10 Strategies for Successful Hybrid Events: Virtual and In-Person Experiences
"Can you share an example of an event that successfully combined virtual and in-person experiences?"
Here is what 10 thought leaders had to say.
Men's Mental Health Workshop Thrives in Hybrid Format
As a therapist who transitioned my entire practice online during the pandemic and then back to a hybrid model, I've seen how combining virtual and in-person experiences can create powerful therapeutic environments.
One of my most successful hybrid events was a men's mental health workshop series I developed in 2022 for the San Clemente community. I structured it so core educational content was delivered synchronously to both in-person and online participants, but breakout exercises were custom differently. The in-person group engaged in structured role-playing exercises while virtual participants used private breakout rooms for guided reflection with specialized digital worksheets.
What made this truly effective was the intentional cross-pollination between groups. During sharing sessions, virtual participants' insights were projected on-screen for the in-room attendees, while in-person participants were filmed in real-time sharing their embodied emotional experiences—something harder to convey in purely virtual settings.
The results were remarkable: attendance increased 35% over previous in-person-only workshops, and importantly, the completion rate for the 6-week program jumped from 67% to 91%. The key was recognizing that each format offers unique advantages—virtual provides accessibility and psychological safety for initial vulnerability, while in-person creates irreplaceable embodied learning experiences. When thoughtfully integrated, they complement rather than compete with each other.
Emmanuel Romero, Owner, Mr. Therapist
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Global Brand Summit Elevates Both Virtual and Physical Experiences
One of the strongest examples I’ve seen of integrating virtual and in-person experiences comes from my work consulting for a global consumer brand during their annual product launch summit. The company had a history of hosting high-profile, in-person events for partners and media, but the pandemic forced a rapid pivot. What stood out was how we didn't simply livestream physical sessions; instead, we strategically reimagined the event to treat both audiences as equally important participants.
For the in-person attendees, we designed interactive product showcases and roundtable sessions, but the real success was ensuring virtual participants had meaningful engagement. We built a parallel digital platform where remote guests could access live feeds, join breakout discussions, and interact directly with presenters through moderated Q&A. For product demos, we arranged live, personalized video walkthroughs and shipped hands-on kits to select virtual attendees ahead of time, so they could experience the new products in real-time alongside the on-site audience.
The key was operational integration. The event team coordinated production schedules and technical resources so that both physical and virtual experiences happened simultaneously, rather than relegating online viewers to passive observation. VIPs and key clients attending virtually received concierge support and exclusive digital networking opportunities, mirroring the value of on-site hospitality.
This approach delivered measurable results: engagement rates for virtual sessions matched in-person participation, and the event’s net promoter score increased significantly compared to previous years. The company also gathered richer data on attendee preferences and behavior, which informed future product launches and ongoing marketing.
At ECDMA, we apply similar hybrid strategies for our Global Awards, ensuring that remote members access not just content, but also authentic connections and influence within the industry. The lesson is clear: success in hybrid events comes from intentional design, not treating virtual access as an afterthought. With careful planning and operational clarity, it is possible to create integrated experiences that drive both engagement and business outcomes.
Eugene Mischenko, President, E-Commerce & Digital Marketing Association
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Hybrid Training Bridges Gaps for Working Parents
As a Clinical Psychologist specializing in workplace mental health, I've seen how hybrid events can bridge accessibility gaps for parents facing work-life challenges.
Last month at Bloomsbury Publishing, we delivered a hybrid line manager training session on supporting parents returning to work. We had in-person attendees at their London office while simultaneously streaming to remote managers, creating breakout rooms that mixed both groups for case discussions. The virtual participants reported feeling equally engaged because we designed interactive components specifically for them.
The key innovation was our "culture mapping exercise" where both in-person and virtual attendees contributed simultaneously to a digital whiteboard identifying organizational rituals that might exclude parents. This sparked powerful discussions about exclusionary practices like after-hours networking that virtual-only or in-person-only formats wouldn't have surfaced.
The data showed this approach worked - attendance was 40% higher than previous manager training due to accessibility for parents with childcare constraints. Feedback scores showed equal satisfaction between virtual and in-person participants, with Bloomsbury's HR noting significantly improved policy implementation following the session.
Dr. Rosanna Gilderthorp, Clinical Psychologist & Director, Know Your Mind Consulting
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Digital Nomad Therapist Creates Dynamic Hybrid Success
As the founder of "The Traveling Therapist" and someone who's been running a digital nomad lifestyle since 2022, I've successfully implemented hybrid experiences in both my therapy practice and my educational programs.
One of our most successful hybrid events was my "Bill Like A Boss" membership re-launch where we combined virtual training with in-person components. I flew to Scottsdale, AZ for strategy sessions with my business besties while simultaneously launching the online platform. The in-person brainstorming energized the virtual content, and we nearly doubled membership in just two weeks by creating this dynamic feedback loop.
For clinicians in my network, I've seen remarkable results when supervisors allow flexibility between in-person and virtual environments. One practice owner I interviewed maintains two physical offices while supporting 14 clinicians who work in varying hybrid arrangements - some fully virtual, others mostly in-person. When COVID hit, even play therapists who previously insisted on in-person sessions adapted virtual techniques.
