The world of events has changed radically in recent years. What used to be purely face-to-face formats are now often hybrid – a combination of physical and digital participation. Hybrid events initially offered a response to the challenges posed by the pandemic, but are now a strategic means of increasing reach, optimising costs and staging sustainable brands.
In this comprehensive guide, you will learn everything you need to know about hybrid events: from planning and technology to perfect realisation – including tools such as the Mobile Event App, which makes it easy to realise professional hybrid events.
Table of contents
What is a hybrid event?
A hybrid event is an event format that takes place both on-site and online at the same time. This means that participants can take part either physically at a venue or digitally via a platform – often even with the same content and interaction options.
Typical terms in this context are ‘hybrid events’, ‘hybrid event’ or ‘multi-channel event’. The aim is to combine the best of both worlds: the emotional power of the live experience and the digital reach of the internet.
Advantages of hybrid events at a glance
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- Greater range: More participants thanks to the digital expansion, regardless of location or travel costs.
- Flexibility: Participants can decide spontaneously whether they want to take part on site or digitally.
- Cost efficiency: Smaller venues, less catering – paired with scalable digital content.
- Sustainability: Reduced CO₂ emissions thanks to less travelling and less material consumption.
- Data & Insights: Detailed usage data can be collected via the digital component – e.g. on dwell time, favourite sessions and interactions.
With smart tools such as the Mobile Event App, these advantages can be fully utilised. The app offers live streams, breakout rooms, voting, matchmaking, agenda management and much more – GDPR-compliant, ISO27001-certified and even as a white label solution if desired.
Disadvantages & challenges
Despite their many advantages, hybrid events also pose some challenges. Planning is more complex as two worlds – physical and digital – have to function simultaneously.
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- Technical requirements: A stable infrastructure is essential, especially for live streams and real-time interactions.
- Different expectations: Face-to-face and online participants have different needs in terms of content, breaks and interaction.
- Synchronisation: The agenda must be designed in such a way that both groups are meaningfully involved and do not feel excluded.
The good news is that with the right planning and tools such as the Mobile Event App, these challenges can be overcome – e.g. through interactive features, customised user paths and content-on-demand.
Ideal formats for hybrid events
Not every event is equally suitable for a hybrid format. Formats with a high information content and interaction potential work particularly well:
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- Conferences & meetings: With keynotes, breakout sessions and Q&A sessions.
- Trade fairs & exhibitions: Digital trade fair stands, live streams of product demos.
- Corporate events: Townhall meetings, kick-offs, training courses.
- Educational events: Webinars with attendance component, hybrid training courses.
Depending on the target group and content, hybrid formats can be optimally individualised and expanded.
Practical examples & case studies
A medium-sized company organises an annual customer conference. This used to be purely physical – now over 500 customers also take part digitally. Thanks to the mobile event app, these participants could not only watch, but also ask questions live, take part in surveys and interact in networking rooms.
Another example: a trade fair opted for a hybrid extension. Digital visitors were able to browse exhibitor profiles, take part in live presentations and book appointments with contact persons – all via the app.
These cases show: The use of hybrid elements not only extends reach, but also increases engagement – provided the technology is right and there is a well thought-out concept.
How to plan a successful hybrid event
The success of a hybrid event stands and falls with the planning. The challenge: two target groups with different needs must be addressed simultaneously – on site and online.
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- Target group analysis: Who takes part and how? What are the needs of in-person vs. online guests?
- Communication in advance: Early information campaigns, clear invitations with a choice of participation form.
- Agenda creation: Content should be tailored to both groups and prepared differently if necessary – e.g. with exclusive Q&A sessions for digital participants.
A special plus: these elements can be effectively coordinated with the mobile event app. Push notifications, personalised agendas and content-on-demand ensure a consistent experience for all participant groups.
Technical setup for hybrid events
A stable technical foundation is crucial to the success of your hybrid event. The more stable, accessible and flexible the setup, the better the event experience – both online and offline.
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- Streaming equipment: Camera, microphone, encoder, stable internet connection.
- Platform: Do you need a browser-based solution, a native app or a combination?
- Interaction tools: Live chats, surveys, breakout rooms – everything has to work smoothly.
Tip: The mobile event app not only supports the digital provision of content, but can also be combined with third-party tools – e.g. for 1:1 video calls or external video conferences. A flexible infrastructure creates trust.
Bonus: We also work with a network of experienced technology partners who not only have in-depth expertise in the field of digital event concepts, but are also very familiar with the integration of our systems and app. This makes realisation even more efficient – from streaming to app integration on site.
Tools & platforms for realisation
Choosing the right platform is crucial for the realisation of a hybrid event. It not only influences technical stability, but also usability, the level of interaction and participant satisfaction – both on-site and remotely. From all-in-one solutions to modular building block systems, there are numerous providers that differ greatly in terms of their flexibility, data protection compliance and mobile usability.
