Hybrid events have become a strategic choice for organisations aiming to expand their reach while maintaining in-person engagement. But planning a hybrid event raises one critical question for event planners and marketers: how much does a hybrid event really cost?
The answer is not one-size-fits-all. The truth is, it depends. The truth is, it depends. Things like the size of your event, your goals, and the tech you need all play a part. In this guide, we’ll discuss the main costs, share average prices, & give you helpful tips. So, you can plan your budget with confidence.
WHAT IS A HYBRID EVENT?
A hybrid event combines physical attendance with virtual participation, enabling audiences to join from both on-site and remote locations. These events are now widely used for:
- Business conferences and summits.
- Product launches and trade shows.
- Annual general meetings (AGMs).
- Training sessions and corporate updates.
Because hybrid events serve two audiences simultaneously. Their planning and execution demand dual-format coordination, live streaming, & technical support. All of which influence the final cost.
KEY FACTORS THAT INFLUENCE HYBRID EVENT COSTS
Each element of a hybrid event contributes to the overall price. Below is a detailed breakdown of major components and their estimated costs in the UK market.
1. VENUE AND ON-SITE LOGISTICS
The cost of hiring a venue depends on location, capacity, and available infrastructure.
Average pricing:
- Small meeting room (London): £500 – £1500
- Mid-size conference space: £2000 – £6000
- Large-scale venue with AV support: £10,000+
Additional Costs may include:
- Power access for AV gear.
- On-site Wi-Fi upgrades.
- Security and staffing.
- Furniture and layout reconfiguration.
2. AV EQUIPMENT HIRE
AV is a cornerstone of any hybrid event. Costs will depend on the type and quantity of equipment required.
Inclusions:
- HD/4K Cameras.
- LED Video walls and projectors.
- Microphones, speakers, and mixers.
- Vision switchers and playback systems.
Estimated range: £2000 to £25,000+
3. STREAMING AND BROADCAST TECHNOLOGY
Reliable streaming systems are essential for reaching your virtual audience. This audience’s live broadcast setup and encodes.
Often includes:
- Streaming software setup.
- Network redundancy and bandwidth upgrades.
- Operator support during the event.
Cost Estimates: £800–£5,000
4. VIRTUAL EVENT PLATFORM
Your virtual attendees need a professional digital environment. Platform selection depends on the event format, size, and interactive features.
- Common platforms: Zoom webinar, Hopin, ON24, Swapcard.
- Platform cost: £300–£5,000+
Higher-tier platforms offer live Q&A, breakout rooms, attendee tracking, and sponsor integrations.
5. PRODUCTION CREW AND TECHNOLOGY
A qualified team is essential to manage the technical execution. Depending on the event size, you may need:
- Technical producers.
- Camera operators.
- Sound engineers.
- Live stream directors.
- Stage managers or show directors.
Staffing range: £1,000–£10,000+
6. EVENT BRANDING AND CONTENT CREATION
Visual branding ensures a professional look for both audiences. Services include:
- Branded lower-thirds and overlays.
- Animated intros and transitions.
- Custom backdrops and stage design.
Cost range: £500–£2,500
7. POST-EVENT HOSTING AND ANALYTICS
Many hybrid events continue to generate value post-event. Optional services include:
- On-demand video hosting.
- Data dashboards and viewer analytics.
- Post-event video editing.
Estimated cost: £200–£2,000
HYBRID EVENT COST ESTIMATES BY SCALE
Here’s a realistic overview of how hybrid event pricing varies depending on scope and size:
| Event Type | Budget Range | Inclusions |
| Small Internal Meeting | £2,000 – £5,000 | Basic AV, Zoom stream, 1–2 crew. |
| Mid-Size Conference | £5,000 – £15,000 | Multi-camera setup, graphics, and platform. |
| Large-Scale Event | £15,000 – £50,000+ | Broadcast-level AV, production crew, HD stream. |
These estimates are based on current UK market trends hosted in cities like London, Manchester, and Birmingham.
HIDDEN COSTS ARE OFTEN OVERLOOKED
While upfront pricing is essential, there are additional costs that are frequently underestimated.
- Dedicated high-speed internet lines at venues.
- Licensing fees for music, visuals, or recorded content.
- Insurance for production equipment.
- Speaker rehearsal time and green room setup.
- Extra post-production for highlight reels or social media edits.
- Accessibility features (e.g., live captioning or sign language interpretation).
Accounting for these variables early in your planning process avoids last-minute budget inflation.
HOW TO REDUCE THE COST WITHOUT COMPROMISING QUALITY
You don’t need to overspend to create a high-impact hybrid event. Here are cost-saving strategies:
- Choose venues with in-house AV because it reduces the need for external equipment rentals.
- Partner with a single hybrid event provider. They offer bundled services to reduce costs and simplify planning.
- Pre-record selected segments to cut down live production hours and reduce risk.
- Reuse branded content across events because it maximizes ROI on visual assets.
Some established AV Production companies, like EMS Events in London, offer complete AV and hybrid event packages. These packages can help you streamline logistics and manage costs effectively.
IS THE INVESTMENT WORTH IT?
Hybrid events usually cost more than in-person or virtual-only formats. However, the long-term benefits can outweigh the upfront investment.
WRAPPING UP
The cost of a hybrid event in the UK can change based on a few things. It depends on the type of event, the technology you need, and the venue you choose. Most hybrid events cost between £5,000 and £50,000 or more.
When you understand what each part of the event costs, it’s easier to plan. This way, you can keep your event on budget and still give a great experience to both in-person and online guests.
Need help planning a hybrid event in London?
EMS Events is a trusted AV hire and event production company. We help businesses run smooth, affordable hybrid events that really work.
