What is a Hybrid Event? We delve into the what and how

real world event audience connecting with hybrid event

2020; the year COVID thrust the events industry into the digital age, for better or worse. With event planners and organisers around the world getting to grips with best practices and trends for virtual events, there is a new beast on the horizon; The Hybrid Event. So as an event planner, organiser or producer what is the meaning of a hybrid event and how do you successfully run one?

What is a hybrid event

First up, what is a hybrid event? 

A hybrid event is a combination of a traditional real world event and a virtual event. You’ll have an audience on site at your event and online on your virtual event platform of choice, such as Intelligo. 

How much these audiences interact, if at all!? Is something you as an organiser need to decide for your audience. You may even decide that the best result for you is to have a series of virtual events leading into one exclusively real world event. However, we think there are huge advantages in bringing the two worlds together.


What is the difference between a hybrid event and a virtual event?

 Secondly, unfortunately, this likely means more work for you as an organiser and potentially more cost. However, this can be offset through your larger audience reach! 

You now need to provide content, interaction and networking opportunities for both audiences. This means working out a strategy for each audience and most importantly where they meet. 

You could take a simple approach with all audiences viewing the same sessions and providing dedicated networking times and areas for the two audiences to interact. Alternatively, maybe you would like to bring your hybrid audience into the main stage via the “third screen”. Providing a digital link between the real event and the virtual word, highlighting the discussions, polls and even bringing audience members up live for questions at the end of sessions.

Even with the simple approach outlined above, you’re going to need to ensure high quality camera coverage of your sessions and a method of streaming to your platform, please speak to your preferred AV provider or read our article on how to live stream. You may be bemoaning the additional cost here but remember this is your content! It now has a much longer tail than just the people in the room. It’s also worth noting it’s much easier to gather detailed data on the virtual audience engagement, giving you the information you need to improve your event year on year. 


How can I run the best hybrid event?

We’re going to be honest here, no one knows! 

This is an exciting new space for the events industry. The good news is that the fundamentals are exactly the same, it’s about providing your audience with quality content with opportunities for fun and networking. At their core all events are social so you need to ensure that both audiences are engaged and hopefully with some opportunities for cross over! 

As always, approach your event with a great plan, which reflects your audience’s needs and content requirements. Followed up with good marketing and social media engagement. You’ll be on the road to success.


Hybrid Events Are Here To stay

What we can say with certainty is that hybrid events are here to stay and a fast growing sector. We’re truly excited for this new frontier of events.  It’s not going to be easy and there will be mistakes along the way. However, We look forward to the best parts of virtual and real world events coming together to create an even better future for the events industry. It’s not going to be easy and there will be mistakes along the way. 

Hopefully this article has provided you with the insights you need to start working out how to host a hybrid event. 

We’ll be regularly keeping you up to date on hybrid event best practices as they develop! So check back in soon

Hopin Pricing Vs. Intelligo Pricing – An example event

hopin pricing

The virtual and hybrid events pricing landscape is like the wild west. With pricing ranging from the simple to the overly complex with many moving parts. In this article we’re going to look at Hopin pricing and how it stacks up to running an event on intelligo.

We’re going to use a real world event scenario to give you an accurate idea of how the prices can stack up and where hidden costs (even if they’re transparent!) can actually sneak in.

Hopin pricing is actually some of the easiest to understand and we applaud them for that. However, to access premium features you have to pay a hefty annual fee (or two to access the top tier!).

The Event Spec

A successful conference organiser with a captive audience was looking to trial a new niche conference. The beauty of virtual events and their lower cost is that you can create much more specific verticals and still reach a large, engaged audience. However, you’re already sold on virtual events, that’s why you’re reading this article!

They used their existing database and a marketing campaign to secure 1,550 registrations on the platform. They usually expect around a 50% attendance vs. registration due to their marketing mix and sector. They had 708 unique visitors over the event, so nearly exactly on target and a great result for a brand new event launch. They utilised 6 admin seats and 60 moderators.

So to summarise, 1,550 registrations and 708 unique attendees on the day.

They have a strong suite of partners with 1 headline and 7 supporting. There are sponsored sessions and breakouts throughout the event to drive great content and sponsor engagement. This means there are a total of 60 sponsor representatives on site.

Sessions consisted of high quality round table discussions hosted from a virtual studio for the utmost production value. There were also sponsored driven round tables in breakouts and networking sessions for attendees.

The event was fully white label branded utilising Intelligos dark mode with graphic and video assets provided by the organiser.

They require analytics and reports to feed back into their KPI’s and to report internally.

They requested an Intelligo representative be assigned to their event to support them in pre-event and provide live technical support on the day.

Hopin Pricing VS Intelligo

Their use case put them on Intelligo’s pro plan at £13.75 a day. Which includes multiple main stages, breakouts and the level of support they required. View the intelligo pricing tiers here. This brings the total on Intelligo to £9,735

Their requirement for white labeling and support means the hopin pricing includes a $12,000 annual fee and level 1 support at $8 per registration. Brining the Total on Hopin to £20,625


hopin pricing comparison


The price difference may surprise you! This is due to three significant factors; the requirement for branding and analytics put them firmly into hopin’s pro plan, the level of support increased the cost per registration and the fact that Intelligo only charges you for active users on the event day.

Intelligo pride ourselves on our extremely high quality of support for B2B and enterprise customers. This means you always get the best support for your event.

All pricing correct as of time of publication.