Tag Archive for: virtual events

How to Hold a Hybrid Event in 2026: Plan, Engage and Succeed

Virtual attendee engaging through live chat during a hybrid conference

With live experiences roaring back to life and digital interactions becoming more sophisticated, the hybrid event has become a must‑have format for many event organisers in 2026. A hybrid event blends a live, in‑person audience with a virtual one, delivering both the energy of the room and the global reach of online participation. This guide explains how to hold a hybrid event that feels cohesive and captivating. According to event industry statistics, hybrid and virtual events now dominate event strategies, with roughly three‑quarters of planners adopting hybrid formats and more than 60 per cent increasing their investment in virtual platforms. Another survey found that 71 per cent of event planners plan to continue organising virtual and hybrid events even as restrictions ease. This shift isn’t just a fad: 95 per cent of companies say virtual events remain part of their strategy, and 70 per cent believe hybrid events are here to stay.

Hybrid events bridge the gap between physical presence and digital convenience. They allow attendees to join from anywhere, a critical feature when Freeman research shows that 46 per cent of trade show guests attend only one show per year and many international delegates now prefer to participate virtually due to travel costs, visa issues or safety concerns. Hybrid formats therefore expand your reach, boost accessibility and offer multiple revenue streams.

Why hybrid events matter in 2026

The global events industry is projected to grow to over $1.3 trillion+ in 2026, and much of this growth comes from hybrid experiences. Planners are embracing hybrid events not only for accessibility but also for cost efficiency. With a virtual‑first mindset, organisers can rent smaller venues, reduce travel and accommodation expenses, and still deliver impactful content to thousands of remote viewers. Micro‑events are also on the rise, rather than focusing on a few large conferences, many companies now host smaller, highly targeted events throughout the year.

Hybrid events cater to attendees’ changing expectations. Surveys show that more than 90 per cent of respondents want a balance between technology and in‑person experiences. Technology enables personalisation at scale: AI‑driven networking tools, real‑time polls, virtual breakout rooms and gamified challenges help remote participants feel as engaged as those in the room. Meanwhile, data collected during hybrid events, such as registration details, session attendance, social media engagement and feedback, allows organisers to refine future experiences. Nearly 95 per cent of marketers now track return on investment in real time, and 89 per cent prioritise personalised experiences based on data analytics. In‑person events still account for about 60 per cent of industry revenue, but hybrid events, currently around 5 per cent, are rapidly gaining ground.

Prepare your technology and content

Great hybrid events begin with meticulous preparation. Start by choosing a reliable event platform that supports live streaming, on‑demand playback, audience interaction and robust analytics. With 70 per cent of planners already using AI tools for personalisation and logistics, look for a platform that integrates features such as AI‑powered matchmaking and automated captioning. High‑quality production is essential, remote attendees will leave if they experience poor audio or blurry video. Ensure your cameras capture the right angles and your microphones deliver clear sound.

For professional support, consider partnering with AVPartners’ event technology specialists. Our team combines audio, vision and lighting expertise to create immersive experience, designing sound systems tuned to your venue’s acoustics and delivering stunning visuals through LED screens and projection.

Prepare all presentation assets, slides, videos, graphics and pre‑recorded interviews, well in advance. Load them into your streaming system and run rehearsals to test transitions. Speakers may feel more nervous knowing they’re being broadcast to a global audience, so coach them on addressing both in‑person and virtual attendees. If your event features ultra‑wide LED displays or extended reality sets, work with your technical team to customise the content appropriately. Our animation Customised content for ultra‑wide LED screens demonstrates how to tailor visuals to non‑traditional formats.

Design a unified experience

A successful hybrid event isn’t just a livestream of a physical conference; it’s a deliberately designed experience for two audiences. When planning your agenda, think about how each segment will resonate both in the room and online. Shorter sessions with clear outcomes are effective: micro‑learning modules prevent fatigue and cater to attention spans across time zones. Provide virtual attendees with their own networking lounges, chat rooms and Q&A channels so they can interact without feeling like second‑class participants. Technologies that allow remote participants to ask questions in real time and join discussion panels help bridge the gap.

On site, position your cameras to capture speaker close‑ups, audience reactions and wide shots that show the energy of the room. Stage design and lighting play crucial roles in making your event look polished on screen. Intelligent, programmable lighting sets the mood, highlights key moments and elevates the experience. Provide clear signage and digital displays that indicate when virtual audience questions are coming in, and encourage speakers to acknowledge remote attendees at the beginning of each session. Hybrid events are inherently interactive: polls, quizzes and gamified challenges not only boost engagement but also generate valuable data points for post‑event analysis.

