Guidelines for Hybrid Collaboration#

Chairing Hybrid Events#

  • The Facilitator should take care of either both in-person and online, or there could be a seperate online facilitator to make sure that the online audience is not lost.

  • For all sessions, chairs should receive instructions on how to include both types of participants.

  • See An honest* guide to facilitating hybrid events for more information.

Organising Hybrid Conferences#


  • Organising a hybrid event is like organising two events: in-person and online.

    • If you’re separating in-person and online (a couple of days in-person and a couple of days online), it might be easier to handle.

    • If both modes take place simultanously it takes different planning and it is more challenging as you will be running two events at the same time.

  • Online participants might have to join at times that are not core working hours for them. Keep this in mind especially for interactive parts.

  • If some aspects of the agenda only apply to one participant group, be clear about this. For example, do not schedule a networking session that turns out to just be the in person coffee break without being clear how you expect online participants to network.


  • Reserve rooms for break out interaction with online participants.

  • For in-person people it might take some time to physically move to other rooms, whereas for people online this it might be faster to move to a different breakout room. Please consider such time requirements when switching rooms either physically or virtually.

  • Make sure technical set up is in order: online audience should be able to hear the speaker and questions asked and be able to see the slides.

    • Check microphones, video and/or slide sharing before.

    • Make sure everyone in the room uses microphones when speaking.

    • Ensure speakers introduce themselves as otherwise, it can be difficult for remote participants to identify who is talking.

    • A online facilitator can message on the online platform, each time a new person starts speaking (“Person-A” is speaking now).

  • Select a space that has all the facilities (internet, proper seating/desk).

  • Ensure that online individuals have the time space so that they can fully participate (space for focus time, food breaks).

    • Check if there are free localities available in the areas of online participants (university, libraries) which might also provide good internet connection.

    • Caring/child support may be needed for people with care taking responsibilities (applies to both online and in person participants).

    • If someone is at their own university/working place, they may be distracted by their colleagues who do not realise that someone is in an event. In such a case, consider reserving a quite space in your university/work place.

Organising Hybrid Meetings#

  • Plan earlier so that people can block their calendars

  • Plan on movement (time & space)

Ways to Reduce Distractions#

  • Support online participants in booking co-working spaces either near to their location that are equipped with necessary basic facilities such as internet, electricity, and work desks.

  • Share comprehensive information about the available facilities and support resources and provide guidance on how to access them through facilitation documents.

Communication Tools for Hybrid Collaboration#

  • Carefully select tools and technologies that consider inclusivity and the impact on teams.

  • Avoid imposing unsutaible platforms on teams and be open to new options and tools.

  • Ensure virtual meetings have the capacity to accommodate more participants.

  • Follow up with remote attendees after hybrid meetings to address their needs.

  • Set up and use proper microphone system for all the in-person groups, so that those joining remotely can .

  • Proper shared note taking document and/ or facilitation guide for both in-person and remote groups to ensure both groups are included.

  • Establish a platform for asynchronous side chat to facilitate communication.

  • Ensure equal availability and access for both in-person and remote attendees in hybrid events.

Social Networking during Hybrid Collaboration#

  • Recognise and address asymmetries in in-person and online settings to establish realistic expectations.

  • Create opportunities for social interactions both online and in-person to balance out the challenges.

  • Foster a positive atmosphere in-person and encourage an informal approach online to facilitate idea exchanges and connections.