Your Simple Step-by-Step Guide to Planning a Virtual or Hybrid Event

Step 1: Define Your Purpose and Audience

Every great event begins with a clear purpose. What do you want attendees to see, feel, learn, or take away from the experience?

Your “why” helps select the venue and the technology setup. Start by identifying your core audience and objectives. For example:

• Internal events like kick-offs and training should inspire collaboration and motivation.
• External events such as product launches or conferences should engage, educate, and amplify brand awareness.

In the UK, event audiences value inclusivity and accessibility. That means ensuring both in-person and virtual guests can engage equally. 

Step 2: Choose the Right Hybrid Event Platform

Choosing the right technology is one of the most crucial steps in any hybrid event planning guide. A great hybrid conference platform should be your digital stage.

When evaluating hybrid event platforms, look for:

• Scalability and reliability so that your event runs smoothly, even if there are thousands of attendees.
• Custom branding to make your virtual environment feel on-brand and polished
• Interactive mediums such as live chat, Q&A, and polls
• CRM or marketing integrations for tracking engagement.

Case Study: Pepsi Lipton – “Together We Shine” Virtual Conference

When Pepsi Lipton approached us to deliver their annual European Marketing Conference virtually, timing was tight, but teamwork made it possible. Using our bespoke hybrid event platform, we built a fully branded virtual environment with a two-day agenda, 40+ presenters, and interactive sessions.

Despite the short turnaround, our team coordinated technical checks, rehearsals, and live broadcasts. The event ended with an online awards ceremony streamed via Zoom, giving guests the chance to celebrate and connect through a fun session of virtual musical bingo.

This resulted in a highly engaging and energetic virtual experience that left attendees inspired.

Step 3: Plan the Agenda and Content Experience

When planning for both live and virtual attendees:

• Balance your sessions between inspiration and information.
• Include interactive elements such as audience polls or breakout discussions.
• Keep sessions short and impactful, as attention spans online are limited.
• Use storytelling and visuals to make content memorable.

Case Study: Telefónica Hybrid Kick-Off Event

After a successful hybrid event the previous year, Telefónica returned to SEVEN to take things to the next level. This time, they wanted to improve engagement across both in-person and remote audiences.

Our solution was a refreshed event app and online viewing portal that connected live guests at IET Savoy Place with remote teams in Belfast and Edinburgh. 

Thanks to a two-way link, we brought all three audiences together so that everyone could interact, participate in Q&A sessions, and celebrate key moments together.

Step 4: Test, Rehearse, and Prepare Your Team

A hybrid event is only as strong as its preparation. Rehearsals are essential for making sure your event runs smoothly from start to finish.

Here’s a quick pre-event checklist:

• Test internet speed and streaming reliability.
• Conduct full technical run-throughs.
• Schedule presenter rehearsals and briefing sessions.
• Prepare backup systems and clear communication protocols.

This attention to detail builds confidence and guarantees a polished final experience for both in-room and online participants.

Step 5: Engage Your Audience in Real Time

Engagement is where your hybrid event truly comes to life. For any reputable event management services, the goal is to make every attendee, whether they are in London or logging in from Lisbon, feel equally part of the experience.

Try these engagement boosters:

• Real-time polling and Q&A to drive participation.
• Gamified elements like quizzes, leaderboards, or virtual scavenger hunts.
• Chat moderators to encourage live conversations.
• Exclusive virtual goodie bags or post-event content access.

Case Study: WiredScore Global Virtual Broadcast

When WiredScore wanted to position themselves as thought leaders in connectivity, we designed a virtual broadcast that felt more like a global TV production than a webinar. 

From a custom-built studio in London, we delivered TED-style talks and panel discussions, blending pre-recorded content with live sessions from international speakers.

The final result was streamed twice to reach audiences across time zones, and viewers described it as “as slick and polished as an Apple event.”

Step 6: Measure Success and Gather Feedback

Once the applause dies down, the data tells the real story. Measuring success is key to understanding what worked and what to improve next time.

Track key performance metrics such as:

• Attendee engagement, like chat messages, poll participation, or downloads.
• Attendance and drop-off rates.
• Post-event survey feedback.
• Social media mentions and sentiment.

At SEVEN, our team reviews each event with clients, analysing both qualitative and quantitative data. These insights help refine future experiences and align with broader future corporate event trends.

You can turn every hybrid event into a learning experience by gathering both numbers and narratives. This helps you to get even greater success next time.

Closing Thoughts

Planning a hybrid event might sound complex, but with the right guidance and technology, it becomes an exciting, creative journey. From defining your goals to choosing the perfect hybrid event platform, each step brings you closer to delivering an event that truly connects people, wherever they are.

At SEVEN, we combine creative storytelling, technical precision, and genuine care for our clients to make every hybrid event unforgettable.

If you are ready to plan your next event, let’s work together to make it extraordinary.

FAQs

1. What is the perfect duration for a hybrid event?

Keep sessions short and focused. Most hybrid events work best over 3 to 4 hours per day, with 30 to 45-minute sessions and breaks in between. 

2. How can you make networking effective in a hybrid setting?

Use AI matchmaking tools, schedule dedicated networking slots, and create hybrid breakout rooms where in-person and virtual guests can mix. Post-event meetups or online communities also help keep the conversation going.

3. What’s the average cost of hosting a hybrid event in the UK?

Budgets vary by scale and scope- the SEVEN team can help you narrow down.

4. How do you make sure there is accessibility for hybrid events?

Offer live captions, sign language interpreters, and screen reader-friendly platforms. Follow WCAG 2.1 AA accessibility standards to make sure every attendee, virtual or in-person, can fully engage.