Hybrid Event

You're running an event with both in-person AND remote participants. This is one of the hardest formats to do well—but Kolab can help bridge the gap.

Typical setup: In-person room + remote participants, 1-4 hours, mixed presence

The Hybrid Challenge

Hybrid events face:

• Two audiences with different experiences
• Audio complexity - Room audio vs. individual mics
• Equity concerns - Remote often feels like second-class
• Tech requirements - Cameras, mics, displays, connectivity

Your goal: Make remote participants feel present, not like they're watching TV.

Quick Setup Checklist

Before Event

• Test room tech setup thoroughly
• Plan for equity—remote and in-person equal
• Assign remote host/advocate
• Create activity that works for both
• Send System Check to remote participants

Room Setup

• Camera(s) showing room
• Microphone capturing room audio (or individual mics)
• Display showing remote participants
• Display showing canvas (if using)
• Facilitator laptop for Kolab control

Event Day

• Test all tech 30+ minutes early
• Have remote participants join early
• Assign in-person buddy for remote
• Brief in-person on hybrid norms

Room Tech Setup

Minimum Setup

┌─────────────────────────────────────────────────────────┐
│                    PHYSICAL ROOM                         │
│                                                          │
│   [CAMERA] ◄─── Captures room/presenter                 │
│                                                          │
│   [MIC] ◄─── Captures room audio                        │
│               (conference mic or speaker's lapel)        │
│                                                          │
│   ┌─────────────┐                                       │
│   │   DISPLAY   │ ◄─── Shows remote participants        │
│   │  (Remote    │      and/or canvas                    │
│   │   Gallery)  │                                       │
│   └─────────────┘                                       │
│                                                          │
│   [FACILITATOR LAPTOP] ◄─── Runs Kolab, shares screen   │
│                                                          │
│   [SPEAKER] ◄─── Outputs remote audio to room           │
│                                                          │
└─────────────────────────────────────────────────────────┘

Equipment Recommendations

Audio Best Practices

Most important: Use a good conference microphone, not laptop mic.

• Echo cancellation - Critical for bidirectional audio
• Test with remote person - Before event
• Position mic centrally - Everyone should be heard
• Reduce background noise - Close doors, minimize HVAC

Facilitator Roles

Recommended Team

Why You Need a Remote Host

The Remote Host ensures remote participants aren't forgotten:

• Monitors chat and remote reactions
• Speaks up for remote questions/input
• Ensures remote voices are heard
• Troubleshoots remote tech issues
• Keeps facilitator aware of remote experience

Creating Equity

The Equity Challenge

Without intentional design:

• In-person people talk more
• Remote people are overlooked
• Side conversations exclude remote
• Energy/spontaneity favors in-person

Equity Strategies

1. Visual Presence

• Large display showing remote participants' faces
• Positioned where in-person can see
• Equal visual weight to in-person

2. Audio Inclusion

• Repeat in-person questions for remote
• Pause for remote input explicitly
• Use chat for queue management

3. Activity Design

• All contributions via canvas (equal medium)
• Written before verbal (introverts + remote)
• Rotate who speaks first

4. Explicit Norms

• "After each in-person speaker, we'll check with remote"
• "Use raise hand so we see you"
• "Chat is first-class participation"

Space Settings for Hybrid

Space Mode

Use: Sidebar or Conference

Audio Type

Use: Global

Everyone should hear everything. Breakouts get complicated in hybrid.

Canvas Strategy

Canvas is the equalizer:

• Both in-person and remote add content
• Same medium for contribution
• Visible on room display and remote screens
• Persistent record

Activity Design for Hybrid

Activities That Work Well

Activities That Are Hard

Breakout Strategy

Recommended: Keep breakouts homogeneous

• In-person groups: step away, discuss, return
• Remote groups: Kolab breakout rooms
• Mix contributions on canvas

Why not mix? Technical complexity (need one device per person in-person), audio issues, awkward interaction.

Running the Event

Opening

1. Welcome both audiences explicitly
2. Introduce remote host
3. Show remote participants on display
4. Establish hybrid norms
5. Quick tech check both ways

During Event

Regular checks:

• "Let's hear from our remote participants..."
• "Anything in chat I should address?"
• "Remote team, what are you seeing?"

For Q&A:

• Alternate in-person and remote
• Repeat questions so all hear
• Chat questions read aloud

Closing

• Thank both audiences
• Share follow-up info equally
• Make recordings/materials available to all

Common Hybrid Problems

"Remote participants feel ignored"

Prevent:

• Dedicated remote host
• Large display of remote faces
• Explicit inclusion moments
• Canvas as equal medium

"Audio is terrible for remote"

Fix:

• Conference mic (not laptop)
• Echo cancellation
• Speaker faces away from mic
• Test beforehand

"Can't see what's happening in the room"

Improve:

• Wide-angle camera
• Second camera if needed
• Describe what's happening verbally
• Use canvas to capture room activity

"In-person dominates"

Balance:

• Written first, then verbal
• Remote speaks first
• Equal time for each group
• Remote host advocates

"Too technically complex"

Simplify:

• Fewer breakouts
• More canvas-based
• Clear roles
• Rehearse tech

Tech Troubleshooting

Common Issues

Test Checklist

30 minutes before:

• Remote participant can see room camera
• Remote participant can hear room
• Room can hear remote audio
• Canvas displays properly on room display
• Screen share works
• Backup plan identified

Sample Hybrid Agenda

BEFORE EVENT
- 30 min: Full tech test
- 15 min: Remote participants join, quick chat

EVENT (2 hours)
00:00 - Welcome both audiences (10 min)
        Introduce remote host, hybrid norms

00:10 - Presentation (30 min)
        Shared via screen share
        Questions via chat

00:40 - Canvas Activity (20 min)
        Both audiences contribute to canvas

01:00 - Break (10 min)

01:10 - Discussion: In-person groups (15 min)
        Remote in breakout rooms simultaneously

01:25 - Share-outs (20 min)
        Alternate in-person and remote

01:45 - Closing (15 min)
        Both audiences, next steps

Pre-Event Communication

To Remote Participants

You're joining [Event] remotely!

BEFORE EVENT:
1. Run System Check: [link]
2. Test your audio setup
3. Join 10 minutes early for tech check

YOUR EXPERIENCE:
- You'll see our room via camera
- You'll have full access to canvas
- [Remote Host Name] is your advocate
- Use chat for questions anytime

JOIN: [Kolab link]

To In-Person Participants

You're joining [Event] in person!

HYBRID NORMS:
- We have colleagues joining remotely
- They'll be on the display screen
- Please face the camera when speaking
- Repeat questions for remote to hear
- All contributions go on the canvas

Please be welcoming to our remote colleagues!

Related Guides

• Large Event - Event management
• Screen Sharing - Sharing content
• Audio Zones - Audio management
• System Check - Verify your setup