Hybride event

Hybrid events have been around for some time, but the COVID-19 pandemic has truly brought them into the spotlight—and for good reason! Hybrid events combine a physical gathering with an online experience.

With a hybrid event, we transform passive viewers into active participants. We do this by offering your attendees an easy-to-use platform. Here, they can personalize and follow their own program. There is also ample opportunity for networking and interaction.

Together with you, we create a plan that makes an impact.

Why Choose Heuvelman?

With many years of experience and a proven track record in the industry, Heuvelman knows what works—and what doesn’t. After successful projects with KPN, the United Nations, Hilton, and Enactus, we have gained deep practical insights.

A successful hybrid event is worth its weight in gold. However, there are still many misconceptions and questions surrounding the concept. We provide the right answers based on real-world experience and assemble a specialized team tailored to your specific request.

Together, we achieve your organization’s goals. From consultation to production, we’re here to help. This is how Heuvelman contributes to meaningful experiences and inspiring events.

Benefits of Hybrid Events

• Wider Reach: You're no longer limited by venue capacity—you can reach more attendees online.

• More Accessible: Travel time and distance are no longer barriers; attendees can easily join remotely.

• Selective Participation: Some guests may only be interested in parts of the event. A hybrid format allows them to join the segments that matter most to them.

• Preferred by Speakers: Many speakers prefer hybrid or in-person events over purely online ones. Interactions and discussions add depth to their presentations—something that is often missing in a standard online setting.

• Data Collection: The digital component allows for more data insights. You can track which sessions were most viewed and where viewers dropped off.

• New Revenue Models: You're no longer limited by a maximum number of guests at a venue—you can sell unlimited tickets online.

• Sustainability: Not everyone needs to travel to attend—hybrid events reduce environmental impact.

Key Requirements for a Successful Hybrid Event

• Dynamic Production: Use multiple cameras filming from different angles. Viewers are used to television-quality visuals, and switching perspectives keeps them engaged.

• Technical Checks: Few things diminish the experience more than faulty connections, poor equipment, or unprepared speakers. Test all content and technology in advance.

• Program Timing: Online and in-person attendees have different attention spans. Online engagement typically drops after 45–60 minutes, whereas physical attendees can stay focused longer. Plan accordingly.

• Interactivity: What sets a hybrid event apart from simply watching a livestream? Interaction—both for in-person and online attendees—is essential.

• Clear Theme: It may seem obvious, but make sure your event has a strong, central theme and build everything around it.

• Direction & Moderation: A skilled director and moderator are essential. The director manages visuals and transitions, while the moderator guides discussions and switches seamlessly between in-person and remote participants.

Common Misconceptions About Hybrid Events

1. “A hybrid event is just a livestream.” Wrong! Many people think a hybrid event is just a physical event shared via livestream. In reality, hybrid events are defined by an interactive online experience—an entire virtual environment where attendees can actively participate.

A livestream is a one-way broadcast. Online viewers can only watch.
A hybrid event merges the physical and digital, allowing active participation from all attendees. Both worlds enhance each other.

2. “You can organize a hybrid event on the side.”

Companies often assume hybrid events are simple to manage. However, this couldn’t be further from the truth. A hybrid event requires two separate programs: one for the in-person attendees and one tailored for the online audience.

Online attendees have shorter attention spans, are used to high-quality presentations, and need constant interaction to stay engaged.
In-person guests are open to longer introductions, breaks, and prioritize networking.
So no, a hybrid event is not just filming your live event and putting it online—it demands a unique and strategic approach.

3. “A hybrid event is cheaper than a live event.” Too often, people assume that hybrid events are less expensive—fewer attendees, smaller venue, less catering, less staffing…

But in reality, costs often shift, not decrease. Technology is a significant investment. Think video production, online platforms, and dual programming.

The Cost of a Hybrid Event

Online platforms, livestreaming, video production, and dual programs come with unavoidable costs. Still, hybrid events offer so many advantages that they are well worth the investment.

To give you an idea of the financials, Meeting Professionals International (MPI) conducted research on average hybrid event costs. The results showed that hybrid events typically range from €7,500 to €22,000.

Here’s a general breakdown of costs:

• 42% | Video production (screens, microphones, lighting, audio)

• 30% | Streaming (cameras, strong internet connection)

• 10% | Virtual platform for seamless online access

• 8% | Event consultancy fees

• 6% | Content & programming (including speaker fees)

• 4% | Miscellaneous (decor, ambiance, etc.)

At Heuvelman, we understand the importance of knowing your budget in advance. Nobody likes unexpected costs after the fact.

When you contact us, we’ll help you assess your needs and provide a detailed cost estimate upfront—so you know exactly what to expect, with no surprises.