Hybrid events are complicated. You’re essentially running two shows at once – one for the audience in the room, one for the audience watching remotely. Getting the crew right is fundamental to making both experiences work.
This checklist covers the key roles you’ll need for successful hybrid event delivery. Not every event will need every role, but this gives you a framework to work from when planning your crew.
Live production roles
These are the people focused on what happens in the room.
Showcaller: The person running the live event from the AV desk. They call all the cues, manage timing, and keep the show on track. For hybrid events, they’ll work closely with the streaming team to ensure live and virtual cues are synchronised.
Stage manager: Manages the stage area and backstage movements. Coordinates presenter arrivals, scene changes, and anything that happens in the physical space around the stage.
Floor manager: Particularly important if you have audience interaction elements. They manage the room, coordinate audience microphones, and keep everything running smoothly in the live space.
Content producer: Manages all visual content for the screens. For hybrid events, this might mean coordinating different content streams for in-room displays versus the broadcast feed.
Graphics operator: Runs the playback system, executing cues for slides, videos, and motion graphics. Hybrid events often need separate operators for live and streaming outputs.
Sound engineer: Manages audio for the live audience. Hybrid events add complexity because the audio mix for the stream might differ from the in-room mix.
Lighting technician: Controls the lighting rig. Hybrid events need lighting that works for both the room and the cameras – which isn’t always the same thing.
Streaming and broadcast roles
These positions focus specifically on the remote audience experience.
Streaming director or technical director: Runs the broadcast output. They control camera switching, manage the visual feed that goes to remote viewers, and ensure the stream looks professional.
Streaming technician: Manages the technical infrastructure – encoders, streaming platforms, internet connectivity, and backup systems. They monitor stream health and troubleshoot problems in real time.
Camera operators: Capture the live video feed. The number you need depends on how many angles you want and how dynamic your switching needs to be.
Remote speaker coordinator: If you have presenters joining remotely, someone needs to manage their technical setup, brief them on cues, and ensure their feeds work correctly.
Coordination and support roles
These positions bridge the gap between live and streaming teams.
Producer or production manager: Oversees the entire production, ensuring live and streaming elements work together. They’re the central point for client communication and overall event delivery.
Comms coordinator: In complex hybrid events, you might need someone specifically managing communications between the live and streaming teams. They ensure information flows correctly and nothing gets lost between the two production elements.
Artist liaison: If you have performers or VIP speakers, someone dedicated to managing their movements and requirements. This is particularly important at hybrid events where timing for both audiences must be precise.
Runners: General support, handling logistics, moving equipment, and dealing with the countless small tasks that keep events running.
Questions to help you build your crew list
Use these questions to determine which roles you actually need:
- How many cameras are you using? Each camera typically needs an operator, plus you’ll need a Vision Mixer directing the switching.
- Are speakers presenting live, remotely, or both? Remote speakers add complexity and may need dedicated coordination.
- How complex is your content? Multiple content streams, motion graphics, and video playback all increase the need for dedicated content roles.
- What’s your streaming platform? Some platforms need more technical management than others. Get advice from someone who’s used your chosen platform before.
- Do you have multiple rooms or breakout sessions? Each additional room effectively multiplies your crew requirements.
- What’s your backup plan? Hybrid events need redundancy. Think about what happens if your main stream fails and who handles the switch to backup.
Common mistakes to avoid
- Understaffing the streaming side: The most common error. Event organisers understand live production but underestimate what’s needed for quality streaming.
- No dedicated coordination between live and streaming: Without clear communication protocols, the two teams can end up working at cross purposes.
- Assuming live crew can handle streaming: Streaming requires specific skills. Don’t assume your live AV team can just “add” streaming to their responsibilities.
- Forgetting the remote audience exists: It’s easy to focus on the room in front of you. Make sure someone is always monitoring and advocating for the online experience.
Starting your crew search
Once you’ve identified the roles you need, start building your team early. Hybrid events require more coordination between crew members than single-format events, which means you need people who can work together effectively.
If you’re new to hybrid events, work with a production partner or crewing agency who has experience in this format. They can help you identify exactly what you need and find crew who’ve delivered successful hybrid events before.
The difference between a good hybrid event and a problematic one often comes down to having the right crew in the right positions. This checklist gives you a starting point – but the real skill is adapting it to your specific event and making sure everyone works together as a team.
