The last few years have changed how we gather. What used to be conference rooms and hotel ballrooms is now often a mix of screens, streams, and on-demand chats.
If you’re planning an event, whether it’s a product launch, internal training, or industry conference, you’ve likely come across two main formats: virtual events and hybrid events. Both can be powerful. Both need the right tech.
So, how do you choose? And how do you make sure it runs smoothly?
This guide will walk you through the differences, the technical setups, and what each format means for your audience and brand.
Virtual events, everything happens online
Think of virtual events as digital-only gatherings. No venue hire. No travel logistics. Just speakers, moderators, and attendees connecting through platforms like Zoom, Hopin, or Microsoft Teams.
These are ideal when you need scale, speed, and simplicity.
What defines a virtual event?
- 100% online format.
- Participants join from anywhere.
- Delivered via video conferencing or event platforms.
- Lower cost and faster setup.
- Great for global reach.
From webinars to career fairs, virtual events keep things flexible and accessible. But that doesn’t mean they’re low-effort.
Technical setup for virtual events
Behind the scenes, virtual events rely heavily on tech reliability. A weak connection or poor audio can lose your audience in seconds.
Here’s what you’ll need:
- High-speed internet: Minimum 20 Mbps (50+ Mbps for hosts or presenters).
- Audio & video gear: Use external webcams and lapel mics for sharp sound and visuals.
- Virtual platform: Choose one with strong engagement tools, branding options, and analytics.
- Visual assets: High-res slides, branded backdrops, pre-recorded segments.
- Live support: Someone ready to troubleshoot in real time.
- Recording setup: Capture in full HD for replays and content reuse.
Pro tip: Don’t skip rehearsals. Do at least two dry runs with all speakers. Test audio, video, transitions, and backup plans.
Hybrid events, blending live and digital
Hybrid events mix the best of both worlds. You’ve got a physical venue with live attendees, and a virtual audience watching and participating from anywhere.
It’s not just a livestream. A good hybrid event makes both groups feel equally involved.
Whether it’s a corporate summit, a trade show, or a university open day, hybrid formats help you reach more people without losing the energy of in-person interaction.
What makes an event hybrid?
- A live venue + remote participants.
- Multi-camera setup and AV crew.
- Streaming platform for virtual access.
- Moderators for both audiences.
- Opportunities for in-person and online interaction.
The challenge? You’re running two events at once. One in the room, one on the screen.
Technical setup for hybrid events
You’ll need a stronger AV backbone and clear roles for your teams. It’s not just “point and stream.” It’s about creating two connected experiences that sync perfectly.
What’s essential for hybrid events?
- Multi-camera production: Capture the stage, audience reactions, and screen content.
- Audio system: Lapel mics for speakers, ambient mics for audience questions, and mixers to balance it all.
- Switching software: Use OBS, vMix, or StreamYard to control video feeds, transitions, overlays, and branding.
- Dedicated internet: 100 Mbps minimum with a wired backup. Avoid public Wi-Fi for streaming.
- LED screens and monitors: So in-person speakers can see and engage with remote participants.
- Dual moderator teams: One for live Q&A, another for chat, polls, and managing the online experience.
Pro tip: Treat your virtual attendees like VIPs. Offer exclusive interviews, digital giveaways, and one-on-one networking rooms.
Side-by-Side: Hybrid vs Virtual Events
| Feature/Aspect | Virtual Event | Hybrid Event |
| Delivery Format | Entirely online | Online + In-person |
| Audience Type | Remote only | Remote + Live attendees |
| Setup Complexity | Moderate | High |
| AV/Tech Requirements | Webcam, mic, virtual platform | Cameras, AV crew, streaming + venue setup |
| Interactivity | Polls, Q&A, chat | In-room engagement + virtual tools |
| Costs | Low to medium | Medium to high (venue, AV, hybrid platform) |
| Networking Options | Limited | Virtual and in-person breakout opportunities |
| Branding Flexibility | Digital overlays, backdrops | Physical branding + digital customisation |
Final Technical Checklist
No matter which format you choose, being prepared technically can make or break your event.
Before the event:
- Confirm your agenda and speaker list.
- Choose the right platform (Zoom, Hopin, etc.).
- Hire your AV and production team.
- Schedule and run full tech rehearsals.
- Set up registration, reminders, and a support plan.
During the event:
- Monitor audio/video streams.
- Manage engagement tools (polls, chat, live Q&A).
- Record sessions in HD.
After the event:
- Upload recordings and share with attendees.
- Review analytics (drop-off rates, engagement metrics).
- Send post-event surveys.
- Use feedback to improve your next event.
So… Hybrid or Virtual?
There’s no one-size-fits-all answer. Your decision depends on your goals, your audience, your budget, and your willingness to juggle tech.
But here’s the good news: You don’t have to choose forever. Many teams are now blending the two, using hybrid for flagship events and virtual for year-round engagement.
Know your audience. Know your message. Build the experience that delivers both.