Keep to schedule and manage time zones

Punctuality is paramount when your audience is spread across multiple locations. Virtual attendees tune in at specific times for keynote sessions; delays can cause frustration and drop‑offs. Create a detailed run sheet that accounts for transitions, speaker introductions and audience Q&A. Assign a moderator or chairperson to keep the programme on track and to monitor online chat and questions. If your event spans multiple time zones, consider repeating key sessions or providing on‑demand access so remote viewers can catch up. Breaking longer conferences into half‑day segments or micro‑events helps accommodate different regions and maintain energy levels.

Engage your audience and foster community

Hybrid events succeed when all participants feel included. Acknowledge virtual attendees during opening remarks and encourage interaction between online and in‑person audiences. For example, pair remote and on‑site participants in breakout discussions or networking games, and display live chat messages on venue screens. Networking capabilities are a key contributor to attendee satisfaction, yet connecting the two audiences is also one of the biggest challenges. Overcome this by appointing digital hosts to guide remote conversations and by using AI‑driven matchmaking tools to suggest connections based on interests and goals.

Remember to safeguard both physical and virtual participants. Choose platforms that offer end‑to‑end encryption, secure logins and protection against malicious bots. Communicate your privacy and safety protocols clearly so participants feel confident joining your event.

Measure success and extend the lifecycle

One of the biggest advantages of hybrid events is the depth of data they generate. While in‑person events still account for about 60 per cent of event revenue and hybrid events represent roughly 5 per cent, hybrid formats enable you to capture metrics you can’t get from a traditional conference. Track registration, engagement during sessions, dwell time in virtual expo booths, poll responses and social media activity. Use these insights to segment your audience, personalise follow‑up communications and improve your next event. With 95 per cent of marketers tracking ROI and 89 per cent focusing on personalisation, data‑driven decisions are no longer optional.

After the event, keep the conversation going. Make recordings available on demand, turn breakout discussions into blog posts, and invite participants to join your community platform. Hybrid events support year‑round engagement by providing a space where attendees can continue discussions and sponsors can share educational content. The shift from one‑off gatherings to ongoing communities builds trust and loyalty, and it creates new revenue opportunities through subscription access, premium content and sponsor activations.

Partner with the right AV team

Behind every seamless hybrid event is a team of experienced professionals. AVPartners specialises in virtual and hybrid event services, offering end‑to‑end production that includes creative planning, technical setup, live streaming, audience engagement tools and post‑event analytics. Our hybrid platforms feature plenary sessions, breakout rooms, sponsor areas and networking lounges tailored to your audience. We also provide professional studios for webinars and live broadcasts, equipped with high‑speed internet, cameras, microphones and lighting. By partnering with AVPartners, you gain access to broadcast‑grade equipment, expert technicians and customised platforms that ensure every attendee, on site or online, has an exceptional experience.

For organisers in Sydney, our Live Streaming & Hybrid Event Services Sydney hub offers centrally located venues with cutting‑edge technology and lightning‑fast internet. We can help you plan your next hybrid meeting, product launch or conference.

Conclusion

Hybrid events have evolved from a pandemic necessity into a core strategy for organisations that value reach, flexibility and data. With the events industry set to grow rapidly and attendee expectations rising, the hybrid model allows you to deliver immersive, engaging experiences to audiences everywhere. By preparing carefully, investing in high‑quality technology, designing inclusive experiences and working with an expert partner like AVPartners, you can hold a hybrid event that captures attention, drives engagement and delivers measurable results. By following these steps you will know how to hold a hybrid event that resonates with audiences and delivers measurable outcomes. Ready to make your next event truly hybrid? Contact us to explore how our virtual and hybrid event services can bring your vision to life.

Webcasting in 2026: Expand Your Event’s Reach

technology for engaging presentations in action at PCEC

Hybrid and fully virtual events are no longer a temporary fix, they’re a permanent feature of modern event marketing. According to a recent Precedence Research report, the global virtual event platform market is forecast to grow from US $15.99 billion in 2025 to US $17.60 billion in 2026 and reach US $37.87 billion by 2034, a compound annual growth rate of around 10 percent. Event organisers have embraced this shift: nine out of ten see virtual events as here to stay, and nearly three‑quarters of companies treat webcasting as a core marketing tactic With a well‑executed webcast, you’re not just streaming video, you’re amplifying your message, enhancing ROI and extending your brand’s reach far beyond the walls of a single venue.

What is webcasting?

Webcasting is the live streaming of video and audio over the internet to an audience anywhere in the world. Viewers tune in on their own devices to watch keynote presentations, panel discussions or demonstrations in real time, and recordings can be made available on demand after the event. Webcasting forms the backbone of many of our Virtual & Hybrid Event Services from corporate conferences to annual general meetings, providing an accessible way for remote participants to join the conversation.

Why webcasting matters in 2026

Today’s audiences expect content to be accessible on their own terms, and the numbers show just how effective webcasting has become:

  • Bigger attendance and deeper engagement. A 2025 survey found that 83 % of hosts get higher turn‑out online than in person, and 77 % of marketers report better lead generation and brand awareness with virtual events. Because anyone can join from home or the office, you’re not limited by venue capacity or travel budgets.