A common problem with tools such as Zoom, Hopin or similar platforms is their limited mobile usability. Although these solutions can be used on smartphones, the user experience is often not optimal. The Mobile Event App, on the other hand, offers native apps for iOS and Android that can be used by both on-site participants and remote guests – with consistently high quality and a uniform user experience.
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- Zoom/MS Teams: Good for simple virtual events, but limited in personalisation & event structure.
- Hopin / Airmeet / Swapcard: Powerful all-in-one platforms, but often complex or expensive.
- Mobile Event App: Modular structure, fully customisable (white label possible), specially designed for hybrid events, with functions such as live streams, agenda management, interaction tools, sponsor integration, GDPR compliance and ISO27001 certification.
Especially when flexibility, data protection and user experience are paramount, the Mobile Event App is an ideal choice – particularly for companies, associations and event agencies with more complex requirements.
Ensure interactivity & engagement
Hybrid events thrive on active participation. Especially with digital participants, it is important to plan targeted interaction formats:
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- Live surveys & Q&A: For real-time feedback and direct participation.
- Breakout rooms: For thematic group work and networking.
- Gamification: Points, challenges or digital badges promote motivation.
The mobile event app offers numerous functions to promote these elements. The integration of networking functions, interactive sessions and personalised agendas creates a holistic user experience that is both informative and emotionally engaging.
Sustainability & CO₂ reduction
Hybrid events are not only efficient, but also environmentally friendly. Less travel, less resource consumption, more digitalisation – all this reduces the ecological footprint.
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- Reduction in air & hotel travel: This is a major lever, especially for international events.
- Digital instead of printed content: Agenda, feedback, handouts – all via the app.
- Reusability: Recordings and digital assets can be used multiple times.
With hybrid formats and digital solutions such as the Mobile Event App, sustainability and innovative strength can be effectively combined.
Monetisation opportunities for hybrid events
Hybrid events also offer enormous economic potential. The combination of physical and digital components creates new sources of income:
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- Staggered ticket models: Affordable online tickets, premium on-site tickets with additional services.
- Sponsoring areas: Digital banners, sponsored sessions or virtual trade fair stands.
- On-demand access: Make exclusive content available after the event for a fee.
The mobile event app offers the right functions for realisation – for ticket management, booking systems and sponsor presentations, for example.
Mistakes you should avoid
To make your hybrid event a success, you should avoid typical pitfalls:
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- Pure duplication of content: Content must be prepared differently for digital participants.
- Lack of communication: Online guests in particular need clear information on how they can participate and interact.
- Underestimating technology: No hybrid event without stable streaming and tested tools.
The mobile event app provides user-friendly setup and support to prevent organisational and technical errors from occurring in the first place.
Performance measurement & KPIs
A hybrid event does not end with the last item on the programme. The subsequent analysis is crucial for further development:
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- Engagement rates: Who took part and for how long? How many questions or votes were submitted?
- Conversion goals: How many registrations were generated? How many leads for sales or recruiting?
- Feedback & Surveys: Satisfaction, potential for improvement, impact of content.
Thanks to the Mobile Event App’s integrated analysis functions, organisers can specifically evaluate what works – and what will work even better next time.
The role of the mobile event app in a hybrid setting
The mobile event app is more than just a digital supplement – it is the central platform for seamlessly organising hybrid events. Participants can obtain information, take part live, communicate with each other and use content even after the event, regardless of their location.
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- Synchronisation of both worlds: The app combines online and face-to-face participation through standardised features, designs and content.
- Community Building: Building long-term digital networks, for example through feedback functions, group rooms and news feeds.
- Event extension: Content such as recordings, highlights and presentations remain available beyond the event and promote follow-up.
This makes the app a valuable channel for increasing event engagement and extending the event’s impact beyond the day of the event.
Conclusion: hybrid events are here to stay
Hybrid events are much more than a temporary solution – they are the future of event marketing. Those who invest in good planning, suitable technology and flexible tools such as the mobile event app at an early stage will not only reach more participants, but also build communities and create real added value in the long term.
Whether conference, trade fair or employee event – hybrid formats offer opportunities that go far beyond the traditional event model.
Useful resources
FAQ
What is a hybrid event?
An event with parallel online and offline offerings, which participants can attend on site or digitally.
What technology do I need for a hybrid event?
Streaming equipment, stable internet, interaction tools and a central platform such as the Mobile Event App.
How does a hybrid event differ from a digital one?
A purely digital event only takes place online – a hybrid event combines both synchronously.
What does a hybrid event cost?
The costs depend on the location, number of participants and technology – often cheaper than traditional events due to fewer guests being present.
Can I realize hybrid events with an app?
Yes – tools such as the Mobile Event App offer all the functions you need, from streaming and interaction to analysing success.
