A Modern Approach to Understanding Hybrid Events

March 8, 2023

Muhammad Younas

Muhammad Younas is the CEO at vFairs, a leading global virtual events platform. With over 13 years of experience in the software space, Younas has conceptualized and grown multiple highly profitable B2B SaaS businesses reaching millions of users around the world.

In a recent survey by vFairs, event industry experts were asked what they believed to be the dominant event format long-term: virtual, hybrid or in-person events. Thirty-nine percent of respondents replied that they will be hosting hybrid events going forward. This was the most popular answer, as compared to a 4.5% response of “in-person only” and a 7.5% response of “virtual only.” The remaining respondents plan to use a mix of all event formats. 

This may seem unsurprising. Hybrid events have been the talk of the industry over the last two years. But for many event professionals, the word “hybrid” incites fear and anxiety. 

Many believe that hybrid events involve many complex processes and double the workload. Planners with small teams believe hybrid events cannot fit into their events plan because they just do not have the human resources to manage everything. Even teams who can handle it understand that many things could go wrong at the same time, both in-person and online. 

The truth is that the large and complicated productions people visualize aren't the only way to conduct hybrid events. In fact, we believe that there are three different formats that organizations can leverage to suit their goals, resources and comfort levels. 

Let's explore these formats to better understand how your hybrid events can be manageable and create exceptional audience experiences. 

Light Hybrid 

For event planners, putting extra effort into hosting a hybrid event, even with a next-level, life-like experience, can be challenging. However, with light hybrid events, you can embrace the required digitization for your event while keeping your resources conserved. 

This format allows your event to be hosted at a physical venue while being live streamed to a virtual audience. All that’s required is some A/V equipment onsite and a space to stream to your audience, like ReStream or YouTube. 

A light hybrid event focuses on integrating touch points without exhausting capital. It only demands a basic setup from the virtual point of view. In order to ensure higher audience engagement, Q&A participation can occur by a physical audience present at the seminar and the virtual attendees via social media platforms or chat boxes. 

This is perfect for a smaller team that wants to share their event presentations with a global audience!

Sequential Hybrid

Sometimes you want the full in-person and online experience, but do not feel prepared to manage them simultaneously. This is where sequential hybrid events shine.

In a sequential hybrid event, the physical event happens at a different time than the virtual event. To keep the event organizers' effort sustainable, content exhibitors and sponsorships remain the same for physical and virtual events regardless of the time frames. 

A sequential hybrid event does not support cross-networking to save both events from complexities. However, if people meet in-person, they can choose to reconnect online once the virtual aspect of the event starts up. 

Attendees get many more opportunities to network and participate in this type of event, especially when supported by an onsite mobile event application.

Complex Hybrid 

Complex hybrid events are your quintessential hybrid event. 

Unlike light and sequential events, complex hybrid events allow physical and virtual events to happen simultaneously. Your content, exhibitors and sponsors remain the same during this event. A complex hybrid event comes with multiple cross-networking touchpoints between in-person and online attendees. They also offer an online mirror to what on-site attendees are experiencing, so that both audiences feel immersed in the event.  

Touchpoints between in-person and online attendees can be established through the use of a virtual event platform and a mobile event app. Attendees can search and start chats with each other, regardless of how they’re joining, and take part in the same presentations, polls, Q&As and more.  

With the support of a great platform and a good team, complex hybrid events are extremely beneficial to organizations that are prepared for it.

Getting familiar with different hybrid event dimensions can help you see better results. A successfully executed hybrid event, be it light, sequential or complex, is necessary for the growing demand for the unique customer journey. Moreover, it strengthens customer relationships and has a long-term business impact.


