If you’re planning an upcoming conference, product launch, training seminar, or other type of corporate event, deciding on a format is one of the first things you’ll need to do.
An increasing number of corporate gatherings are taking place entirely or partially online. From virtual shareholder meetings to remote team-building events, the digital age has allowed us to connect and collaborate in ways we would never have dreamed of in years gone by. But there’s still incredible value in gathering people together in one location and learning, engaging, and networking in person.
There are a lot of factors to consider when choosing between live, virtual, or hybrid events. In this guide, we’re covering the basics of selecting an event format and dissecting the pros and cons of each.
It’s important to develop a clear mission for your event. This can help you at every stage of the corporate event planning process and allow you to determine which format is right for your purposes.
For example, if you want to offer an interactive product launch, then live is the way to go. On the other hand, an international conference with structured presentations and speeches will truly thrive in a virtual setting.
What’s the size of your target audience? Are you trying to appeal to experienced professionals in a niche industry or a general audience of diverse guests? If the former is more accurate, then a live event is a great way to create a sense of community, while the latter is more suited to virtual or hybrid events.
Whether you’re hosting a live, virtual, or hybrid event, you’ll need to coordinate with key participants to ensure you select a date that accommodates their schedules.
This can be tricky, but if you reach out well in advance, you increase the likelihood of everyone being available at the same time. This is especially important if your event is in-person, because people may need to carve out additional time for travel and rehearsal.
Is your event specific to your location? Are your speakers, presenters, and guests local or will they need to travel in order to attend? Hosting an event that requires people to travel may limit the number of people who can attend, but it can also help encourage anticipation and excitement.
Renting a large event space can be expensive and often requires additional planning, but many venues offer all-inclusive services like catering, security, parking, and more. Just be selective about which in-house services you opt into. In many cases, it’s worth hiring independent providers for certain specialized services, such as event recording and AV production.
In-person events require additional investments of time and money. You’ll need to find a suitable venue, source a larger number of vendors, and provide additional services to presenters and guests. But while live events require more resources, they sometimes still offer a better return-on-investment because they provide face-to-face connection and generate more revenue.
It’s always easier to provide truly immersive experiences and networking opportunities at live, in-person events. But virtual and hybrid events can also facilitate audience participation via collaborative technology like live video conferencing and digital whiteboards. Virtual events can also be easily recorded and referenced later, which is great for learning and training seminars.
A well-planned, professional live event can be truly electric. With the right stage design, venue layout, lighting, entertainment, special effects, and interactive activities, you can deliver an experience your guests will never forget.
While it’s possible for speakers to connect with the audience via digital collaboration tools, there’s nothing quite like attending a truly special event in person. Events like trade shows, product launches, and in-depth workshops tend to be more impactful when held in person.
Here are some advantages of hosting a live event:
There are also certain limitations and drawbacks that come with a live, in-person event:
Online shareholder meetings, remote conferences, webinars, and other virtual events allow you to connect with a much larger, more diverse audience. With today’s advanced collaboration tools and emerging technologies, you’re no longer constrained by geographical location, national borders, cultural differences, or even language. With AI-powered technology, participants can get real-time translations.
Hosting your event virtually also gives your guests the ability to join without the need to travel.
Here are some key benefits of a virtual event:
Some potential downsides to planning a completely virtual event include:
In many ways, hybrid events are the best of both worlds. By hosting an in-person event and live-streaming it online, you get the benefits of face-to-face interaction and global reach at the same time.
Because virtual attendees can see and hear your in-person audience, they can feel the electricity and excitement of the moment regardless of location. Hybrid events also allow speakers and panelists to present on stage from anywhere in the world.
Hybrid events offer a number of amazing advantages, including the following:
Here are some notable drawbacks to a hybrid event:
Your specific goals, budgetary constraints, target audience, and scheduling needs all play an important role in determining the best format for your event.
Whether you choose to go the live, virtual, or hybrid route, Catalyst is here to offer you the comprehensive, integrated AV event management services you need. We’ll handle all the technical aspects of your event so you can focus on making great content and achieving your goals.
