Virtual and hybrid events were increasingly popular in 2025, and the trend isn’t likely to slow. Data from Cvent shows that 20% of professionals prefer hybrid events, and 74.5% of event teams state that hybrid events are now a staple in the industry, due to the increased flexibility and reduced travel costs.[1] Here are our top 7 tips for planning a virtual hybrid event.
Begin Planning Early
It’s almost never too early to begin planning a virtual hybrid event. Everything, from messaging and goals to speakers, breakouts, and themes, should have a purpose that aligns with the overall event objectives.
You’ll need to plan for two separate event timelines: one for on-site participants and one for those attending online. Virtual attendees won’t have the same access to every portion of the event, but shouldn’t miss out on any opportunities for participation.
Set A Realistic Budget
The big-picture purpose of any event is to make a positive impact and generate a measurable ROI. This starts in the budgeting phase. Line items will include, at a minimum, the following:
- Venue
- Audio and Visual
- Virtual Event Tech
- Speakers
- Stage Rental
- Production Management
Pay Special Attention To Event Personas
With a hybrid event, you will have two distinct groups of people (virtual and in-person) who may or may not share the same motivations for attending. Clearly define each audience segment, including what motivates them, what will resonate with them, and what success looks like to each group.
Choose Your Venue
Is this an in-house corporate event or a national convention? In both cases, you need a physical event location that sets the right tone for your event and offers a reliable internet connection to accommodate streaming and online activity.
Select The Right Tech Tools
If the virtual hybrid event is the “what,” then the tech stack is the “how.” All of your on-site and online technology must be tested and work together seamlessly. This helps give in-person and virtual attendees a similar experience. Tech tools would include microphones, visual displays, virtual streaming platforms, live engagement and gamification, and feedback collection.
Create An Interactive Experience
Provide opportunities for interaction and networking, both in-person and virtual, and blending the two. Create polls, Q&A sessions, virtual chat rooms, online breakout sessions, gamification, and challenges, among other tools, to increase engagement throughout the event.
Recruit Hybrid Event Planning Professionals
Working with event professionals is the easiest way to avoid the common headaches and prevent technical challenges. From registration and interactive engagement to A/V setup and high-quality live streaming, every element of your event is planned, produced, and managed to create a memorable and high-impact experience.
Technical Elements is an Atlanta-based team with nationwide expertise ready to help you demystify virtual and hybrid events. We’ll collaborate with you to create a custom event plan, breaking down the formats that work and sharing our favorite tech tools to keep everything running seamlessly. Learn more about our hybrid event services here.
Sources
[1]https://www.cvent.com/en/blog/events/event-statistics#toc-hybrid-event-statistics