Tools for hybrid and virtual event producers

Two audiences, one show

A hybrid event has to work for the people in the room and the people watching remotely. Remote speakers need to see the room and be seen in it. Camera positions need power and space. Screens in the venue need to show remote contributions clearly. The online audience needs a platform, chat and moderation, and someone has to keep both timelines in sync.

Fully virtual events remove the venue but add their own questions: which platform, which production tool, how to run green rooms and timing for presenters spread across time zones.

Streaming, comms and production tools

Our free directory lists tools hybrid and virtual producers use: streaming platforms and production software, remote guest and green room tools, timing and show-running tools, and audience communication. Each tool has a short write-up explaining what it does. No account is needed, and we add tools regularly. If a tool you rely on is missing, suggest it through the homepage form.

Venue details for the in-room half

For participating venues, BES gathers the in-room detail a hybrid production depends on: floor plans and capacities, screen locations with resolutions and specs, branding screens and how they're controlled, rigging, power and access. Connectivity details are included where the venue provides them, but always confirm bandwidth with the venue's IT team before a stream.

Venues share packs through a secure link created for a specific request, with an expiry date, which you can pass to your streaming and camera teams. See the example venue pack; the venue shown is fictional, and real coverage is growing.

Production partners

The supplier directory groups production companies and other specialists by category, useful when you need a streaming partner or extra crew.

A hybrid production checklist

• Choose your streaming and remote guest tools first, and check their requirements.
• Use the venue pack to plan camera positions, power and screen feeds.
• Confirm connectivity directly with the venue.
• Pick a timing tool that both on-site and remote speakers can see.

Keeping both audiences in sync

The hardest part of a hybrid event is often timing: the room breaks for coffee while the stream needs holding content, or a remote speaker joins late while the room waits. Agree a single running order that covers both audiences, choose a timing tool both sides can see, and decide in advance who calls changes. The directory's timing and show-running categories are a good place to look.