A hybrid conference with livestreaming: one program, two types of participants

A hybrid conference is an event where some participants are physically present while others join online via livestreaming, with both groups registering through the same process for the same program.

Since hybrid events have become commonplace, the question has shifted. It is no longer whether a conference should be online, but how to let the people in the room and those watching on screen follow the same program without setting up two separate operations. Activo has been providing registration, program management and reception services for corporate events and conferences since 1997.

One registration for both types of participation

The first choice a participant makes is how they will attend. That choice belongs in the registration form, not in two separate registration processes. In-person participants then choose their sessions and receive an e-ticket; online participants receive access to the streaming environment.

Because both groups are included in the same participant overview, you always know the ratio between them. This is essential for planning the room layout and catering. The online registration processes both routes within a single journey.

What online participants need

Joining online is about more than a video connection. A participant at home or in the office misses the venue, conversations during breaks and the poster area. What you offer them in return determines whether they remain engaged throughout the day.

• The full program with the times of parallel sessions
• The opportunity to ask speakers questions
• Access to digital poster presentations
• Practical information and updates throughout the day

These elements come together in the online conference platform, which provides the virtual environment alongside the physical event. Participants in the room find the same program in the Event App.

Parallel sessions in a hybrid setup

Parallel sessions make a hybrid setup more complicated. Not every room needs to be streamed, and not every speaker wants to be. Decide in advance which sessions will be available online and communicate this clearly when participants select their sessions, so that an online participant does not choose a session they cannot attend.

For in-person participants, nothing changes: they choose their sessions with the usual capacity limits and waiting lists. For online participants, the capacity limit no longer applies, but the choice remains relevant for their personal program.

On the day itself

In the venue, reception runs as it does at any conference: the e-ticket with QR code is scanned and the participant receives their badge. An Activo project manager is present on-site to oversee reception and access control.

Online participants check in through the streaming environment. Their participation can also be registered, which is important when accreditation points are attached to the conference. This gives the organizing committee visibility into both groups without having to maintain two separate administrations.

Frequently asked questions about hybrid conferences