, and 71 percent of event organizers say that connecting the in-person and virtual audience is their biggest challenge.
Here, the experts at Arch Meetings & Events have compiled a best practices checklist to ensure your hybrid meetings run smoothly and deliver value for all attendees.
How to Run a Successful Hybrid Meeting or Event
1. Plan for Dual Audiences
Hybrid meetings require careful consideration of two distinct audiences: those attending in person and those joining virtually. Keep all attendees in mind when planning your event by:
-
- Understanding Their Needs: Survey attendees in advance to identify preferences, time zones, and accessibility requirements.
-
- Tailoring the Agenda: Design an agenda that works for both groups, incorporating breaks for remote participants and networking opportunities for in-person attendees.
-
- Creating a Unified Experience: Use tools like live polls or Q&A sessions to bridge the gap between those on-site and those online.
2. Leverage the Right Technology
A hybrid meeting is only as strong as its tech backbone. Invest in the tools and platforms that can enhance both engagement and reliability, including:
-
- High-Quality Audio and Video: Ensure microphones, cameras, and streaming platforms provide crystal-clear audio and visuals for virtual participants.
-
- Interactive Platforms: Consider solutions like virtual whiteboards, breakout rooms, or integrated chat functions.
-
- Robust Bandwidth: For in-person attendees, prioritize internet speed to avoid disruptions during the event.
Several Arch Meeting & Event managed venues offer on-site AV teams and experts to ensure seamless integration of technology for both on-site guests and virtual attendees.
3. Design for Engagement
Keeping participants engaged—both in the room and on a screen—can be a challenge. Hybrid meetings require thoughtful strategies to maintain focus and interaction. Consider engaging both types of attendees with:
-
- Moderators for Both Audiences: Assign a dedicated moderator to monitor virtual interactions and ensure those voices are heard.
-
- Dynamic Content Delivery: Use a mix of formats, like presentations, panels, and video, to keep the energy high.
-
- Interactive Opportunities: Incorporate polls, live Q&A, or gamified elements to encourage participation.
4. Prioritize Coordination Between Teams
Hybrid events involve multiple moving parts. Aligning virtual and in-person logistics is critical to prevent hiccups during the event. Ensure your event runs smoothly for all attendees by:
-
- Unifying Teams: Have a single team oversee the in-person and virtual components to maintain consistency.
-
- Rehearse the Entire Event: Conduct a full run-through, including technical checks, to catch potential issues.
-
- Offer Dedicated Support: Provide both onsite and online tech support to troubleshoot any problems in real time.
At an Arch Meeting & Event venue, you’ll be supported by dedicated event professionals who know firsthand the ins-and-outs of running a successful hybrid event, and will be with you every step of the way to make sure all of your meeting or event attendees are enjoying a seamless experience.
5. Select a Hybrid Friendly Venue
Unsurprisingly, 35 percent of event organizers say that finding the right venue to host a hybrid event is a challenge, as choosing the right venue is crucial for hybrid meeting and event success. Beyond providing physical space, hybrid venues must be equipped with advanced infrastructure and partner networks to bridge the gap between in-person and virtual attendees. When choosing a venue for your hybrid meeting or event, be on the lookout for the following:
-
- AV Expertise and Studio Space: Look for venues with in-room AV setups and access to dedicated studios for virtual content capture and distribution. These features ensure high-quality streaming for remote participants.
-
- Integrated Partner Networks: Venues with strong partnerships—ranging from tech providers to production teams—can offer the expertise needed to create seamless hybrid events.
-
- Flexibility for Content Needs: Whether you’re live-streaming a keynote or recording breakout sessions for on-demand viewing, venues with on-site support make it easy to deliver a variety of content to online audiences.
How to Measure Hybrid Meeting and Event Success
Evaluating the success of a hybrid event involves assessing both in-person and virtual engagement. By analyzing feedback and data, you can determine whether your event met its objectives and identify areas for improvement. Key metrics to track include:
-
- Attendance and Participation Rates: Compare registration numbers to actual attendance for both audiences. Monitor active participation metrics such as Q&A submissions, poll responses, or chat activity.
-
- Engagement Analytics: Use event platforms to analyze virtual engagement, such as time spent in sessions, clicks on event materials, and participation in breakout rooms.
-
- Audience Satisfaction: Distribute post-event surveys to both in-person and virtual attendees to gauge satisfaction with the content, technology, and overall experience.
Be sure to seek both quantitative and qualitative feedback for a wholistic picture of your event’s success. Metrics like engagement rates provide hard data, while open-ended survey questions uncover nuanced attendee perspectives. Track your return on investment by measuring how the event met its goals, whether it’s lead generation, sales conversions, or internal training objectives. Lastly, review your event and venue’s tech performance by assessing the reliability of streaming platforms, AV equipment, and any tech support provided during the event. Use this info to refine agendas, improve technology solutions, and tailor content for future hybrid meetings.
Maximizing the Potential of Hybrid Meetings
Hybrid meetings are here to stay, offering the necessary flexibility and potential to reach wider audiences. By prioritizing technology, engagement, and coordination, you can create experiences that resonate with both in-person and virtual attendees. By leveraging these best practices and Arch Meetings & Events expert planning, partnership and venue capabilities, you can ensure that your hybrid events are engaging, impactful, and measurable. Connect with the Arch Meeting & Event team to plan your hybrid meeting or event today.
