How Venues are Adapting for Hybrid Conferences

Hybrid conference events are the future of conference centers. According to Statista, 57.7% of companies surveyed expected to increase their budget for online events in 2021. Additionally, in 2022, Markletic found that 71% of organizations with 5000 or more employees had hybrid events in their portfolio. With a massive wave of acceptance across industries, the importance of incorporating hybrid technology into conference centers is clear.

How, then, can conference centers leverage hybrid events within their programming? This comprehensive guide has everything you need to know, including a definition of hybrid conferences, benefits, and best practices.

• What are Hybrid Conferences?
• Benefits of Hybrid Events for Conference Centers
  • Broader Worldwide Reach
  • Expanded Engagement
  • Greater Event Anticipation
  • Easier Attendee Follow-Up
• How do Hybrid Events Work? Best Practice for Hosting
  • Dedicated Hybrid Conference Platforms
  • High-Quality Webcasting Integration
  • Reliable, High-Bandwidth Internet Access

What are Hybrid Conferences?

A hybrid conference refers to any conference that includes both in-person and remote attendees through the incorporation of IoT technology. They are a merger of in-person events and virtual-only events, combining the best features of both to achieve a holistic, mixed experience — hence the “hybrid” descriptor.

To achieve a hybrid conference, organizers need to harness a potent mix of IoT technology. These may include a dedicated hybrid event platform, appropriate cameras & audio equipment for speakers, and reliable convention center internet connectivity to ensure stable access for virtual attendees.

Benefits of Hybrid Events for Conference Centers

In an increasingly connected world, hybrid events offer accessible, intuitive ways for conference centers to extend their reach and increase their business. Here are a few of the specific benefits of hybrid events for conference centers.

With Hospitality Network HSIA	Without Hospitality Network HSIA
Expanded EngagementAllow for conference communication & networking between attendees hundreds of miles away.	Lower Industry ImpactEliminate key virtual networking opportunities and chances for greater industry engagement.
Broader Worldwide Reach Seamlessly connect professionals across the globe throughout conference speakers & meetings.	Restricted Audiences Limit the impact of conference speakers & events to a local (rather than global) scale.
Greater Event Anticipation Raise attendance numbers and promote sharable, low-risk online conference sign-ups.	Reduced Participation Restrict maximum attendance numbers and minimize overall number of sign-ups.
Easier Attendee Follow-Up Send immediate survey CTAs through hybrid platforms & entice in-person attendees with access to filmed content.	Diminished Feedback Insights Collect less long-term and short-term information about attendee experiences.

Broader Worldwide Reach

Conference organizers go through painstaking measures to deliver the best event possible for attendees. From industry-leading speakers to highly beneficial networking events, attendees leave conferences with increased knowledge and valuable new connections. Unfortunately, due to the physical proximity of conference centers, the reach of in-person events is inherently limited.

Through hybrid events, the reach of conference centers becomes limitless. Networking, speakers, presentations — all become accessible worldwide with hybrid events. With expanded reach, a conference overcomes geographic limitations and expands brand power, potentially leading to more diverse in-person conference attendance down the line.

Expanded Engagement

Alongside broader world reach comes expanded event engagement at large. Modern IoT technology allows organizers to give real-time event updates on dazzling event screens. For hybrid conferences, these screens can even further connect in-person and online attendees.

Organizers can send out real-time surveys about industry topics to all hybrid event attendees for a comprehensive, diverse data-set. Screens can also show highlights from both online and in-person sides of the conference, and allow for communication & calls between attendees hundreds of miles away.

Greater Event Anticipation

With hybrid events, organizers can greatly increase engagement & anticipation during pre-event roll-outs. Online sign-ups for hybrid conferences are sharable and low risk for attendees, spurring greater attendance numbers to further promote high sign-ups conference marketing. Additionally, with an inherently online component, attendees may feel more inclined to interact with virtual posts and promotions at large.

Easier Attendee Follow-Up

Conference attendee follow-up is key to improving future events; surveys can give organizers valuable feedback on speakers, event organization, and overall event experience. Due to the frequent need for travel during in-person conferences, however, it can be difficult to track down guests for feedback post-conference.

Hybrid conferences offer extensive new ways to reach attendees post conference — for those that attended both in-person and virtually. Organizers can reach virtual attendees as soon as a conference finishes by giving immediate survey CTAs through hybrid conference platforms. Meanwhile, organizers can entice in-person attendees by offering free access to filmed and online conference content as soon as they fill out a survey.

