If you're planning a hybrid event in Dallas, you already know the stakes are high. Half your audience is in the room, the other half is watching online, and both groups need to feel like they matter. I'm Mark White, and at DFW LiveStream we've been producing hybrid events across Dallas Fort Worth for over ten years. Either I'm on location or my producer Eli Garrett is — every single time.
We're not just an event production company that streams a camera feed to a virtual platform and calls it a day. We build hybrid event services and solutions that make virtual audiences feel like they're sitting in the front row, while the in person crowd gets a polished, professional event experience they'll remember.
Below, I'll walk you through what virtual event production for hybrid events actually involves, how we handle the technical expertise behind every project, what it typically costs, and why Dallas businesses keep coming back year after year.
A hybrid event combines in person events with a virtual event — real people in a space and virtual attendees watching from their laptops, phones, or conference rooms. The goal is to create an interactive experience where both groups feel engaged, not like afterthoughts.
Dallas is a corporate events hub. Between the conferences at the Gaylord in Grapevine, trade shows at the convention center in Arlington, product launches at corporate offices throughout Dallas, and celebrations across the metroplex — there's always something happening. The industry has shifted permanently, and after 2020, event planners realized that virtual and hybrid events aren't going away. They're the new standard for online communication in every industry.
The challenge? Most companies treat the virtual event experience like an afterthought. They point a single camera at the stage, pipe audio through a laptop mic, and call it a "hybrid event." That's not real hybrid event services — that's a webcam on a tripod. And the people watching remotely can tell the difference immediately.
Every hybrid event we run in Dallas follows a proven planning process. We start with your event objectives and work backward from there. Here's what that looks like in real life.
Before any AV equipment shows up, we visit your space in Dallas to assess internet connectivity, power availability, camera placement, and audio challenges. I always tell event planners — the planning phase is where hybrid events succeed or fail. If we don't know the WiFi situation, the room layout, and the run of show ahead of time, we're setting everyone up for a stressful day.
We handle event management details like coordinating with on-site AV teams, building custom run-of-show documents, and making sure every team handles their part before the doors open. Our focus is making everything stress free for you so you can focus on your message and your participants.
We use Canon CRN500 PTZ cameras and Blackmagic ATEM switchers to build a multi-camera setup that feels like watching a broadcast — not a Zoom call. For in person attendees, we provide IMAG screens so even the back row can see the speaker's face. For virtual attendees, we switch between camera angles, presentation feeds, and virtual elements like graphics in real time so the online experience feels dynamic.
I'll give you a real example. For TSDOS 2025 in Frisco — a continuing education conference with nearly 1,000 attendees — we ran a general session plus three breakout rooms simultaneously. The virtual event participants watched on digital platforms with full audio visual support, including branded lower thirds and presenter graphics. The event was a huge success because both groups got the same high quality video and audio experience.
Bad audio kills a virtual event faster than bad video. We run Sennheiser wireless microphones through an Allen and Heath SQ5 mixer for crystal-clear sound. For conferences with panel discussions, we mic every speaker individually and manage audio levels in real time. Your online viewers hear every word — no echo, no feedback, no muffled room sound.
We also provide Bose Line Array speakers and JBL 12-inch monitors for the in person crowd, so the room sounds as good as the stream. Audio visual quality and the right technology is what separates professional services from amateur hour.
We integrate with whatever virtual event platforms your organization uses — Vimeo, YouTube Live, Facebook Live, Teams, Zoom, or custom virtual platforms. For those who need more control, we build branded viewing pages with password protection, like we did for Peterbilt's investor meeting at their Dallas corporate office. Zero technical problems, and the leadership team could see exactly who was watching with full analytics.
Our LiveU Solo Pro encoders bond 4G LTE, WiFi, and Ethernet for redundant internet connectivity. If the WiFi drops — and I've seen it happen at some of the nicest venues in Dallas — we don't miss a beat. The stream stays live because we planned for it.
The biggest complaint about virtual and hybrid events is that the remote audience feels disconnected. We solve that with Slido for live Q&A, polls, and real-time chat that bridges both groups. When someone watching online can submit a question and see it answered on stage in real time, that's when hybrid events deliver real engagement.
