The doors opened at 9. The cameras rolled at 9:01. Two audiences joined in, one seated in the room, the other tuning in from miles away.
But it felt like one moment. One event. Twice the impact.
That’s the new standard for hybrid events in London, not two separate setups, but one seamless production powered by smart planning and the right tech.
Hybrids aren’t a trend anymore. They’re the new normal. And if you want to make it work, you need more than just a laptop and a webcam. Crisp visuals, clean audio, LED screens, switching gear, streaming setups, and the right AV equipment can be the difference between “just okay” and “wow.”
Because a hybrid only works when both sides, in-person and online, feel equally involved. That takes more than just good content. It takes reliable tech, pro-level gear, and a set-up designed to perform.
So, how do you actually bring it all together and make it look effortless?
Let’s break it down.
START WITH A CLEAR PURPOSE
Every great event begins with one simple thing: a clear objective.
- Are you showcasing a new product?
- Hosting an expert panel?
- Running a leadership summit?
Knowing what success looks like will guide every decision, from the structure of your sessions to the tools and talent you’ll need on the day. One core goal is enough. Build your content and production around it, and everything else becomes more manageable.
SET A CLEAR BUDGET (BEFORE YOU SPEND A PENNY)
Hybrid events aren’t cheap. You’re essentially planning two experiences in one: in-person and virtual. That means more equipment, more technical support, and often more logistics. Start by setting a realistic budget that covers venue costs, AV production, streaming platforms, internet bandwidth, staff, speaker fees, marketing, and contingency expenses.
Don’t forget to include platform licensing fees, tech rehearsal hours, and post-production (especially if you plan to repurpose the content). Work with your AV team or event partner early to get a breakdown of costs and explore package deals or equipment hire options that suit your needs.
Pro Tip: Allocate at least 10-15% of your total budget as a buffer. Hybrid events can have unexpected costs, like a last-minute internet upgrade or additional microphones for virtual panelists.
CHOOSE A HYBRID-READY VENUE
Not every venue in London is designed for hybrid experiences. While the décor may be beautiful, the back-end setup matters more.
Look for a venue that offers:
- Fast, stable internet (wired is best).
- Room for cameras, lighting, and AV gear.
- Good acoustics and reliable power access.
- Experience in hosting hybrid or broadcast-style events.
Venues in areas like Shoreditch, Canary Wharf, and South Bank often come pre-equipped. But even if yours doesn’t, that’s where the right AV partner steps in.
EMS Events has transformed all types of spaces into fully functional hybrid venues with the help of pro-grade audio, visual, and live-streaming support.
BUILD A PRODUCTION TEAM YOU CAN TRUST
You can have the best content and a beautiful space, but if your audio cuts out or your video lags, it won’t matter.
That’s why your AV team is the heart of your hybrid event.
With EMS Events, you’re not just hiring equipment. You’re getting:
- On-site technicians.
- Camera operators.
- Audio and lighting engineers.
- LED screen experts.
- Full production support.
Our team manages everything in real time, including last-minute changes and technical glitches. So, you can focus on delivering a smooth experience for both audiences.
PLAN FOR TWO AUDIENCES, NOT JUST ONE
This is the part many organisers overlook. A hybrid event isn’t just an in-person event with a livestream attached. You’re designing an experience for two audiences simultaneously, and both deserve to feel fully engaged.
In-person attendees expect:
- Full-day sessions.
- Networking breaks.
- Lunch and coffee service.
- Engaging live speakers.
Virtual attendees, on the other hand, prefer:
- Shorter, more focused sessions.
- More frequent breaks.
- On-screen interaction through polls and chat.
- Clear sound and visuals.
Structure your agenda with both groups in mind. Include shared sessions with live Q&A. Use multiple cameras to offer better views. And never forget to speak to the remote audience directly; they’re just as important as the people in the room.
MANAGE TIME ZONES GLOBALLY
Hybrid opens the door to a global audience, but it also brings logistical challenges.
To keep everyone included:
- Record each session and make them available on demand.
- Provide transcripts or highlights for latecomers.
- Offer key sessions at multiple times, if possible.
This gives virtual guests the flexibility to attend when it suits them, and they won’t miss out on valuable content.
