Hybrid conferences: A combination of physical and digital

 Digitisation has increased in record time, and there are now lots of great options suitable for regular conferences - so there’s no need to postpone. Virtual meeting places via streaming video conferences or hybrid events are just some of the solutions available.

When hosting a hybrid event, part of the event will take place in our conference facilities with a limited audience present, while the rest will take place digitally. Our conference hosts will take care of all the practical details, and will ensure that the facilities, technology, equipment and participant journey all live up to expectations.

Together with our partners, we can support you through the seamless delivery of hybrid meetings across multiple venues, as well as broadcast events.  We guarantee peace of mind to you as the organiser, chair or participant.

All the solutions can be connected to a digital platform that is customisable to suit your wishes in terms of both visual appearance and size, and offers multiple features such as digital break out rooms, payments, interactivity (Q&A, quizzes and pols) and the ability to host digital expos. Broadcasts can be shared via the internet or through your own intranet.

Whether you are participating from the office, one of our hotel rooms or your own home, we have solutions that will guarantee you have a first class conference experience. Here are just a few of the ways in which we can facilitate your event, upscaling and downscaling according to your needs:

1. Live streaming camera production without editing

We will provide technicians who are experts in photography and streaming. You will be able to display presentations in parallel with the camera image, including overlays. This solution is ideal for townhall meetings, professional away days, workshops, internal gatherings and informational meetings with 1-2 simultaneous speakers. One-way and two-way communications are both possible with this option.

2. Live streaming camera production including editing

We will provide technicians who are experts in photography and streaming. You will be able to display presentations in parallel with the camera image, including overlays and cutting between camera angles. This solution is ideal for townhall meetings, professional away days, workshops, internal gatherings, launches and sales meetings featuring multiple speakers at the same time. One-way and two-way communications are both possible with this option.

3. Live streaming camera production including editing and TV lighting

We will provide technicians who are experts in photography and streaming. You will be able to display presentations in parallel with the camera image, including overlays, cutting between camera angles and TV lighting. This solution is suitable for digital and hybrid conferences, townhall meetings, professional away days, workshops, training, launches and discussions involving multiple speakers at the same time. One-way and two-way communications are both possible with this option.

4. Live streaming multi-camera production

This solution is largely customised according to the event organiser’s wishes. We will provide four or more cameras - and a combination of manned and remote units. We can supply cameras on wheels or booms, which result in more dynamic and exciting camera angles. When combined with TV lighting, we can guarantee highly professional production values. Technical personnel are supplied as needed. This solution is suitable for larger digital and hybrid conferences, townhall meetings, professional away days, workshops, training, launches and discussions involving multiple speakers at the same time. One-way and two-way communications are both possible with this option.

We are finally able to gather once again

Meeting physically in a room in the real world will always be an important part of holding events. There is little that can replace the opportunities for building relationships in person through eye contact, conversations and shared experiences - but we believe that a combined solution will become increasingly common in future.

‘We’ve all been to loads of meetings on Teams, Zoom and Skype over the past few months, and while they’re great for lots of things they can’t replace the human contact that you benefit from when meeting other people. The fact that we recently had a gathering of 200 of us at Thon Hotel Oslo Airport, while also being able to have colleagues from elsewhere in the country join us digitally, brought an entirely different dimension to this year’s nationwide meeting compared with what we would have achieved if we had hosted it virtually. This proves that it is possible to meet, even with the infection prevention measures that are currently in place,’ says Tom Erlend Skaug, Secretary General of the Norwegian Conservative Party.

A digital participant experience

Virtual solutions can be just as effective as traditional meetings and events held outside the world of technology, but it is essential that they are organised in a professional manner. Many people think that setting up a camera and filming what would have been visible to participants physically is sufficient to activate and stimulate digital conference delegates. This is not the case. No matter what kind of digital event you want to organise, it is important to maintain a focus on good direction and great content so that you engage conference participants who are still in their home offices.

