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. Enter the most people who can attend in person and the most who can attend virtually, or leave one empty for no limit. They are enforced: when one is full, the next person who chooses it is told so and can choose the other, and when both are full the event is full (the waitlist takes over if you switched it on). The tab shows the seats taken, which are the registrations that are not denied plus the seats held by checkouts that are still open (a checkout holds its seats for 30 minutes). You can still move a person to a full mode from the attendee list, and ticket tiers keep their own quantities.
3. Enter the virtual meeting link. Only you and the people registered for the event can open it: a visitor who has not registered sees "Register to get the join link", and the link is not put into calendar downloads.
4. Nothing else needs switching on. Networking is one switch for the whole event (Registration Settings → Networking), and simulcast is chosen for each session in Step 4.

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.