  • Improved ROI and cost savings. According to 99firms, 81 % of organisers see better return on investment from virtual events than from physical ones, with average savings of around US $42 000 per event and 12 % more revenue per attendee. Fewer travel costs and lower production overheads translate to higher margins, even as you reach more people.

  • Rapid market growth. Verified Market Research predicts the virtual events industry will more than quadruple to US $231 billion by 2032, growing at an annual rate of about 25 %. This trajectory underscores how important professional webcasting has become for organisations of all sizes.

  • Environmental and DEI benefits. A Nature Communications study showed that shifting from in‑person conferences to virtual formats can reduce carbon footprints by 94 % and energy use by 90 %. Hybrid conferences with regional hubs can still cut emissions by two‑thirds while accommodating in‑person attendees. Many organisers also highlight how virtual events support diversity and inclusion: remote access enables participation from people who might otherwise face geographic, financial or accessibility barriers.

Benefits for your organisation

Webcasting isn’t just about replacing a live audience with webcams. When done well, it unlocks unique advantages for your event:

  • Extend your reach. Stream to thousands of participants across different time zones, and provide on‑demand playback so anyone can catch up later. This extended reach makes webcasting ideal for product launches, thought leadership, investor updates and more. It’s also a powerful tool for events like AGMs where shareholders may be unable to travel.

  • Boost marketing impact. Complement your digital campaigns with a webcast to deliver a polished, human connection. The average marketer notes stronger lead generation and higher brand recall when live streams are integrated into the customer journey.

  • Save on venue and travel costs. With no need for large ballrooms or interstate flights, virtual and hybrid events free up budget for content development and professional production. At the same time, viewers appreciate the convenience of watching sessions from home or the office.

  • Gather valuable data. Virtual platforms capture rich analytics – from registration details and viewing duration to questions and poll responses. These insights inform future event planning and sales follow‑ups, helping you tailor content for maximum impact.

  • Support sustainability goals. Reducing travel and onsite resource use cuts your event’s carbon footprint dramatically, aligning with corporate environmental, social and governance (ESG) priorities.

When to use webcasting

Webcasting can enhance virtually any live event. Here are some common use cases along with internal resources to help you plan:

  • Corporate meetings and town halls – Stream executive updates, strategy briefings and staff events across multiple offices. See our Meeting & Conference AV Solutions for space‑specific advice.

  • Conferences and exhibitions – Share keynote sessions and panel discussions with remote delegates. Record customer testimonials and interviews on the show floor for later promotion. Our Virtual & Hybrid Event Services can integrate plenary sessions, breakouts and sponsor booths into one platform.

  • Gala dinners & awards nights – A live webcast can amplify the excitement, drive greater exposure and give sponsors more visibility. Combine it with our Awards Night AV Solutions to create a sophisticated on‑site experience.

  • Annual general meetings (AGMs) – Keep shareholders informed and compliant by streaming reports, voting processes and Q&A sessions. Learn more about our AGM AV Solutions.

  • Product launches and demos – Reveal new products via a live webcast, then leverage on‑demand replays for marketing and training. Explore our Product Launch AV Solutions for inspiration.

  • Training and education – Provide professional development or certification courses online. Our experience in Education AV Installation means we understand how to keep remote learners engaged.

Working the AV equipment at an event

Planning a successful webcast

For a professional result, consider these tips:

  1. Invest in quality production. Crisp audio, high‑definition video and branded graphics signal professionalism and keep viewers engaged. Our virtual event production team uses broadcast‑grade equipment and reliable streaming platforms to ensure your content looks and sounds its best.

  2. Engage your remote audience. Incorporate live polls, Q&A sessions, chat moderators and social media hashtags to foster interaction. Audience engagement features are proven to improve knowledge retention and enjoyment.

  3. Plan for hybrid integration. If you’re combining in‑person and remote elements, ensure everyone can see, hear and interact equally. Use multi‑camera setups, interactive screens and dedicated technical support to bridge the gap between the room and the webcast.

  4. Prioritise accessibility. Offer live captioning and sign language interpretation to accommodate diverse audiences. Consider providing transcripts and on‑demand videos for those who cannot attend live.

  5. Measure and adapt. Review analytics to see how long people watched, which segments sparked questions and which calls to action performed best. Use this information to refine future events and marketing campaigns.

Start streaming with AVPartners

Whether you’re hosting a national conference, launching a product or engaging shareholders, a professional webcast can elevate your message and deliver tangible business results. AVPartners’ Virtual & Hybrid Event Services combine high‑end production, interactive platforms and experienced technicians to ensure your broadcast runs smoothly from start to finish. Talk to our team about integrating live streaming into your next event or explore our Live Streaming & Hybrid Event Services in Sydney to see how we can help you reach audiences anywhere.