Company town halls are a chance to align your team, share updates, and celebrate wins. But with many organizations embracing hybrid work, it’s not enough to think about the people in the room — you also need to deliver an equally engaging experience for those joining remotely.
If you’re hosting in Toronto, this guide will walk you through how to plan a hybrid company town hall that connects and inspires every attendee, no matter where they are.
Step 1: Define Your Goals and Audience
Before booking a venue, decide:
- What’s the purpose? (e.g., quarterly updates, leadership Q&A, celebrating milestones)
- Who’s attending? In-person vs. virtual ratio.
- What’s the tone? Formal, casual, celebratory?
This will shape everything from your agenda to your technical setup.
Step 2: Choose a Venue with Built-In Hybrid Capabilities
Many Toronto venues require you to hire separate AV crews, which adds cost and complexity. For hybrid events, the ideal space has integrated cameras, audio, and streaming capabilities so you can focus on content — not troubleshooting cables.
Example: At StartWell, our presentation halls have cinematic multi-camera setups and professional audio built into the room. With the push of a button, your town hall can be recorded in broadcast quality and live-streamed to remote employees.
Explore StartWell’s corporate event spaces →
Step 3: Build an Agenda that Works for Both Audiences
Hybrid events work best when both in-person and remote attendees feel included.
Alternate between presentations and interactive segments.
Use Q&A tools so remote participants can ask questions in real time.
Keep sessions short (15–20 minutes) before switching topics or speakers.
Step 4: Leverage Professional Media Production
Recording your town hall isn’t just for people who missed it. You can:
Create highlight reels for social media.
Turn leadership Q&As into training resources.
Archive important company updates.
With on-site media production like at StartWell, you can walk away with polished video assets the same day.
Step 5: Don’t Forget the Experience
For in-person attendees:
Offer great catering and coffee breaks.
Choose a venue with comfortable seating and good sightlines.
For remote attendees:
Send branded event kits in advance.
Ensure a strong internet connection and clean audio feed.
Checklist: What You’ll Need
- Venue with integrated cameras and microphones
- High-speed, reliable internet connection
- Experienced event coordinator or producer
- Slide decks and multimedia preloaded
- Remote-friendly Q&A platform
Final Word
A hybrid company town hall doesn’t have to be a logistical nightmare. By choosing a venue that combines inspiring space, hospitality, and built-in professional media production, you can focus on what really matters — connecting with your team.
Ready to plan yours?
Book a tour of StartWell today →