We also support screen sharing for remote presenters, so your speakers can join from anywhere in the world and still look polished on stage. For Rocket Cargo in Washington DC, we flew out from Dallas and integrated remote presenters so seamlessly that the feedback was "it feels like watching a talk show." That's the standard we hold ourselves to.
We've delivered every kind of hybrid event you can imagine across the Dallas metroplex. Here's what we see most often.
Multi-day conferences are our bread and butter. DevOps 2025 at the Plano Event Center — multi-camera services, worked with on-site AV, and they've been a returning client for three-plus years. These hybrid events need reliable solutions that scale across multiple sessions, breakout rooms, and days. Our team handles the entire setup from load-in to tear-down.
A corporate meeting with 200 people in the room and 500 watching the stream requires a different approach than a conference. Town halls need to feel intimate and authentic. We deliver these services for companies across Dallas who want their CEO to connect with every employee — whether they're in the building or watching from a home office in another state.
We handle UNT Dallas graduations every year at the Texas Trust Theatre in Grand Prairie — eight to nine ceremonies with live captioning overlay. East Texas A&M in Commerce brings us back for five graduations over two days. From graduations to award ceremonies, these hybrid events have zero margin for error because families are watching from all over the country. Our team delivers that lasting impression every time.
A trade show needs high-energy services that capture attention on the floor and extend the event's reach to online viewers who couldn't attend. A product launch needs polish and precision. Either way, we bring the latest technology and enough AV equipment to handle it.
Evolution Motion Solutions booked us for their 2026 sales kickoff at the Omni Las Colinas — full audio visual services including breakout room support. Corporate gatherings like these need energy, reliability, and a partner who understands that every detail matters to your business.
There are plenty of event production companies in Dallas. Here's why clients choose us and keep coming back.
When you hire DFW LiveStream, you get me or Eli. Not a random subcontractor who's never seen your location. We're small on purpose because it means every project gets our full attention. The Society of Classical Learning has booked us six years running at the Gaylord in Grapevine — over 1,500 participants, full audio visual with concert sound, choir mics, and 2.5 days of hybrid event coverage. They come back because they know exactly who's showing up and what to expect.
Our LiveU encoders bond multiple internet connections. We bring backup cameras, backup audio, and backup power. If one thing fails, two more are ready. I always bring extra equipment to events just in case. That approach and that technology has saved us more times than I can count across Dallas.
Dallas Mineral Collectors has hired us five years in a row for their annual event at the Renaissance in Plano — an 8-hour stream with integrated commercials during breaks. Forward Air in Dallas hired us as consultants to redesign their studio and teach them how to integrate Zoom into their own live stream. We create success stories, not one-off gigs. We're here to support your goals long-term.
I'd rather be upfront about pricing than waste anyone's time. Hybrid event production in Dallas typically starts around $3,900 for a basic single-camera setup with streaming services. Most of our multi-camera hybrid events with full audio visual run between $5,000 and $15,000 depending on the scope.
What drives the cost? Audience size, the number of cameras, whether you need remote presenter integration, the venue, the length of the event, and how many virtual platforms you're streaming to. Every project has unique needs and we'll build a custom quote based on your specific goals.
The real question isn't what it costs — it's what it costs when it goes wrong. That financial services company I mentioned on our other blog? They saved $2,400 hiring a freelancer instead of us. Then the stream dropped during the CEO's keynote and 150 people missed everything. The coordinator called me two weeks later. Sometimes the "affordable" option is the most expensive mistake you can make.
Whether you're planning a conference for 1,500 participants, an internal meeting for 50, or a product launch that needs to reach virtual event viewers worldwide — we've got the expertise, the AV equipment, and the experience to create something special. Contact us to start the planning and management process. We'll assess your location, understand what success looks like, and build a plan that brings your vision to life.
DFW LiveStream has been the hybrid event production that Dallas area businesses trust for over a decade. Let's make your next hybrid event the kind of event experience that leaves a lasting impression on every attendee — whether they're in the room or watching remotely from the other side of the country.