ASK YOUR SPEAKERS TO ATTEND IN PERSON
While your guests may join virtually, your speakers should ideally be there in person.
Why? Because energy matters.
Having presenters on stage creates a more engaging environment for in-person attendees and gives virtual viewers a stronger sense of presence. It also allows for better AV control since camera work, lighting, and sound are easier to manage when speakers are in the room.
Make sure each speaker is prepared:
- Show them where the cameras are located.
- Brief them on timing, slides, and audience interaction.
- Encourage them to address both the live and virtual audiences.
CONNECT BOTH AUDIENCES
Networking is often the top reason people attend events. So don’t forget to create ways for your two audiences to connect.
Use hybrid-friendly tools such as:
- Live chatrooms and Q&A features.
- Polling apps and social media threads.
- A unique event hashtag across platforms.
- Virtual speed-networking tools.
- Pre-scheduled meet and greets with screens showing remote guests.
Encourage in-person attendees to bring phones or laptops so they can join digital discussions and message remote guests in real time.
USE ROVING CAMERAS FOR REAL-TIME COVERAGE
Help remote guests feel like they’re part of the atmosphere.
Deploy a camera crew to move around your venue, capturing hallway chats, speaker prep, and general behind-the-scenes moments.
This content can be streamed live or quickly edited into bite-sized clips throughout the day, making your online attendees feel just as connected as those in the room.
DON’T SKIP THE TECH REHEARSAL
This one’s essential.
A full test run before the big day helps avoid issues that can derail your event. That includes:
- Testing microphones and camera angles.
- Reviewing lighting and slide transitions.
- Checking streaming quality and audio sync.
- Simulating both in-person and virtual logins.
With EMS Events, tech rehearsals are standard. We don’t leave anything to chance, and we always bring backup systems just in case.
MUST-HAVE AV EQUIPMENT FOR HYBRID EVENTS
Here’s what most hybrid events rely on:
| Equipment | Purpose |
| HD cameras | For livestreams and recordings |
| Wireless microphones | Clean audio without trip hazards |
| LED video walls | High-impact presentations and branding |
| Stage lighting | Keeps speakers visible and camera-ready |
| Streaming gear (mixers, encoders) | Smooth broadcast-quality delivery |
| Backup connectivity | Essential for live remote viewing |
| On-site AV technicians | Real-time problem solving and support |
EMS Events provides everything listed above, as well as the trained experts to run it all for you.
KEEP ENGAGEMENT HIGH THROUGHOUT
If your event drags, your virtual attendees will drop off.
To keep energy up:
- Mix up formats (panels, keynotes, fireside chats).
- Use live Q&A and audience polls.
- Let virtual attendees download handouts or guides.
- Post updates on LinkedIn or Twitter using your hashtag.
Some organisers even send physical packs to virtual guests, think event guides, branded merchandise, or snacks. A small personal touch can go a long way.
MAKE IT EASY TO JOIN
Virtual guests should never have to dig through their inbox just to find the link.
When someone registers, send:
- Clear joining instructions.
- Screenshots or video tutorials for login steps.
- Follow-up reminders with links and contact info.
A smooth login experience sets the tone. Don’t leave your remote audience hanging.
USE YOUR CONTENT AFTER THE EVENT
This is where hybrids really shine.
You walk away with hours of recorded video, quotes, visuals, and audience data. Make it work for you:
- Post session replays on your website.
- Clip highlights for social media.
- Send thank-you emails with downloads.
- Collect feedback while it’s fresh.
- Use insights to improve your next event.
With the right strategy, your hybrid event becomes a lasting marketing tool, not just a one-day affair.
SO, WHAT MAKES A HYBRID EVENT TRULY GREAT?
It’s not about having the most gear or the flashiest set. It’s about connection. When your guests, on-site and online, feel included, heard, and valued, the event becomes memorable.
To do that, you need thoughtful planning, flexible tech, and an event production team like EMS Events that understands your goals.
From AV hire to staging, LED screens to lighting, we’re here to help you create an event that’s polished, professional, and stress-free.
Ready to plan your next hybrid event in London? Reach out to EMS Events today and let’s make it happen, on time, on budget, and on screen.
