The Future of Meeting Planning: Virtual and Hybrid Experiences

Hybrid events—live, in-person gatherings that are streamed out to virtual audiences in some way—have been part of the meetings and events industry for years with varying degrees of success and comfort levels.

Covid-era meeting restrictions and remote-work arrangements prompted more organizations to become proficient with streaming technology more attendees to become comfortable with the virtual format. Today, many organizations and associations continue to incorporate a virtual portion to expand their reach and accessibility beyond in-person attendees. 

Smart Meetings, a leading meetings industry publisher, listed hybrid meetings as one of three key trends shaping the meetings industry in 2025, saying that “the rise of hybrid events has transformed how planners approach meetings.” This new approach favors venues that excel at both in-person and virtual experiences – something that DeVos Place Convention Center and other Grand Rapids meeting venues are adept at.

Benefits of hybrid meetings

Hybrid events eliminate geographical barriers and empower attendees to decide how they consume meeting content. This can be especially helpful for conferences with global audiences. Reducing global travel also reduces an event’s carbon footprint and supports sustainability, another of Smart Meetings’ three key trends for 2025. (And sustainability is another of Grand Rapids’ strengths.)

Perhaps counterintuitively, hybrid meetings can enhance engagement. Incorporating virtual Q&As, chat rooms, polls and other interactive features can give attendees even more of a voice than they might have in person. Online interactions can deliver a wealth of analytic data planners can use to fine-tune future events. And, of course, the more people attend virtually, the less it costs for in-person venue rentals, catering and the like.

Getting the technology right

Technical glitches can disrupt well-laid virtual plans, so it’s important to partner with a technology supplier that knows their stuff. Bluewater Technologies, the AV provider for DeVos Place Convention Center, has invested in technology platforms offering unmatched production capabilities and robust creative options. Whether it’s a simple meeting that needs an “operator” or a producer for admitting attendees, muting speakers, cueing presentations and managing breakout sessions, Bluewater has perfected the role of running online events.

If you really want to put on a show, Bluewater can merge presenters and content from different locations with branding, text and graphics, or share them in a format that resembles a live TV news program, with interactive capabilities like a chat room.

Choosing the right space

DeVos Place isn’t the only Grand Rapids venue with excellent hybrid meeting capabilities. AHC Hospitality, which manages five hotels with convention and meeting space in downtown Grand Rapids, has made keeping abreast of virtual technologies a priority. From the four ballrooms and 42 versatile meeting rooms at the Amway Grand Plaza Hotel to the (slightly) smaller spaces at the AC Hotel by Marriott, Courtyard by Marriott, Hyatt Place and JW Marriott Grand Rapids, each venue is equipped with comprehensive AV capabilities and expert technical support.

Other meeting venues around town can support hybrid experiences, often in conjunction with a local event producer. You can search our supplier database for a technology service provider – just click AudioVisual Production in the left-hand column.

#DreamGrand

Looking for some ideas on how to incorporate a virtual element into your next live event? Reach out to Mary, Brandy, or Andie from the Experience Grand Rapids Convention Sales and Services team.

They’re all great resources for brainstorming and local referrals, and look forward to helping you make your Grand Rapids meeting truly grand! #DreamGrand