Download now: the ultimate hybrid event checklist

We've compiled a list of everything you need to plan and deliver a seamless and memorable hybrid event.

For event planners, the move to hybrid events is an ideal opportunity to expand your reach and impact. You're already an expert at creating engaging experiences, and now, with hybrid in the mix, you're managing two parallel journeys: one for those attending in person and another for your virtual audience. The goal? To blend these event experiences seamlessly.  

Ready to perfect your approach and ensure every detail is covered for your next successful hybrid event? Download our Hybrid Event Checklist to guide your planning and deliver a polished, professional event. 

How to plan and deliver a hybrid event

Designing your dual experience: beyond the basics 

Your skill in logistics and event flow is a huge asset. For hybrid events, you'll apply this to define clearly what elements will be delivered online versus in-person. Will virtual components be live, pre-recorded, or a smart combination? These early decisions made in the event planning process will shape your event agenda and determine how both audiences engage. 

Measuring impact: goals for every attendee 

When setting event goals, hybrid events require a more detailed approach. Set specific goals and targeted KPIs for both in-person and online elements. Remember, success might look different for each group. An in-person attendee might value direct networking, while a virtual participant prioritises easy access to content and interactive online features. Tailoring these measurements ensures you understand the true impact across both experiences. 

Elevate your event agenda using a messaging matrix. This means creating key takeaways and content specifically for both in-person and online attendees. The aim is to create unique messages that resonate with each audience, whether they're in the room or joining remotely. This personalised content strategy is essential for increasing engagement at any hybrid conference or virtual event, and can be a helpful asset for your event marketing strategy. 

Technology: your event's extended stage 

Being familiar with event technology is key, but for hybrid events, your chosen online event platform becomes an extension of your event venue. Research and compare online event technology platforms best suited to your needs. Choose one that enhances interaction for your virtual attendees, offering features like polls, surveys, and virtual networking opportunities. The platform's capabilities will directly influence your online attendee’s satisfaction. Start configuring all required technology early, giving yourself plenty of time for trial and error. 

Event excellence: flawless execution from start to finish 

Your talent for managing events now extends to perfecting two simultaneous event experiences. This involves confirming your in-person location and planning detailed setups like breakout rooms, reception areas, networking spaces, and exhibitor booths. Also, confirm all hosts, speakers, presenters, and entertainers. Don't forget to organise and gather all your creative and marketing assets, like logo, signage, and graphics. 

For AV and tech components, this includes thorough and ongoing testing. This means weekly sound and video checks with speakers and staff, as well as testing of all hybrid event platform functions, including polls, surveys, and virtual networking opportunities. Develop and share a clear internal communications plan for event days to make sure your team is coordinated. Finally, send clear instructions to all attendees on how the hybrid event will work, encouraging online attendees to set up their logins and profiles before event day, if applicable.  

Ready to master your next hybrid event?

Download our hybrid event checklist below and tick off as you go to plan and deliver a polished and professional experience!