The Future of Hybrid Events: Are We Really Designing for Two Audiences?

In this article, I will guide you thorugh the the future of hybrid events and how you can bring the most of it.

Let’s dive in!

Hybrid Events Are No Longer Just a Temporary Fix

What started as a crisis response has now become a permanent part of the events landscape. Hybrid events, blending the buzz of in person interaction with the flexibility of digital participation, are here to stay.

At first, the shift to hybrid was driven by necessity. But what has kept it going is something much more valuable: greater accessibility, improved convenience, and the kind of audience data that traditional events often lack.

Now that hybrid is becoming the norm, a bigger question is emerging. Are we genuinely designing for both audiences, or are we still giving priority to one and hoping the other keeps up?

This isn’t just a tech question. It requires a strategic rethink. And how we approach it could determine the direction of the events industry in the years ahead. To support that thinking, The Chameleon Agency’s Events Designer in Manchester put together this guide for professionals facing the challenge.

Two Audiences, Two Realities

Let’s face it. Hybrid events naturally split your audience in two.

On one side, you have in person attendees. They feed off the room’s energy, spark conversations during breaks, and enjoy all the little moments that make being there feel special.

On the other side, remote participants are tuning in from wherever they happen to be. They want an engaging, well produced experience that makes them feel included, not like an afterthought.

These aren’t simply different preferences. They represent two entirely distinct ways of engaging. Yet many events still focus on delivering a brilliant live experience, while the digital version ends up being little more than a basic broadcast.

This is where the idea of experience equity becomes critical. Everyone should feel that they got genuine value from attending. But creating that sense of fairness takes careful planning and a shift in mindset.

What Event Professionals Can Learn from UX Designers

This type of challenge isn’t new. UX designers have been tackling it for years, crafting consistent experiences across phones, tablets, laptops and more.

Their core principle is straightforward. Create a single experience that works across different formats.

That philosophy applies perfectly to hybrid events. Rather than building two separate versions, the goal should be to craft one experience that adapts to how people are joining. This is the essence of adaptive event design. The delivery may vary, but the emotional journey should feel connected.

Start by Respecting the Differences, Then Build the Bridge

Successful hybrid events don’t pretend everyone is having the same experience. They begin by acknowledging the split, then focus on connecting both sides in meaningful ways.

First, give each group what they need.

In person guests value spontaneity and human interaction. Make space for natural networking, exploration, and those unplanned moments that add magic to an event. Meanwhile, your digital audience deserves more than a static stream. Offer exclusive online content, behind the scenes access, and tools that make it easy for them to engage.

Next, design for shared experiences.

Use live polls that include both audiences. Stream keynotes in real time. Create discussions and breakout sessions where everyone, regardless of location, can contribute equally.

Cisco Live 2023 provided a great example. Their dedicated online programme wasn’t just a recording of the stage sessions. It was thoughtfully designed for remote attendees, resulting in a 30 percent increase in digital engagement.

The Tech Exists. The Thinking Needs to Evolve

Let’s stop blaming the tools.

Event platforms like Hopin, Cvent, Bizzabo and vFairs offer plenty of features including interactive elements, live chat, breakout spaces, gamification and advanced analytics.

The real gap is in how we use them. Too many events are still built around a traditional live format, with digital features bolted on at the last minute.

If hybrid is going to work, we need to start designing with both audiences in mind from the very beginning.

What Success Really Looks Like

If you want to measure whether your hybrid event hit the mark, it’s time to move beyond headcounts and generic feedback.

Look at metrics that reflect real engagement, such as:

• How long remote viewers stayed involved beyond the welcome session
  
• Whether online and in person attendees interacted across platforms
  
• Which types of content performed better in each setting
  
• Whether everyone had the chance to contribute and shape the event

Tools like SpotMe and Brella make this type of insight accessible in real time, helping you improve the experience while it’s still unfolding.

Hybrid Events Can Be Smarter, Fairer and More Sustainable

When done right, hybrid events offer far more than a middle ground.

Think of the benefits. No travel bookings. No hotel costs. No visa delays. A participant in Belfast can now engage as easily as someone in Berlin. That’s not just efficient. It’s more inclusive, more cost effective and significantly better for the planet.

A 2023 study from the Virtual Events Institute found that moving to virtual first formats can cut emissions by up to 80 percent per attendee.

Hybrid also improves accessibility. Captions, translations, screen reader support and other inclusive features are much easier to implement digitally, opening up events to audiences that were previously excluded.

One Event, Two Ways to Experience It

The future of hybrid events isn’t about picking sides between online and in person. It’s about designing with intention.

You’re not running two events. You’re delivering one powerful experience, offered through two perspectives. That isn’t a compromise. It’s a creative shift that places the spotlight on your audience instead of the venue.

Organisations that embrace this approach will do more than reach wider audiences. They’ll build deeper connections, create lasting impact and lead the way in a new era of event design.