7 Lessons learned navigating Virtual and Hybrid Events

Start with what you know, and build from there

If you’re new to virtual or hybrid events, the best approach is to build on what you already know about event management. The basics remain the same: understanding your audience, defining clear goals, and creating meaningful experiences.

However, these formats do come with unique considerations. Virtual audiences often need shorter, sharper sessions to stay engaged, while hybrid events require thoughtful integration to ensure no one—whether online or in-person—feels like an afterthought. Remember, you don’t need to master everything at once. Starting with the familiar and layering in new elements over time can make the process feel more manageable.

The role of experts: Don’t go it alone

One of the most valuable lessons we learned during the early days of virtual events was the importance of working with experts. Even as professional event organisers, partnering with specialists who understood the tools better than we did made a huge difference.

From selecting the right platform to troubleshooting technical challenges, having access to expertise helped us deliver events that were seamless and stress-free. If you’re unsure where to start, platforms like Hopin (now Rinc Central Events) and Zoom Events offer user-friendly solutions for virtual and hybrid event management. Over time, we mastered these tools ourselves, but those early collaborations were invaluable. If you’re feeling uncertain, don’t hesitate to bring in experts who can guide you through the process—it’s an investment that will pay off.

The power of technology: Beyond Zoom calls

The pandemic also introduced many of us to tools and technologies we’d never used before. It was during this time that we started exploring possibilities like the metaverse for creating unique, immersive experiences. While it’s not something every event needs, it’s worth considering how emerging technologies can enhance engagement and make your event stand out.

For example, virtual reality spaces can bring remote attendees into a shared “room,” while interactive apps like Slido can connect audiences across the globe. But remember, technology should serve your event’s purpose, it’s all about creating meaningful connections.

Engagement is everything

One of the biggest challenges with virtual and hybrid events is keeping your audience engaged. It’s easy for virtual participants to get distracted or feel disconnected from the main event. This is where creativity comes into play.

Interactive elements like polls, live Q&A sessions, and breakout rooms can make your audience feel involved. Tools like Mentimeter or Poll Everywhere are great for real-time interaction. For hybrid events, think about ways to link the two audiences. Could an online attendee ask a question that’s answered by an in-person panel? Could virtual and physical participants collaborate on an activity through a shared app? The more you create moments of connection, the more memorable your event will be.

Embrace the unexpected opportunities

Going hybrid isn’t just about overcoming challenges but also discovering unexpected opportunities. With hybrid events, you can bring people together who might not have been able to attend otherwise. An international speaker can join a panel from halfway across the world. A remote attendee can connect with others they’d never have met in person.

Some of our most rewarding moments have come from these unexpected connections. By opening up events to wider audiences, hybrid formats allow positive surprises to happen organically. Embrace this potential and let it shape how you design your event.

Don’t forget sustainability

Another benefit of hybrid events is their ability to reduce the environmental impact of gatherings. By offering virtual attendance options, you can cut down on travel and lower your event’s carbon footprint. However, it’s worth thinking about sustainability for the physical elements of your event too. Choose venues with green certifications, use digital materials instead of printed ones, and consider ways to minimise waste. These practices not only help the planet but also show your commitment to values that many audiences share.

Learn, evaluate, and improve

Finally, remember that every event is a learning experience. Gather feedback from your attendees, analyse participation data, and reflect on what worked and what didn’t. Virtual and hybrid events give you access to a wealth of data, from session attendance to engagement rates. Use tools like SurveyMonkey to collect feedback and refine your approach for future events.

Sharing post-event highlights, recordings, or key takeaways is also a great way to keep the conversation going. These moments extend the life of your event and reinforce the value of attending.

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