The key to successful hybrid events is psychological safety, not physical presence. Research now shows that culture isn't about being in the same room - it's about feeling connected and supported regardless of location. I've attended retreats where we strategized business plans in-person over prosecco at night, then implemented digital frameworks the next morning that participants could access from anywhere.
Kym Tolson, Therapist Coach, The Traveling Therapist
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Austin Meetup Transforms Attendees into Essential Collaborators
Running the Austin Retail & Ecommerce Meetup since 2018, I've seen how to make hybrid events actually work for business education.
Our "Winning Customer Support" session in March perfectly demonstrates this. Instead of just streaming to virtual attendees, we had in-person participants share their worst shopping experiences live while remote attendees typed their horror stories in chat simultaneously. Both groups then worked together to solve each other's scenarios in real-time.
The magic happened when virtual attendees became the "solution validators" - they'd immediately test suggested fixes against their own customer bases and report back during the session. Meanwhile, in-person folks could demonstrate physical processes and body language that remote participants couldn't see. We recorded everything, and our YouTube views jumped 300% because people wanted to see both perspectives.
The ROI was clear: 60% of virtual attendees later hired our consulting services compared to 30% from traditional single-format events. The key was making each group's participation essential to the other's learning, not just offering the same content through different screens.
Lori Appleman, Co-Founder, Redline Minds
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NetSuite Makes Virtual Attendees Equal, Not Spectators
Great question - I've coordinated dozens of virtual and hybrid events through my work at Nuage and hosting the Beyond ERP podcast, so I've seen what actually works versus what sounds good on paper.
The most successful hybrid event I witnessed was NetSuite's SuiteWorld 2021. They created "SuiteWorld On Air" alongside the in-person Vegas event, but here's what made it brilliant - they ran a live two-day broadcast directly from the expo floor. This wasn't just streaming keynotes; they had interactive games, customer interviews, and product demos happening simultaneously for both audiences.
The breakthrough was treating virtual attendees as equal participants, not second-class viewers. Virtual attendees could ask questions during live sessions, participate in the same games, and access exclusive content that even in-person attendees didn't get. They had 130+ people at their smaller learning labs, but thousands more engaged virtually with higher satisfaction scores than previous years.
From my podcast experience, the key is giving virtual participants something unique rather than just watching others have fun. When we shifted Beyond ERP to virtual during COVID, engagement actually increased because we could focus entirely on the conversation without venue distractions.
Louis Balla, VP of Sales & Partner, Nuage
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Global Talent Summit Unites Worldwide HR Professionals
The Global Talent Summit we organized last year in Amsterdam beautifully blended virtual and in-person experiences. We had around 200 people at a stylish venue by the canals, with another 500 joining online from places such as Singapore, Brazil, and the U.S. Those in the room dove into live discussions with HR experts on global hiring trends, while our virtual platform let online attendees ask questions in real time, vote on session topics, and connect in breakout rooms.
We used big screens at the venue to show live input from virtual participants, so everyone was part of the conversation. The in-person group networked over drinks, while online attendees had curated video calls to build connections. We as well shared bite-sized session recaps for those who couldn't join live, which people loved for catching up across time zones. Planning it took effort to make both experiences seamless, but seeing folks from all over the world engage so naturally was incredible. It showed how you can create a truly inclusive event that bridges distances without losing that human spark.
Robbin Schuchmann, Co-founder & Global Employment Expert, EOR Overview
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Equipment Financing Demo Connects Distant Industry Clients
We recently hosted a hybrid event to showcase our new equipment financing solutions for several industries. The in-person part featured product demos, hands-on experiences, and networking sessions, while the virtual portion allowed attendees from across the country to join in via live streams and interactive webinars. To make it truly engaging, we used a real-time Q&A feature that bridged the gap between both groups.
An interesting example was when a construction company based in another province was able to participate in a live demo despite not being able to attend physically. Their team sent in questions via chat, and the speaker tailored the demo based on those inquiries. This integration of digital tools helped make the event feel cohesive, no matter where attendees were. This type of event has proven to be effective in reaching a broader audience and delivering value beyond location constraints.
Gerti Mema, Marketing Manager, Equipment Finance Canada
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Skincare Launch Merges Live Content with Virtual Reach
We hosted a brand launch event for a skincare client where part of the campaign ran online and part happened in a pop-up booth in Orlando. Our team worked with local creators who showed up in person, filmed content live, and went live on Instagram at the same time. It felt like the audience was there too, even if they were watching from home.
Planning it took a lot, but the results were strong. Virtual viewers asked questions in the live chat while creators tested products on-site. The mix helped the brand get both real interaction and wide reach. Coordinating content in both spaces gave us way more engagement than doing only one or the other.
Natalia Lavrenenko, UGC manager/Marketing manager, Rathly Marketing
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HubSpot INBOUND Creates Blueprint for Hybrid Events
One standout was HubSpot's INBOUND—it nailed the hybrid vibe. In-person attendees got the full networking, energy-packed experience, while virtual folks had slick live streams, chat features, and exclusive content. It wasn't just a Zoom version of the real thing—it was designed for both audiences from the start. That dual setup made it feel inclusive and scalable without watering anything down. Total blueprint for how hybrid should be done.
Justin Belmont, Founder & CEO, Prose
