Over the past few years, hybrid events have gone from being a convenient backup plan to the go-to format for everything from conferences and training sessions to product launches and annual reviews.
The ability to bring people together both in-person and online has made events more inclusive, more flexible, and often more cost-effective. But while the hybrid model opens new doors, it also brings new challenges, especially when it comes to your audio visual (AV) setup.
A successful hybrid event relies on one thing above all else: communication. If your camera cuts out, your audio lags, or your virtual audience can’t see the slides properly, you’ll lose engagement fast.
That’s why having the right AV setup isn’t just a nice-to-have, it’s essential. From the tech itself to the people who run it, every detail matters.
In this guide, we’ll walk through the key AV requirements you need to consider when planning a hybrid event, plus offer a practical AV checklist to help you cover all the bases.
And if you’d prefer to leave the tech to the experts, DMS Group is here to help with tailored AV solutions and on-site support designed to make your hybrid events run like clockwork.
What is a Hybrid Virtual Event?
A hybrid event combines a live, in-person audience with remote attendees logging in to watch from elsewhere. It’s not just about streaming what’s happening on stage, it’s about creating a shared experience, whether your attendees are sitting in the front row or watching from their desk at home.
When done well, a hybrid event gives all participants equal access to the content, the presenters, and the opportunity to engage. That means thinking about everything from camera angles and sound quality to interactivity tools that allow your remote audience to take part just as easily as those in the room.
Key AV Requirements for Hybrid Event Production
To bring that shared experience to life, your AV setup needs to do more than simply function, it needs to perform. At a minimum, you’ll need cameras that can capture high-quality footage from the room, microphones that ensure clear, uninterrupted audio, and displays that make it easy for speakers and attendees to stay on the same page.
Behind the scenes, mixing desks and streaming encoders help manage live feeds and transitions, ensuring the event flows smoothly across both physical and digital channels. A stable, high-speed internet connection is crucial, not just for streaming, but for avoiding awkward pauses and connectivity dropouts.
And finally, don’t underestimate the value of having AV professionals on hand. Whether it’s a technician quietly adjusting a mic before a panel or a support team ready to jump in if the stream lags, the right people can make all the difference between a polished event and a patchy one.
Hybrid Event Technology Essentials
High-Quality Video and Audio Equipment
It doesn’t matter how great your speaker is, if the sound crackles or the video lags, people tune out. Good AV starts with a high quality kit. That means HD or 4K cameras that capture crisp visuals, even in low-light settings, and professional-grade microphones that ensure everyone is heard clearly both in the room and online.
Audio is often the first thing to go wrong, especially in larger or echo-prone spaces, so it’s worth considering the acoustics of your venue early on.
Adding ceiling or tabletop microphones, soundproofing, or even just careful speaker placement can make a world of difference to the listening experience.
Streaming and Recording Capabilities
Your stream is the lifeline for your virtual audience, so choosing the right platform matters. Zoom and Microsoft Teams are great for interactive events, while platforms like Vimeo and YouTube Live are better suited for broadcast-style sessions.
Whatever you choose, you’ll want the ability to stream reliably and record simultaneously.
Recording the session not only allows remote attendees to catch up later, it also gives you valuable content to repurpose, whether that’s sharing the full event on-demand or breaking it down into bite-sized highlights for social media or internal comms.
Interactive Tools for Remote Engagement
Engagement isn’t just about watching, it’s about joining in. For remote attendees to feel part of the action, you need to build in opportunities to interact. Live polls, Q&A sessions, breakout rooms, and moderated chats help recreate some of the spontaneity of being in the room.
Many platforms now offer these tools as standard, but how they’re used makes all the difference. When planned well and used smoothly, these interactive elements can turn a passive audience into active participants.
Your AV Checklist for Hybrid Events in 2025
Planning a hybrid event? Start with a clear checklist. It’s the easiest way to avoid last-minute scrambles and technical hiccups. Here are the key items to include:
A pre-event AV audit of your venue, including lighting and acoustics
Testing of all cameras, microphones, and speaker systems
Internet bandwidth check, plus a backup connection in case of dropouts
Full test runs of your live stream setup, including platform integrations
Backup power solutions to keep the event running during outages
These steps might seem small, but they’re the foundation of a smooth experience for everyone attending, whether they’re in the front row or watching from home.
AV Requirements by Event Type
Every event is different. A live-streamed product launch needs a polished, high-energy broadcast.
