Is the hybrid attendee still relevant?

Events returned live, but not everyone came back with them

When you last organized an event, chances are some people asked: "Will there be online streaming?" This isn't about laziness or lack of engagement. For many professionals, remote participation has become a conscious choice – it saves time, eliminates travel costs, and provides greater flexibility.

Today's hybrid attendee isn't a "second-class participant." They're attendees with different needs who can bring your event greater reach and long-term value. The question is: do you know how to serve them?

When does the hybrid model actually make sense?

Before deciding on hybrid, honestly ask yourself: what's the point? The hybrid model requires additional resources and attention – it only makes sense when it brings concrete benefits.

Go hybrid when:

• Your event has national or international reach – not everyone can attend physically
• You care about increasing accessibility for parents of young children, people with disabilities, or those working in different time zones
• Part of your team or clients is geographically dispersed
• You want your event to have a "long life" – recordings can serve as training materials for months

Don't go hybrid when:

• The primary goal is networking and informal conversations
• The event is based on workshops requiring physical participation
• You don't have the budget or team to ensure quality online experience

Remember: a poorly executed hybrid is a waste of money and reputation.

What does today's online attendee really expect?

The hybrid attendee is often someone experienced in remote event participation. They know what they want and will quickly recognize whether you're taking them seriously.

Their basic expectations are:

Smooth technical access – the streaming link should work from the first click, without needing to install strange plugins or register at the last minute.

Professional audio-video quality – this can't be a camera set up in the corner of the room. If they can't hear the speaker or see the presentation, they'll leave after 5 minutes.

Opportunity for real interaction – questions for speakers, polls, chat with other attendees. They want to participate, not just watch.

Access to materials – downloadable presentations, additional resources, ability to watch recordings later if they missed something.

Equal treatment – speakers should actively include online participants, read their questions, respond to their comments.

Common mistakes that destroy the hybrid experience

No dedicated person responsible for online – someone must monitor chat, collect questions, respond to technical issues. This can't be the speaker or main organizer.

The "we'll set up a camera and it'll work somehow" approach – this is a recipe for disaster. Poor image and sound quality is the main reason people turn off streams.

Ignoring differences in pace and energy – what works great in a room full of people can be boring for someone sitting at a computer. Online presentations need different rhythm, more frequent interactions, shorter blocks.

Zero opportunity to ask questions – online attendees often have more interesting questions than those in the room (they have more time to think), but have no way to ask them.

No follow-up – the event ends and the online attendee is left with nothing. No materials, contacts, or opportunity for further discussion.

How to do hybrid well with limited resources?

Focus on key moments – not everything needs to be streamed. Choose 2-3 most important sessions (keynote, main panel) and do them really well.

Take care of audio – this is the most important element. Better to have average video and great audio than the opposite. Invest in a professional microphone for the speaker.

Create a simple communication channel – even a basic Google form to collect questions from online attendees is better than nothing.

Prepare a digital welcome package – email with agenda, additional materials, technical instructions. The online attendee should feel as well cared for as someone who received a conference package.

Test everything beforehand – do a trial stream the day before the event. Check how everything looks and sounds from the attendee's perspective.

Plan interactions – every 15-20 minutes the speaker should address online attendees – read a question, ask for opinions, do a quick poll.

How can a registration system make your life easier?

A good registration system isn't just about collecting data – it's a tool for managing the entire hybrid attendee experience.

Segmentation from the start – divide attendees into online and onsite during registration. This allows for tailored communication – different emails for someone traveling to a hotel versus participating from home.

Collecting questions in advance – the registration form can include a field for questions to speakers. Online attendees often prefer to think through questions beforehand rather than improvise live.

Central access point – streaming link, materials, agenda – everything accessible from one platform, without searching through different emails.

Controlled access to materials – recordings and presentations available only to registered attendees, ability to track who watched what and when.

Follow-up based on actual participation – different emails for people who watched the entire event versus those who joined only part of it.

Hybrid is an accessibility tool, not a pandemic relic

Online events will never replace live ones – the energy of the room, spontaneous coffee conversations, the ability to build real business relationships are things that can't be translated to a screen.

But the hybrid model, when done well, can give you something more: broader reach, greater accessibility, and long-term value. An attendee who can't travel to your conference in London but can join online from Manchester might decide to attend in person next time.

If you approach the hybrid attendee with the same attention as someone in the front row, you'll gain not only their engagement but also their loyalty. And in today's world full of events, that's worth its weight in gold.

So the question isn't "is it still worth doing hybrid?" but "can you afford not to do it?" Your competitors have probably already figured out the answer.

About the author

Joanna Chrościechowska

Managing Partner at CONREGO. She specializes in educating event organizers and improving communication with participants. She writes about how to simplify the work of event managers and create processes that enhance attendee satisfaction and the overall effectiveness of event operations.