Solutions · Hybrid Events
AI for Hybrid Events — Voice, Chat, and SMS for Both Audiences
Hybrid events have two attendee groups with completely different needs. Kairos is the AI hybrid event platform that runs separate voice, chat, and SMS flows for in-person and virtual audiences — without ripping out your existing event platform.
TL;DR — Key Takeaways
- 1Hybrid events have two completely different attendee groups: in-person and virtual. Each needs separate communication flows — generic email reminders fail both.
- 2Kairos runs purpose-built voice, chat, and SMS flows for each audience. In-person attendees get logistics-focused outreach; virtual attendees get tech-readiness and login support.
- 3AI chat agents are trained on your event platform (RingCentral Events, Hopin, Bizzabo, etc.) to handle day-of technical issues without overwhelming your team.
- 4Kairos integrates with your hybrid event platform. KNVI Labs configures everything in 5 days. No technical lift.
- 5SEIC 2026 live proof: 3,500+ contacts reached, 2,000+ AI voice minutes delivered, 350 warm leads generated.
Why hybrid events break the communication mold
An in-person attendee receiving a virtual login link 30 minutes before kickoff is useless. A virtual attendee receiving parking instructions is worse — it tells them you didn't actually look at their registration. Yet most hybrid event teams send the same email sequence to both audiences because separating them in marketing automation tools is painful and brittle.
The result is communication that's generic to the point of useless. Attendance suffers for both groups. In-person no-shows climb because the messaging didn't emphasise the practical logistics. Virtual drop-off climbs because login support didn't arrive when needed. Both groups feel like an afterthought.
How Kairos handles each audience differently
In-person flow
- Voice confirmation 7 days out — parking, arrival window, agenda
- SMS reminder 24 hours before — venue address, dress code, transit
- Day-of voice/SMS — real-time arrival coordination
- On-site AI chat for floor logistics & session queries
- Post-event in-person recap + photo gallery
Virtual flow
- Voice confirmation 7 days out — platform link, browser readiness
- SMS tech-check reminder 48 hours before
- Day-of AI chat for login issues & streaming problems
- AI chat handles tier-1 support so your team handles escalations
- Post-event recording link + on-demand access via SMS
The voice + chat + SMS playbook for hybrid events
AI voice — the primary attendance lift for both groups
Voice calls confirm attendance at 85–90% contact rates across both in-person and virtual audiences. For in-person attendees, the call surfaces logistics concerns (parking, timing) that drive last-minute drop-off. For virtual attendees, the call walks through platform readiness and surfaces tech blockers before event day.
AI chat — your day-of tech support team
The day-of inbound spike for hybrid events is brutal. Virtual attendees can't log in. In-person attendees can't find parking. Both hit your support channels at the same time. Kairos chat agents trained on your event platform and venue handle tier-1 queries automatically, leaving your team to focus on real escalations.
SMS — the supporting reach layer
98% SMS open rate. The last-mile reminder channel that picks up attendees who didn't take the voice call and won't open the email. Personalised by attendee type — in-person gets venue + arrival; virtual gets login + tech-check.
Live now · SEIC 2026
Kairos is running pre-event outreach right now.
3,500+
Contacts in active outreach
2,000+
AI voice minutes delivered
350
Warm leads generated
Works with your hybrid event platform
Kairos integrates with RingCentral Events (formerly Hopin), Bizzabo, Cvent, Whova, HubSpot, Salesforce, Swoogo, and Eventbrite. KNVI Labs handles all configuration — voice, chat, and SMS flows are built around your specific platform and event.
Frequently Asked Questions
What is a hybrid event platform?▾
A hybrid event platform is software that supports events with both in-person and virtual attendees simultaneously. Most hybrid event platforms focus on the streaming and registration layer. Kairos is the AI communication layer that sits on top of any hybrid platform — running separate voice, chat, and SMS flows for in-person vs virtual audiences, because the two attendee groups need fundamentally different messaging at different times.
How is hybrid event communication different from in-person or virtual?▾
In-person attendees need pre-event confirmation, parking and venue logistics, day-of arrival coordination, and post-event recap. Virtual attendees need pre-event tech-check confirmation, day-of login support, real-time stream troubleshooting, and post-event recording access. Treating both groups with one message stream produces poor results for both. Kairos runs separate flows for each, while unifying analytics and follow-up.
Does Kairos replace my hybrid event platform like Hopin or RingCentral Events?▾
No. Kairos integrates with your hybrid event platform (RingCentral Events, Bizzabo, Cvent, Whova, and others). The platform handles streaming, registration, and the virtual venue. Kairos handles the communication layer — AI voice for pre-event confirmation, AI chat for inbound queries, SMS reminders, and post-event follow-up.
How does Kairos handle technical support for virtual attendees on event day?▾
Kairos chat agents are trained on your event's platform, login flow, and common technical issues. When virtual attendees can't log in or have streaming problems on event day, they reach the chat agent first — which resolves common issues (browser compatibility, login resets, link resends) and escalates harder cases to your team. This absorbs the day-of support spike that overwhelms most hybrid event teams.
How fast can Kairos go live for a hybrid event?▾
Standard 5-day setup. KNVI Labs configures separate voice, chat, and SMS flows for in-person and virtual attendees, integrates with your registration platform, and trains the agents on your specific event. A $99/agent 7-day pilot is the standard starting point — run a real campaign on your next hybrid event before subscribing.
Other event types we serve:
Run your next hybrid event with Kairos.
$99/agent 7-day pilot. Real campaign on your real event. KNVI Labs configures everything in 5 days.