Hosting Your First Hybrid Event | Planadar Help

Hosting Your First Hybrid Event

Before You Begin

Requirements Checklist

• Organizer account with hybrid access
• Physical venue with reliable internet
• Streaming setup (camera, microphone, encoder)
• Virtual platform integration configured
• Staff for both in-person and virtual support

Step-by-Step Setup

Step 1: Create Your Event

1. Go to Create Event
2. Select Hybrid as event type
3. Fill in basic details (title, description, dates)

Step 2: Configure Hybrid Settings

1. Navigate to Hybrid Settings tab
2. Set capacities:
   • In-person maximum attendees
   • Virtual maximum (or set to unlimited)
3. Enter virtual meeting link
4. Enable features:
   • Cross-format networking ✅
   • Simulcast sessions ✅
   • Mode switching ✅

Step 3: Set Up Pricing (Optional)

• In-person ticket: $XX
• Virtual ticket: $YY (typically lower)
• Consider bundle options

Step 4: Create Sessions

1. Add your sessions normally
2. For each session, decide:
   • In-person only
   • Virtual only
   • Simulcast (both)
3. Set room/stream capacities

Step 5: Test Your Setup

• Test stream quality
• Verify virtual check-in works
• Test cross-format chat
• Confirm QR codes generate correctly

Day-of Checklist

Before Doors Open

• Check internet connectivity
• Test all AV equipment
• Verify stream is working
• Brief staff on hybrid procedures
• Have backup plans ready

During Event

• Monitor both audiences
• Bridge conversations between formats
• Address technical issues quickly
• Encourage cross-format interaction

After Event

• Review hybrid analytics
• Gather feedback from both audiences
• Archive recordings
• Send follow-up communications

Common Pitfalls to Avoid

1. Ignoring virtual audience: Always acknowledge remote attendees
2. Poor audio quality: Virtual attendees can't tolerate bad sound
3. Forgetting time zones: Consider global virtual attendees
4. Overcomplicating: Start simple, add features over time

You're ready! Your first hybrid event awaits.