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Partner Voices
Less than six months ago, Lisa Messina joined the Las Vegas Convention and Visitors Authority (LVCVA) as the first-ever chief sales officer after leading the sales team at Caesars Entertainment. A 12-year Las Vegas resident, Messina is a graduate of Cornell University’s School of Hotel Administration and serves on MPI International’s board of directors. TSNN had a chance to catch up with this dynamic leader and talk to her about her vision for the new role, current shifts in the trade show industry, creating more diversity and equity within the organization, and advice to future female leaders. Lisa Messina, Chief Sales Officer, LVCVA With Las Vegas becoming The Greatest Arena on EarthTM, what are some of the things you’re most excited about in your role? Our team was at The Big Game’s handoff ceremony earlier this month, and I couldn’t help but think, “We’re going to crush it next year!”  These high-profile events and venues not only drive excitement, but also provide unmatched opportunities for event planners. Allegiant Stadium hosts events from 10 to 65,000 people and offers on-field experiences. Formula 1 Grand Prix will take place in Las Vegas in November, after the year-one F1 race, the four-story paddock building will be available for buyouts and will also offer daily ride-along experiences that will be available for groups. And, of course, the MSG Sphere officially announced that it will open in September, ahead of schedule, with a U2 residency. It’s going to be the most technologically advanced venue as far as lighting, sound, feel, and even scent, and it will be available for buyouts and next-level sponsorships inside and outside. There’s no ceiling to what you can do when you’re doing events in Las Vegas.  Allegiant Stadium As the trade show and convention business returns to the pre-pandemic levels, what shifts are you noticing and how do you think they will impact the industry going forward? Our trade show organizers are very focused on driving customer experience. Most of our organizers are reporting stronger exhibitor numbers and increased numbers of new exhibitors, with trade shows proving to be almost or above 2019 levels. Now our organizers are really doubling down on driving attendance and focusing on the data to provide that individualized, customized experience to help attendees meet their goals and get the best value. Some companies continue to be cautiously optimistic with their organizational spend when it comes to sending attendees, but I think it will continue to improve. As the U.S. Travel Association makes more progress on the U.S. visa situation, we also expect a growing influx of international attendees. What are some innovative ways the LVCVA helps trade show and convention organizers deliver the most value for their events? We focus on customer experience in the same way that trade show organizers are thinking about it. We got rave reviews with the West Hall Expansion of the Las Vegas Convention Center (LVCC), so over the next two years, we will be renovating the North and the Central halls, which will include not just the same look and feel, but also the digital experiences that can be leveraged for branding and sponsorship opportunities.  Vegas Loop, the underground transportation system designed by The Boring Company, is also a way we have enhanced the customer experience. Vegas Loop at the LVCC has transported more than 900,000 convention attendees across the campus since its 2021 launch. Last summer, Resorts World and The Boring Company opened the first resort stop at the Resorts World Las Vegas , with plans to expand throughout the resort corridor, including downtown Las Vegas, Allegiant Stadium and Harry Reid International Airport. The LVCVA also purchased the Las Vegas Monorail in 2020, the 3.9-mile-long elevated transportation system that connects eight resorts directly to the convention center campus. This is the only rail system in the world that integrates fares directly into show badges and registration. For trade show organizers, these transportation options mean saving time, money and effort when it comes to moving groups from the hotels to LVCC and around the city. Also, the more we can focus on building the infrastructure around the convention center, the more it supports the customer experience and ultimately supports our trade show organizers. Scheduled to debut in Q4, Fontainebleau Las Vegas will offer 3,700 hotel rooms and 550,000 square feet of meeting and convention space next to LVCC.  What are some of the plans for advancing DEI (diversity, equity and inclusion) within your organization? We’re currently partnering with instead of working with a leading consulting firm, to lay the foundation and create a solid DEI plan and be the leader when it comes to DEI initiatives. The heart of that journey with the consulting firm is also talking to our customers about their strategic approaches to DEI and driving innovation in this space.  What are your favorite ways to recharge? My husband and I have an RV and we’re outdoorsy people. So, while we have over 150,000 world-class hotel rooms and renowned restaurants right outside our doorstep, one of my favorite things to do is get out to Red Rock Canyon, the Valley of Fire, and Lake Mead. Five of the top national parks are within a three-hour drive from Las Vegas, so there’s a lot you can do. We love balancing the energy of Las Vegas with nature, and we’re noticing that a lot of attendees add activities off the Strip when they come here.  Valley of Fire What advice would you give to women following leadership paths in destination marketing? I think it’s about being laser-focused on what you want to accomplish; building a team around you that lifts you and helps you achieve your goals; and being humble and realizing that you do it as a group. No one gets this done alone. Thankfully, there are a lot of women in leadership in this organization, in our customers’ organizations, and in this city that we can be really proud of. We’re a formidable force that is making things happen.   This interview has been edited and condensed. This article is exclusively sponsored by the Las Vegas Convention & Visitors Authority. For more information, visit HERE.