Pros and Cons of Hybrid Events – When to Choose Which Format

As an event planner, you're now facing a decision that was almost unthinkable just a few years ago: Should your event be held on-site, online – or as a combination of both? Since the COVID-19 pandemic, the hybrid format has established itself as a flexible solution, allowing some participants to attend in person while others join remotely.

Interested in reading the article in Danish? Please go to our Danish blog section.

Interested in reading the article in German? Please go to our German blog section.

There’s no doubt: The hybrid format is here to stay. But that doesn’t mean it’s the right choice in every situation. To make the best decision, you need to assess your event, your goals, and your resources.

The Top Advantages of the Hybrid Format

• Flexibility – Participants can choose the format that suits them best – on-site or online. This lowers the barrier to entry and increases overall participation.

• Wider reach – You can engage both local and international audiences without having to expand your venue.

• Sponsor appeal – The hybrid format offers multiple exposure opportunities. A study shows that 72% of sponsors are interested in hybrid events – as long as they can reach both target groups.

• Sustainability – With less travel, your event's carbon footprint is significantly reduced – a clear advantage that strengthens your brand and attracts partners with green values.

• Data-driven insights – The virtual component of your event gives you access to detailed analytics that are otherwise hard to collect. You can track which sessions keep people engaged, how long they stay, what questions they ask, and how traffic flows. This allows you to optimize both content and format based on real behaviour.

The Main Disadvantages of the Hybrid Format

• Complex planning – You’re essentially planning two experiences at once. It requires more resources and coordination to ensure a cohesive experience for both audiences.

• High costs – Hybrid events demand additional technical equipment, platforms, support, and often a professional livestream setup. Costs can quickly add up if quality is a priority.

• Technical issues – A weak connection, poor audio, or a low-quality video stream can ruin the digital experience. Online participants may quickly disengage or leave the event entirely.

• Lower engagement online – It’s harder to hold people’s attention virtually. Without well-designed interactive elements, online participants may become passive.

When Should You Choose a Hybrid Event?

The hybrid format is a strong choice when you have a broad target group that can’t all attend in person. This is especially true for:

• International conferences or trade shows

• Product launches with wide interest

• Events with limited venue capacity

Hybrid events can also be strategically valuable if you want to reach new audiences, improve accessibility, or measure your event’s impact. Still, make sure to define your main target group – and design the experience to be equally meaningful for both in-person and online attendees.

When Not to Go Hybrid

• If your event is small and internal, and everyone can attend in person, it’s often best to keep things simple.

• If you don’t have the budget or setup to ensure a good online experience, you risk disappointing virtual participants.

• If your event relies heavily on in-person interaction, such as networking, consider whether a hybrid approach truly makes sense.

3 Tips for Planning a Successful Hybrid Event

1. Communicate clearly – Let your online audience know what to expect, how to log in, and how their data will be handled. Simple, clear instructions set the tone for a smooth experience.

2. Use reliable, professional technology – Opt for a wired internet connection rather than Wi-Fi, and consider using a professional livestream provider to ensure high-quality audio and video.

3. Test everything in advance – Check your equipment: cameras, microphones, lighting, computers, and network. Run a rehearsal and make sure everyone on the team knows their role. Solid preparation gives you peace of mind on the day of the event.

The Best of Both Worlds

Hybrid events are not a replacement for in-person meetings, nor are they just a digital add-on. They are a format in their own right – with the potential to deliver engaging, scalable, and inclusive experiences. If you choose the hybrid route for the right reasons and plan it well, you can truly get the best of both worlds.

A 2022 study by marketing tech platform Markletic highlights the practical challenges organizers face:

• 71% of event planners say that connecting physical and virtual audiences is their biggest challenge.

• 67% worry about whether the technology will work properly.

• Nearly half of all speakers struggle to engage both audiences at the same time.

• 39% of online participants say they often don’t feel included.

These numbers remind us of one key truth: Hybrid events aren’t plug-and-play. But with the right preparation, you can deliver a seamless experience – no matter where your attendees are joining from.