Hybrid & Virtual Events

Stifterverband für die Deutsche Wissenschaft

Hybrid means keeping two worlds of participants in one process.

Three situations familiar to anyone who has hosted a conference that is partly on-site and partly online:

Two pricing worlds, one registration

On-site, online, and discounted tickets are often managed in separate price lists. This leads to duplicate work and discrepancies between tickets sold and actual attendees.

One program, two attendee groups

Some sessions are held exclusively on-site, while others are broadcast or recorded. When using separate program versions, room details, access information, and updates quickly fall out of sync.

Two lists, one follow-up

Check-ins happen on-site, while online registrations are tracked separately. For attendance certificates, reports, and planning the next event, data from both sources must be laboriously merged.

Every time data is handed off between separate systems, something gets lost or has to be re-entered. This is exactly where Converia comes in – at the conference level.

A single attendee database for both on-site and online participants

Many conference teams end up with two parallel workflows for hybrid events. This is exactly where duplicate data entry and conflicting figures arise. In Converia, each attendee is a single record with a specific rate and role – whether they are attending on-site or online is simply an attribute of that record, not a separate system.

Use this attendee database to manage:

Collect registrations for on-site and online attendance using the same registration forms

Set up separate rates for on-site and online tickets, including time-based early-bird logic for both

Map dependent and verifiable rates, such as a discounted online rate for students with proof of enrollment

Maintain the program once and make it available to all participants

Manage payments, invoices, and billing exports using the same data set

Reach in-person and online participants via email templates from the same database

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Planning a program that reaches both groups

For a hybrid conference, every session needs a clear designation: on-site only, streamed, or recorded. If this information is kept in a separate document, it will drift from the actual plan after the first schedule change. In Converia, you plan the program once—with parallel tracks, rooms, and times—and make it available to all participants.

Features:

Sessions with an indication of whether a video recording is planned

Provide the program schedule for the website module and update the program status in the conference app

The conference app with the live program, personal schedule, and content—also available offline

Embed videos and content via the website module

Schedule a consultation

Request a demo

What Converia covers for hybrid and virtual conferences

At the conference level—registration, program, attendees, communication—Converia handles hybrid and virtual editions just like any other conference:

Integrated ticket management

Offer on-site and online rates in a single registration process, including early-bird options as well as rates requiring proof or based on specific criteria.

Centralized person database

Manage on-site and online attendees in a single database that applies a consistent role and pricing logic for both worlds.

Flexible Program Planning

Plan complex programs with parallel tracks, rooms, and times, supplemented by specific information such as video recording status.

Interactive Conference App

Provide all attendees with a live program and personal schedules – accessible flexibly, even when offline.

Dynamic Virtual Venue

Integrate videos, content, and the daily program schedule into a dedicated digital conference platform that manages access to content based on the ticket booked.