Complete Guide to Virtual & Hybrid Events | Planadar Help

Complete Guide to Virtual & Hybrid Events

Planadar's Virtual Event Platform brings the full event experience online with live streaming, networking, and engagement tools.

Understanding Event Types

In-Person Events

• Traditional physical attendance
• On-site check-in and networking
• Face-to-face sessions

Virtual Events

• 100% online experience
• Live streaming and on-demand content
• Virtual networking and chat
• Global accessibility

Hybrid Events

• Best of both worlds
• In-person AND virtual attendance
• Synchronized content delivery
• Extended reach and engagement

Virtual Event Features Overview

Virtual Lobby

Your digital event entrance with:

• Real-time online attendee count
• Live stream listings
• Upcoming session schedule
• Quick navigation links
• Event branding and announcements

Live Stream Viewer

Watch sessions with:

• Embedded video player
• Real-time chat participation
• Live Q&A submission
• Fullscreen and PiP modes
• Multi-track support

Virtual Networking Lounge

Connect with attendees through:

• Presence tracking (see who's online)
• Virtual networking tables
• 1:1 messaging
• AI-powered recommendations
• Availability status

On-Demand Library

Access recordings with:

• Full session archive
• Search and filtering
• Progress tracking
• Material downloads

Attending Virtual Events

Step 1: Register

1. Find the virtual/hybrid event
2. Complete registration
3. Receive confirmation with access details

Step 2: Access the Virtual Lobby

1. Go to the event details page
2. Click the "Virtual Stage" tab
3. You're in the Virtual Lobby!

Step 3: Watch Live Sessions

1. Find sessions marked "LIVE"
2. Click to join the stream
3. Participate in chat and Q&A

Step 4: Network Virtually

1. Visit the Networking Lounge
2. See who's online
3. Connect and message attendees

Step 5: Watch On-Demand

1. Access the On-Demand tab
2. Browse recorded sessions
3. Watch at your convenience

Hosting Virtual Events (Organizers)

Setting Up Your Event

1. Create event with Virtual or Hybrid type
2. Configure virtual features
3. Set up streaming details

Creating Live Streams

1. Go to Live Streams management
2. Add stream details:
   • Title and description
   • Scheduled time
   • Track assignment
3. Configure provider:
   • YouTube, Vimeo, Twitch, Zoom, or Custom RTMP
4. Set up embed/playback URLs
5. Enable chat and Q&A

Stream Provider Options

YouTube Live

• Best for large audiences
• Built-in chat (optional)
• Easy embed integration

Vimeo

• Professional quality
• Ad-free experience
• Advanced analytics

Twitch

• Gaming/tech community
• Interactive features
• Strong chat culture

Zoom

• Familiar interface
• Webinar features
• Breakout rooms

Custom RTMP

• Full control
• Use your own infrastructure
• Maximum flexibility

Going Live

1. Start broadcasting from your software
2. Click "Go Live" in Planadar
3. Monitor viewer count
4. Moderate chat and Q&A
5. End stream when complete

Managing Recordings

• Streams auto-save to On-Demand
• Edit titles and descriptions
• Organize by track
• Control access permissions

Stream Analytics

Key Metrics

• Total Viewers: Unique attendees
• Peak Concurrent: Maximum simultaneous
• Watch Time: Average engagement
• Chat Activity: Messages sent
• Q&A Engagement: Questions asked

Using Analytics

• Identify popular content
• Measure engagement levels
• Compare across events
• Optimize future streams

Best Practices

For Attendees

1. Test your connection beforehand
2. Join 5-10 minutes early
3. Use headphones for better audio
4. Participate in chat actively
5. Submit Q&A questions early
6. Network during breaks

For Organizers

1. Do a full tech rehearsal
2. Have backup streaming options
3. Moderate chat proactively
4. Acknowledge virtual attendees
5. Record everything
6. Promote on-demand content

Technical Requirements

Attendees

• Modern web browser (Chrome, Firefox, Safari, Edge)
• Stable internet connection (5+ Mbps recommended)
• Audio output (speakers or headphones)

Organizers

• Streaming software (OBS, Streamyard, etc.)
• Good quality camera and microphone
• Upload speed 10+ Mbps recommended
• Backup internet connection

Troubleshooting

Stream Not Loading

• Refresh the page
• Check internet connection
• Try a different browser
• Clear browser cache

Chat Not Working

• Ensure you're logged in
• Refresh the page
• Check if chat is enabled

Video Quality Issues

• Check your internet speed
• Close other bandwidth-heavy apps
• Try a lower quality setting
• Move closer to WiFi router

Pro Tip: Always have a support contact ready for technical issues during live streams!