How do Hybrid Events Work? Best Practices for Hosting

Hybrid events work by combining engaging in-person events with IoT technology specifically designed for hybrid events. When hosting a hybrid event, it’s essential to skillfully leverage this technology in order to satisfy all conference attendees. Some of the most important pieces of technology for hybrid events include hybrid conference platforms, webcasting equipment, and reliable internet access.

Dedicated Hybrid Conference Platforms

To successfully launch a hybrid event, organizers need to ensure intuitive event access to all attendees, regardless of how they’re attending. The best way to do this is through a dedicated hybrid conference platform.

Hybrid conference platforms offer a holistic means to integrate all attendees into one unified event population. These platforms include intuitive chat sections for interaction during presentations, online event registration, personalized agendas, engagement features such as polls & word clouds, and more. To streamline your hybrid event, leveraging a platform is key.

High-Quality Webcasting Integration

Most hybrid platforms will offer a means to stream, or “webcast” conference presentations and speakers. In order to provide a high-quality stream, however, conference centers need appropriate, high-quality video & audio equipment.

These may include cameras that can stream in 4K (4,000 x 2,000 resolution), lavalier microphones directly pinned to speaker clothing, or even iPhone cameras depending on an event’s needs & budget. For a more complete guide to webcasting, check out our blog on the topic.

Reliable, High-Bandwidth Internet Access

Whatever equipment or platform you choose to support your hybrid conference, the most essential technology to tie it all together is a high-bandwidth, reliable conference network solution.

Hybrid events need strong internet access twofold; firstly to ensure all in-person attendees can consistently access internet-enabled activities, and secondly to ensure there are no gaps or interruptions for virtual attendees. Either way, hiring a trusted convention center WiFi provider to install a network at your venue is essential.

Hybrid Conference Events & IoT Technology

Hybrid conference events offer substantial benefits for organizers, attendees, and conference centers alike. To successfully host a hybrid event, conference centers need the appropriate technology — altogether backed by reliable internet connectivity.

We offer powerful internet network installation for businesses across the hospitality industry, including conference centers. Our team works hands-on with your team to pinpoint the best plan for installation at your venue. Request a consultation today and start taking the steps to support hybrid events.

How Hybrid Conferences Benefit Convention Centers Infographic (Free Download)

Transform Your Convention Center With These Key Trade Show Trends For 2025

Despite getting hit hard during the pandemic, the convention center industry has valiantly rebounded; research from Rider Levett Bucknall found that FY2022/23 saw a return to near pre-pandemic levels for both convention center attendance and event numbers.

As the volume of trade shows increases, so too does industry competition. Here are ten of the most essential trade show trends to stay on top of in your convention center — helping to ensure your venue is at the forefront of industry advancement.

1. Convention Center Sustainability

A focus on renewable, green technology has enveloped almost every industry, and trade shows are no exception. Sustainability in convention centers comes in many unique forms, including:

• Increased waste management via connected programs — merging intuitive software, real-world action, and other advancements that lower waste.
• Energy-efficient maintenance systems that track how and when essential utilities require routine maintenance and urgent repair.
• Expanded water conservation using integrated sensors within facilities and smart irrigation technology.

Whether using these solutions or others, sustainable technology can help serve as a massive boon to event attendance and guest engagement; Capitol One Research found that 89% of global consumers have changed their shopping habits to be more eco-friendly.

2. Contactless Technology

One key way to lower waste in convention centers is through the adoption of mobile ticketing — a tentpole example of contactless technology in trade shows. Contactless technology includes any sort of software or device that enables trade show activity without making physical contact, from mobile tickets that scan via smart devices to touch-free submission of contact information using tap-enabled kiosks. These solutions provide diverse benefits to trade shows, including reduced waste, lowered chance of illness, and higher-efficiency event operations.

3. Wearable Technology

Contactless solutions require devices to carry information — one such umbrella of devices being wearable technology. Wearable technology offers holistic integration opportunities across diverse convention center experiences. Devices such as smartwatches can become a hub for mobile ticketing and networking, allowing users to share information without so much as taking their phone out of their pockets. Convention centers can also design event apps catered to wearable technology, allowing users to navigate venues and access schedules in an instant.