A hybrid event run by a professional conference organiser will deliver higher quality in terms of audio, video and login, ensuring that full offices or auditoriums elsewhere in the country can join without facing any technical issues. This will ensure an enhanced participant experience compared with when both presenters and participants are in their home offices dealing with a range of digital skills and mixed quality in terms of equipment.

Let us host your next hybrid event

If you think that holding a regular meeting or conference in your company may present challenges at present, then you should consider hosting a hybrid event. Say goodbye to your troubles in keeping up with constantly changing infection control guidelines and offer reassurance to both your participants and speakers. 

Combine your physical and digital conference in exactly the way you want it. We guarantee the same great participant experience whether you are following presentations physically or digitally, and we will help you to deal with any geographical limitations through the use of state-of-the-art video conferencing technology and excellent service.

Contact us at for an obligation-free chat.

Our first priority is health and safety, which is why today we are building what we believe to be the events of tomorrow. In order to offer you the best experience, meet your needs and comply with the new restrictions, we adapt and think about new ways for organising events.

Studio at Thon Hotel EU

Together with our partners, we can now offer the digital platform your event needs, with all the elements required to successfully conduct a hybrid event.

We have set up a brand new studio at Thon Hotel EU to accommodate all future virtual and hybrid events.  And most importantly, we can help and guide you in planning the best event.

• The studio is already ready, and you are welcome to come have a look at it.
• We can offer two different setups (and several upon request): a more formal setup, and a “talk show” setup with LED uplighters, digital speaker tables and a coloured backdrop.
• We offer packages with different audio and video options – because every event is different.
• To avoid technical problems, a technician will always be present at the event.
• The studio can be further customised, opened up to guests or booked solely for virtual events.
• Our team is always available to take care of details, send over information and be presemt for you on the D-day.

We know that we need to be flexible and open to new technology and that we must always be available. Allow us to arrange your next hybrid event in our state-of-the-art conference rooms in Brussels.

You are welcome to contact us by email  or by phone +32 2700 78 78.

We also have other conference facilities in Brussels, where hybrid and virtual meetings are also welcome. Our dedicated team is available to give you all the details you need.

Held their leadership conference physically and digitally

The Norwegian Swimming Federation had to think innovatively when it came to hosting their annual conference for leaders and coaches. 130 people participated physically in the conference held at Thon Hotel Arena, while 700 people watched the live stream across the country.

‘The Norwegian Swimming Federation held our annual conference for leaders and coaches with 130 attending at Thon Hotel Arena. The conference itself was live streamed and a total of 700 unique users watched our broadcast,’ says Secretary-General Bjørn Soleng.

Focus on technology and infection control

The conference was a success, including for those watching it digitally.

‘We’ve had amazing feedback - both from people who were at the hotel and from people who were watching it digitally. The technology worked perfectly and there were no concerns in terms of infection control,’ Soleng says.

Thon Hotels follows all advice and recommendations issued by the health authorities, and the Norwegian Swimming Federation was satisfied with the infection control measures in place.

‘The hotel had hand sanitiser available at a number of stations, and we also issued delegates with their own bottles of hand sanitiser so that people had plenty. Thon Hotel Arena is a really large hotel, so it was easy to maintain appropriate distancing. There were clear distancing markers around the hotel, and staff spoke to us beforehand about the measures in place.’

Great dining experiences

The Norwegian Swimming Federation’s conference extended across several days, and participants were served breakfast, lunch and dinner.

‘Our slogan is “Back Together”, and the conference was about inclusion, unity and motivation. The conference lasted three days, and we had an awards ceremony and gala dinner at the hotel.’

Eager to support the travel industry

Soleng explains that the travel and tourism sector is a vital industry.

‘We got great service, and it was quite clear that the staff at the hotel were delighted to be back up and running. We thinking it’s good to do our bit to help the travel and tourism sector, which is a vital industry for us as well. It was so wonderful and worthwhile for us to be able to gather again.’