Guide to Online and Hybrid
Events
1. What are webinars and hybrid events and why have
they become necessary.
Webinars
Webinars are online events that enable hosts, presenters, or lecturers to connect with
their audience virtually at a pre-determined time from anywhere, as long as they have
an electronic device connected to stable internet (Merriam-Webster, n.d.). Webinars
remove the obstacle of distance and also reduce the cost of hosting events.
Webinars have become increasingly popular due to the current restrictions imposed by
the COVID-19 pandemic. They allow for more participants than in-person events and
offer the convenience of attending from the comfort of one's own home. Participants can
also multitask if needed, such as students attending webinars while simultaneously
completing an assignment or studying (Fadlelmola, et al., 2019).
Hybrid Events
Hybrid events combine elements of both in-person and virtual events. They can be
primarily in-person with some online elements, such as gamification, QR codes, a
website, or social media pages for attendees to interact with. Alternatively, a hybrid
event may allow for both in-person and online attendance.
Using hybrid events instead of fully physical events reduces costs for planners, similar
to webinars. Fully in-person events have limitations on attendance due to venue size,
but hybrid events remove this limit by allowing people to attend online. Furthermore, the
COVID-19 pandemic restricts the number of people who can congregate in one place.
While some people are excited to attend events in-person, others are skeptical of
returning to them due to COVID-19. Additionally, introverts may associate in-person
events with anxiety. Hybrid events provide an option for people who prefer in-person
events to attend them, while those who prefer virtual events can attend remotely.
Guide to Online and Hybrid Events 1
, 2. Characteristics you need as a host
Technical skills:
Hosting webinars and/or hybrid events requires technical skills. Hosts should be
able to prevent technical difficulties or react quickly when they occur.
Interpersonal skills:
Hosts and planners should be comfortable interacting with people. Both are
often required to connect with sponsors, attendees, suppliers, etc.
Listening and communication skills:
Hosts must be able to listen to and understand questions and responses from
attendees. If the host is an external supplier hired to host the event, then he/she
would have to understand what his/her employer wants.
Ability to stay calm under pressure:
Anything can happen at an event. Hosts should be able to manage issues while
staying calm even if they are actually anxious inside.
High energy levels:
Hosts should have high levels of energy to keep the audience interested and
engaged. A tired, monotone host can lead to attendees feeling bored, which
can cause virtual attendees to leave the event.
Hosting webinars and/or hybrid events requires you to be technically savvy.
Hosts should be able to prevent technical difficulties or react quickly when they
occur.
3. How to organize and host webinars and hybrid
events.
Ten Simple Rules for Organizing your Event (Fadlelmola, et al.,
2019)
1. Coordination team
The first step in organizing an event is to assemble an effective coordination team.
Hosting a successful event requires the involvement of a dedicated and enthusiastic
Guide to Online and Hybrid Events 2
Events
1. What are webinars and hybrid events and why have
they become necessary.
Webinars
Webinars are online events that enable hosts, presenters, or lecturers to connect with
their audience virtually at a pre-determined time from anywhere, as long as they have
an electronic device connected to stable internet (Merriam-Webster, n.d.). Webinars
remove the obstacle of distance and also reduce the cost of hosting events.
Webinars have become increasingly popular due to the current restrictions imposed by
the COVID-19 pandemic. They allow for more participants than in-person events and
offer the convenience of attending from the comfort of one's own home. Participants can
also multitask if needed, such as students attending webinars while simultaneously
completing an assignment or studying (Fadlelmola, et al., 2019).
Hybrid Events
Hybrid events combine elements of both in-person and virtual events. They can be
primarily in-person with some online elements, such as gamification, QR codes, a
website, or social media pages for attendees to interact with. Alternatively, a hybrid
event may allow for both in-person and online attendance.
Using hybrid events instead of fully physical events reduces costs for planners, similar
to webinars. Fully in-person events have limitations on attendance due to venue size,
but hybrid events remove this limit by allowing people to attend online. Furthermore, the
COVID-19 pandemic restricts the number of people who can congregate in one place.
While some people are excited to attend events in-person, others are skeptical of
returning to them due to COVID-19. Additionally, introverts may associate in-person
events with anxiety. Hybrid events provide an option for people who prefer in-person
events to attend them, while those who prefer virtual events can attend remotely.
Guide to Online and Hybrid Events 1
, 2. Characteristics you need as a host
Technical skills:
Hosting webinars and/or hybrid events requires technical skills. Hosts should be
able to prevent technical difficulties or react quickly when they occur.
Interpersonal skills:
Hosts and planners should be comfortable interacting with people. Both are
often required to connect with sponsors, attendees, suppliers, etc.
Listening and communication skills:
Hosts must be able to listen to and understand questions and responses from
attendees. If the host is an external supplier hired to host the event, then he/she
would have to understand what his/her employer wants.
Ability to stay calm under pressure:
Anything can happen at an event. Hosts should be able to manage issues while
staying calm even if they are actually anxious inside.
High energy levels:
Hosts should have high levels of energy to keep the audience interested and
engaged. A tired, monotone host can lead to attendees feeling bored, which
can cause virtual attendees to leave the event.
Hosting webinars and/or hybrid events requires you to be technically savvy.
Hosts should be able to prevent technical difficulties or react quickly when they
occur.
3. How to organize and host webinars and hybrid
events.
Ten Simple Rules for Organizing your Event (Fadlelmola, et al.,
2019)
1. Coordination team
The first step in organizing an event is to assemble an effective coordination team.
Hosting a successful event requires the involvement of a dedicated and enthusiastic
Guide to Online and Hybrid Events 2