Concert Industry Trends With & Without HSIA

With Hospitality Network HSIA	Without Hospitality Network HSIA
Wearable Concert Technology Bluetooth devices connect to phones to transmit reliable signals via wireless networks.	Restricted Connective Options Limited options for wearable technology with potential for conenctivity issues.
Live Music Augmented Reality Phones, smart glasses, and other pieces of technology layer exciting augmented visuals over live concerts.	Poor AR Integration Inconsistent or non-existent access to augmented visuals, limiting attendee experiences and creative avenues for artists.
Concert Ticketing Insights Consolidated data about demographics, time of purchase, and more provide insights into consumer experiences.	Lack of Data Analytics Lack of insights leads to uninformed decision-making surrounding targeted marketing and campaign success.
Mobile Tech Integration Diverse technology integration — including real-time social media sharing across platforms, leading to free marketing.	Frustrating Mobile Experience Disappointed fans struggle to connect via mobile devices, spurring wasted conversion opportinities and poor experiences.
Hybrid Concert Events Internet-connected cameras, audio, and streaming software transmit events across the globe for additional revenue.	Non-Existent Online Streaming Concerts remain venue-locked, squandering online fan experiences and revenue from online event sales.
Sustainable Concerts Increase sustainability and get certifications through connected tracking of renewable energy usage, water efficiency, and water reduction.	Wasteful Event Practices Lose key sustainability certifications and opportunities for marketing without holistic, accurate knowledge base.

4. IoT Booth Design

Much like sustainability, the Internet of Things (IoT) has become a dominant buzz-phrase across trades. Convention centers can integrate IoT technology in several ways, including to support aforementioned sustainability solutions. One of the most notable uses of IoT technology in convention centers, however, is interactive booth design. Leveraging IoT, exhibitors can blow away attendees using:

• Real-time social media feeds that allow worldwide engagement from booths.
• Live-streaming display screens that showcase product demonstrations, promotional material, and launches.
• Virtual reality & augmented reality experiences that further engage booth visitors.
• Digital touchpoints that personalize interactions and tailor experiences to specific attendees.

Altogether, IoT booth design creates customizable, immersive experiences that allow brands to make unique, lasting impacts.

5. Hybrid Conference Events

Today’s trade shows can extend their reach beyond the confines of convention center walls. Mixing exciting in-person events with online integration, hybrid conferences allow trade shows to become worldwide events. To enable these events, convention centers have to install hybrid infrastructure including online conference platforms, HD webcasting equipment, and high-capacity internet access. These investments, however, pay dividends; attendees frequently leave hybrid trade shows with connections and perspectives inaccessible via traditional events.

6. Trade Show Webcasting

An essential aspect of many hybrid trade shows, conference webcasting refers to the practice of filming and simultaneously live-streaming conference events. Event organizers can leverage software, cameras, audio equipment, and WiFi networks equipped with the bandwidth for high-quality streaming to transmit speakers, panelists, and demonstrations to hundreds of online viewers at once. Like so many notable trade show trends, webcasting expands the reach of events, maximizing investments in notable speakers.

7. Increased In-Person & Cybersecurity

With staggering rises in mass shootings and increasingly devious methods of cyber-crimes, security is a paramount concern for trade show attendees. In turn, convention centers need to bolster their security for trade shows — both online and in-person. Modern technology provides immense utility in preventing modern security concerns; online-connected surveillance systems can pinpoint active threats at a moment’s notice, while secure, restricted WiFi networks help ensure your network supports only qualified users partaking in safe online activities.

8. A Dedicated Tech Support Team

Just as crucial to implementing cybersecurity protocols is having a team that can support networks if they do get attacked. The most effective modern trade shows leverage responsive, dynamic tech support teams so that when disaster strikes, events can carry on without interruption. While some convention centers opt to hire external cybersecurity teams, many holistic providers of convention center WiFi offer an in-house team with 24/7 support.

9. Higher Vendor Attendance

Ultimately, convention centers install renovations and improvement for one reason — to increase revenue via expanded trade show participation. Higher vendor attendance at trade shows inherently leads to more people attending events, including the vendors themselves and guests attending specifically for those vendors. Increasing vendor attendance, however, is easier said than done; increasing trade show vendor attendance requires essential changes in network architecture to ensure networks can handle vendor bandwidth.

10. High-Capacity WiFi

High-capacity WiFi at convention centers can unlock increased trade show attendance and helps ensure convention centers have the network infrastructure needed to support all trends. Unlike some traditional networks, high-capacity WiFi networks are built to withstand the heavy traffic associated with high-attendance events. Ways that high-capacity WiFi networks can resolve barriers to increased trade show attendance include:

• Resolving a lack of internet connectivity.
• Eliminating slow or unstable WiFi signals.
• Increasing ease of connecting to networks.

Not all WiFi providers can install networks durable enough to bring along these benefits. Choosing a provider with experience designing reliable, high-density WiFi infrastructure for convention centers is essential.

Stay on Top of Trade Show Trends

Our team leverages years of hands-on experiences to build networks curated specifically for your venue’s unique quirks. Request a consultation today and learn how our team can reshape what trade shows your convention center is capable of hosting.