How to Run a Hybrid Event with Digital Passes

Hybrid events — where some attendees are in-person and others join virtually — are now the norm for conferences, product launches, and AGMs. Managing registrations and access across both channels requires a clear system.

The Core Challenge

In a purely in-person event, every attendee needs a physical gate pass. In a hybrid event, you have two types of participants:

These two cohorts often register through the same form but need fundamentally different experiences.

Using PassNexus for Hybrid Events

PassNexus handles the in-person side natively. For a hybrid event, here is the recommended workflow:

Step 1: Create your event in PassNexus as normal.

Step 2: In your registration form description, add a field or note distinguishing in-person from virtual (e.g., via a Designation field where attendees enter "Virtual" or "In-Person").

Step 3: Use the CSV export to segment your attendee list. Filter for virtual attendees and send them your webinar/streaming platform link separately.

Step 4: In-person attendees receive their QR pass via the automated PassNexus email. Virtual attendees get their access link through your existing video conferencing tool.

Managing Capacity

Use your Pass limit as your in-person capacity cap. Set the pass limit to your venue's capacity — PassNexus will automatically block new in-person registrations once you hit the limit.

Day-of Logistics

Hybrid events feel complex until you split the two audiences in your planning. Keep the systems separate and each becomes straightforward.