A training workshop might need break-out spaces and screen-sharing tools. A multi-day conference could require different room setups, multiple camera angles, and dedicated AV support for each stage.
That’s where scalability comes in. The best AV solutions are flexible enough to adapt, whether you're hosting a small webinar or a full-scale hybrid event.
At DMS, we work closely with our clients to tailor the setup around their format, ensuring the right equipment and support is in place from start to finish.
Tips for Hosting a Successful Hybrid Event
Plan Early and Do a Full Tech Rehearsal
When it comes to hybrid events, planning ahead isn’t a nice-to-have, it’s essential. From sound and lighting to connectivity and streaming platforms, every element of your AV setup needs to be tested thoroughly before the event.
A full tech rehearsal gives you the chance to run through potential issues and fix them while there’s still time, rather than during your keynote.
It’s also important to ensure your in-person and virtual teams are working in sync. That means having clear roles, shared timelines, and open lines of communication on the day. When everyone knows what’s happening and when, it shows in the final delivery.
Design with Both Audiences in Mind
One of the biggest challenges in hybrid event production is making both audiences feel equally involved. That starts with your physical setup. Think about how the stage is lit, where cameras are positioned, and how screens or visual content will appear to remote viewers.
It also helps to have dedicated moderators for each audience. Someone in the room can manage Q&A and hand the mic around, while someone online can manage chat questions or breakout sessions.
The goal is to make sure no one feels like an afterthought, no matter how they’re tuning in.
Partner with Experienced AV Providers
Hybrid events are complex. There are a lot of moving parts and a lot that can go wrong if the setup isn’t right. While DIY setups might work for small internal meetings, they often struggle under the pressure of larger, public-facing events.
That’s where experienced AV partners come in. With the right team behind you, you don’t have to worry about camera angles, dodgy mics, or lost connections.
At DMS Group, we handle the full AV setup and provide on-the-day technical support, so you can focus on delivering your message, not troubleshooting equipment.
DMS Group’s Hybrid Event Solutions
End-to-End Hybrid Event Production Support
Whether you’re planning a conference, webinar, workshop, or launch event, DMS Group provides complete hybrid AV support from start to finish.
We help you define the AV requirements, supply and install all necessary equipment, and stay on hand throughout the event to ensure everything runs smoothly.
We tailor every setup to the needs of the event, factoring in venue layout, audience size, and streaming platforms, so you’re never stuck with a one-size-fits-all approach. If it needs to look and sound professional, we’ve got it covered.
Scalable AV Solutions for Businesses and Venues
From intimate boardroom briefings to large-scale training events, our AV solutions are built to flex. We work with venues of all sizes, offering everything from one-off event support to ongoing partnerships for regular hybrid events.
Whether you're running a one-day training session or rolling out a quarterly webinar series, we make sure your setup is reliable, secure, and built for engagement.
AV for Hybrid Events FAQs
What AV equipment do I need for a hybrid event?
At a minimum, you’ll need high-quality cameras, microphones, speakers, and a reliable internet connection. But the exact setup depends on the scale of your event and how interactive you want it to be.
Smaller meetings might need just a single camera and mic, while larger events benefit from multiple camera angles, stage lighting, mixing desks, and streaming encoders.
A strong AV foundation ensures both in-person and online attendees get the best experience.
How do I make a hybrid event engaging for remote attendees?
It’s easy for remote viewers to feel like passive observers, but it doesn’t have to be that way. Features like live polls, moderated Q&As, chat functions, and breakout rooms help people stay engaged and contribute in real time.
A good hybrid event setup will support these features seamlessly, making it easy for your audience to participate no matter where they are.
What are the biggest AV challenges in hybrid event production?
Some of the most common issues include poor audio quality, unstable video feeds, and lack of coordination between in-room and virtual elements. These problems can lead to remote attendees feeling left out or missing important parts of the event.
The best way to avoid them is with proper planning, testing, and support from experienced AV professionals who know how to spot and fix issues before they become a problem.
Can DMS Group provide on-site AV support for hybrid events?
Yes, we can. DMS Group offers full-service AV support, from equipment supply and setup to on-site technical assistance throughout your event.
Our team works closely with you in the planning stages, handles the installation, and remains on standby to manage any hiccups on the day. It’s all about giving you peace of mind so your focus stays on the event itself, not the tech behind it.
