Hybrid Events

The Hybrid Event Playbook: Blending Digital and In-Person Guests

Hybrid programming is more than a livestream. It’s a parallel journey that keeps remote audiences invested while onsite guests build community. Use this playbook to unite both groups.

9 minute read Updated April 2024

Phase 1: Define clear objectives for both audiences

Start with shared goals that work for both in-person and virtual attendees. Focus on what matters most: lead generation, fundraising, or community building. Create simple KPIs like "50 virtual sign-ups" and "100 in-person check-ins" that you can actually measure.

  • Set realistic goals based on your budget and team size.
  • Choose 3-5 key metrics you'll track for both audience types.
  • Identify what success looks like for each group upfront.

Phase 2: Plan complementary content tracks

Create different but connected experiences for each audience. In-person attendees might get hands-on workshops, while virtual guests receive recorded sessions they can watch anytime. Use free tools like YouTube Live, Zoom, or Facebook Live for streaming.

Programming checklist

  • Schedule key moments everyone can experience together.
  • Create on-demand content for different time zones.
  • Record Q&A sessions for virtual attendees who can't attend live.

Phase 3: Build engagement that works for everyone

Keep both audiences involved with simple tools like chat features, polls in your streaming platform, and social media hashtags. Use InstantGate's QR code system to track booth visits and engagement at in-person sponsor tables.

68% Remote attendees feel more connected when they can participate in polls.
4.2× Increase in leads when sponsors combine physical and digital touchpoints.
92% Of organizers report higher satisfaction with dedicated moderation.

Phase 4: Create sponsor packages that deliver value

Offer sponsors exposure across both channels with packages that include booth space, logo placement in streams, and mentions in follow-up emails. Use InstantGate's analytics to track which sponsors get the most booth scans and engagement.

Simple sponsor bundle ideas

  • Logo on event website + verbal mention during stream.
  • Booth space with QR codes linking to digital resources.
  • Post-event email featuring their products or services.

Phase 5: Prepare for technical challenges

Test your streaming setup, internet connection, and backup plans well in advance. Have clear roles for who handles tech issues, monitors chat, and manages the in-person crowd. Keep backup devices and phone hotspot ready for connectivity problems.

Use InstantGate's QR code check-in system to quickly validate in-person attendees and track session attendance for follow-up.

Phase 6: Follow up based on attendance type

Send different follow-up emails based on whether people attended in-person or virtually. Use InstantGate's notification system to send targeted emails thanking attendees and sharing next steps or recordings.

Attendance Type Follow-up Strategy Best Practice
Virtual attendees Send recording links and related resources. Ask what sessions they want to see next year.
In-person attendees Share photos and thank them for coming. Include a feedback survey about the venue and experience.
Booth scanners Send sponsor-specific follow-ups with next steps. Use InstantGate to track and segment these leads.

Ready to run better hybrid events?

These strategies work with any streaming platform. InstantGate helps with ticket sales, check-ins, and basic analytics to track what matters most.

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