How to Create Parallel Agendas for Virtual and In-Person Attendees

Simply broadcasting your live event online doesn’t make it hybrid. What matters is creating experiences that speak to both audiences while keeping them part of the same moment. At 24 Frames Digital, we have designed numerous hybrid events where participants attend from across the world, some from a ballroom and others from their living rooms. Over time, we’ve learned that crafting parallel agendas for virtual and in-person attendees is as much about empathy as it is about structure.

So how do you plan an event that feels equally valuable for both? Here’s a guide that brings together real insights and tips for engaging both virtual and live event attendees.

1. Start with clarity about your audience

Every event begins with people. Before you put sessions on a timeline, ask yourself who they are and what they expect to gain. When you work on event planning for a hybrid events format, you are actually planning for two different experiences that share a single purpose.

For live attendees, energy and networking matter the most. For online participants, accessibility and screen engagement become the priority. Define what success looks like for each group before building the schedule. This understanding will shape everything that follows.

2. Build one agenda with two parallel paths

Think of your agenda as a tree. The trunk represents shared moments such as keynotes or product launches. The branches are your tailored segments for each audience.

For example:

• Everyone begins with the same keynote.
• Then, in-person attendees move into a live demo while virtual participants join an interactive breakout online.
• Both audiences come back together for a joint Q&A.

This approach keeps everyone connected, while still giving them experiences that make sense for their environment. In our corporate event management service, we always recommend keeping at least 40% of the sessions shared so the event feels cohesive.

3. Design experiences around the medium

Not every format works everywhere. A roundtable may be perfect in a physical room, while an online quiz or poll works better on screen. For in-person events, focus on touchpoints that use space, props or human connection. Add hands-on product zones, networking coffee breaks, or guided walk-throughs.

For online sessions, it helps to think small and focused. Shorter segments, clean visuals, and moments of interaction keep people attentive. Try using breakout rooms, quick polls, or chat prompts to create the kind of energy that happens naturally in hallways at physical events. Virtual participants can tire faster, so keep things moving and varied.

4. Keep timing and flow in sync

Parallel agendas only work if they move in rhythm. Align start and end times so that both audiences are travelling the same journey together. When the ballroom heads into a break, your virtual viewers should too.

Adding buffer time between sessions helps both audiences breathe and avoids tech stress. It also keeps everyone on the same page when sessions slightly overrun.

5. Communicate clearly before and during the event

Even the best agenda fails if people don’t understand it. Share detailed information with each audience. Label sessions as “Live for all”, “In-room only”, or “Virtual breakout”. For virtual participants, share access links and login instructions in advance. For physical attendees, include maps and on-ground details.

6. Reflect and reconnect

Once the event wraps up, don’t just pack up and move on. Take a little time to reconnect while everything is still fresh in everyone’s minds. Send out the session recordings, highlight reels, or photo galleries so people can relive the best moments.

You can also create an online space where everyone can keep the conversation going. When participants continue to share ideas and network after the event, it gives your hybrid events a longer life and builds a stronger sense of community for the next one.

The final takeaway

Creating parallel agendas is not about doubling your workload. It’s about designing a single story told through two different mediums. When done right, both audiences feel seen, heard, and valued.

At 24 Frames Digital, we believe thoughtful event planning, powered by technology and empathy, turns a simple event into a connected experience. Whether your next gathering is a conference, town hall, or celebration, the key lies in balance - giving equal importance to both your virtual events and your in-person events audiences.