Hybrid Venue Hire London

What is a hybrid event? A hybrid event is a tradeshow, conference, trade show, product launch, workshop or other meeting that combines a "live" in-person event with a "virtual" online component.

What’s the best way to plan a hybrid event? A hybrid event should be more than an in-person event that’s live-streamed to a virtual audience. You need to create two distinct events that also work together as one - you don’t want one audience to feel second best. Make sure you consider how to keep your virtual audience engaged and provide exciting elements that enhance the remote experience. You could also consider sending physical things to your guests, whether it’s a hamper of food and drink or gifts to add an extra dimension to the hybrid event.

How do I choose a venue for a hybrid event? Finding the right venue will depend on the type of event you’re intending to organise. You’ll need to consider capacities and allowing space for hybrid equipment. Assess the venue’s tech, in particular whether they are already set up to run hybrid events or if you’ll need extra support from an external supplier.

What technology do I need for a hybrid event? Hybrid events require a basic HD camera, a decent PC for streaming, some basic audio equipment and some software, alongside a strong wifi connection. You’ll also need an AV team to run the event. Many venues will already be set up to organise hybrid events or there are many production and AV suppliers that can help too.

What are the benefits of a hybrid event? Hybrid events allow you to effectively host two events at the same time. This means you can expand your reach and the size of your audience without worrying about capacity levels at your venue. Events with a remote element also provide a way to make your events more sustainable but reducing the amount of travel needed by delegates as they can tune in from all over the world.

How should I budget for a hybrid event? This will depend on what you’re looking to achieve with your event. Remember you’ll need to consider streaming and hybrid technology alongside everything you need for the in-person elements. This doesn’t necessarily mean your event will cost more but your budget may look different and could take some fine tuning. HeadBox can provide a bespoke quote if you need help.

What are the lead times for hybrid events? Lead times can vary from one event to the next depending on the size and complexity. Remember with a hybrid event that you will have an in-person element, this means your lead time will be longer than for a virtual event. For large events consider planning 9-12 months ahead, smaller events will have a shorter lead time.