> For the complete documentation index, see [llms.txt](https://www.information-architecture.world/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://www.information-architecture.world/wiad-organizer-guide/online-and-hybrid-events.md).

# Online and hybrid events

Online and hybrid formats can expand access to your event. They need intentional planning, clear roles, and tested technology.

Choose a format that matches your community, budget, venue, and volunteer capacity.

### Choose your format

An **online event** works well when attendees, presenters, or your team are distributed across locations.

A **hybrid event** combines in-person and remote participation. Choose it only when you can create a meaningful experience for both audiences.

If you cannot support active remote participation, consider an in-person event with recordings instead. Do not promise a hybrid experience that your team cannot staff or test.

Review [Choose your event format](/wiad-organizer-guide/event-program/choose-your-event-format.md) before deciding.

### Design for every attendee

Set expectations early. Publish the time zone, format, access instructions, participation methods, and support contact with registration details.

For hybrid events, give remote attendees a dedicated way to participate:

* Assign a facilitator to monitor chat, questions, and technical issues.
* Include remote questions in every discussion and Q\&A.
* Plan breaks and networking that work for both audiences.

Avoid treating the livestream as a passive add-on. Remote attendees need the same essential context, access to presenters, and opportunities to contribute.

### Choose and test your technology

Select platforms that support your event needs. Confirm they work on mobile devices and with keyboard or assistive technology.

Test your full attendee journey before registration opens:

1. Register for the event and receive access instructions.
2. Join as an attendee on desktop and mobile devices.
3. Test audio, video, captions, chat, Q\&A, screen sharing, and recording.

Run a rehearsal with presenters and technical volunteers. Prepare a backup host, alternative communication channel, and a plan for connection failures.

### Make the event accessible

Plan accessibility from the start. Provide captions, accessible presentation materials, and clear verbal descriptions of visual content.

Ask attendees about access needs during registration. Share how to request support and who will respond.

Review [Keep accessibility in mind](/wiad-organizer-guide/branding-marketing-+-promotion/updating-the-wiad-website/keep-accessibility-in-mind.md) before publishing your event details.

### Staff the event

Online and hybrid events need dedicated operational roles. Assign people to host the platform, support presenters, moderate chat and Q\&A, and help attendees.

For hybrid events, also assign someone to manage the room experience and someone to represent remote attendees. Brief the whole team on escalation paths and event communication.

### Handle recordings responsibly

Confirm presenter and attendee consent before recording. Tell attendees what you will record, where it will be shared, and how to opt out.

Do not publish recordings, chat logs, or participant information without appropriate permission. Add captions and descriptions before sharing recordings publicly.

### Improve future events

After the event, collect feedback from both remote and in-person attendees. Ask about access, technology, participation, and content.

Record what worked and what you would change. Use those findings when planning your next event.