Contact us today to learn more!
If you’re planning an upcoming conference, product launch, training seminar, or other type of corporate event, deciding on a format is one of the first things you’ll need to do.
An increasing number of corporate gatherings are taking place entirely or partially online. From virtual shareholder meetings to remote team-building events, the digital age has allowed us to connect and collaborate in ways we would never have dreamed of in years gone by. But there’s still incredible value in gathering people together in one location and learning, engaging, and networking in person.
There are a lot of factors to consider when choosing between live, virtual, or hybrid events. In this guide, we’re covering the basics of selecting an event format and dissecting the pros and cons of each.
It’s important to develop a clear mission for your event. This can help you at every stage of the corporate event planning process and allow you to determine which format is right for your purposes.
For example, if you want to offer an interactive product launch, then live is the way to go. On the other hand, an international conference with structured presentations and speeches will truly thrive in a virtual setting.
What’s the size of your target audience? Are you trying to appeal to experienced professionals in a niche industry or a general audience of diverse guests? If the former is more accurate, then a live event is a great way to create a sense of community, while the latter is more suited to virtual or hybrid events.
Whether you’re hosting a live, virtual, or hybrid event, you’ll need to coordinate with key participants to ensure you select a date that accommodates their schedules.
This can be tricky, but if you reach out well in advance, you increase the likelihood of everyone being available at the same time. This is especially important if your event is in-person, because people may need to carve out additional time for travel and rehearsal.
Is your event specific to your location? Are your speakers, presenters, and guests local or will they need to travel in order to attend? Hosting an event that requires people to travel may limit the number of people who can attend, but it can also help encourage anticipation and excitement.
Renting a large event space can be expensive and often requires additional planning, but many venues offer all-inclusive services like catering, security, parking, and more. Just be selective about which in-house services you opt into. In many cases, it’s worth hiring independent providers for certain specialized services, such as event recording and AV production.
In-person events require additional investments of time and money. You’ll need to find a suitable venue, source a larger number of vendors, and provide additional services to presenters and guests. But while live events require more resources, they sometimes still offer a better return-on-investment because they provide face-to-face connection and generate more revenue.
It’s always easier to provide truly immersive experiences and networking opportunities at live, in-person events. But virtual and hybrid events can also facilitate audience participation via collaborative technology like live video conferencing and digital whiteboards. Virtual events can also be easily recorded and referenced later, which is great for learning and training seminars.
A well-planned, professional live event can be truly electric. With the right stage design, venue layout, lighting, entertainment, special effects, and interactive activities, you can deliver an experience your guests will never forget.
While it’s possible for speakers to connect with the audience via digital collaboration tools, there’s nothing quite like attending a truly special event in person. Events like trade shows, product launches, and in-depth workshops tend to be more impactful when held in person.
Here are some advantages of hosting a live event:
There are also certain limitations and drawbacks that come with a live, in-person event:
Online shareholder meetings, remote conferences, webinars, and other virtual events allow you to connect with a much larger, more diverse audience. With today’s advanced collaboration tools and emerging technologies, you’re no longer constrained by geographical location, national borders, cultural differences, or even language. With AI-powered technology, participants can get real-time translations.
Hosting your event virtually also gives your guests the ability to join without the need to travel.
Here are some key benefits of a virtual event:
Some potential downsides to planning a completely virtual event include:
In many ways, hybrid events are the best of both worlds. By hosting an in-person event and live-streaming it online, you get the benefits of face-to-face interaction and global reach at the same time.
Because virtual attendees can see and hear your in-person audience, they can feel the electricity and excitement of the moment regardless of location. Hybrid events also allow speakers and panelists to present on stage from anywhere in the world.
Hybrid events offer a number of amazing advantages, including the following:
Here are some notable drawbacks to a hybrid event:
Your specific goals, budgetary constraints, target audience, and scheduling needs all play an important role in determining the best format for your event.
Whether you choose to go the live, virtual, or hybrid route, Catalyst is here to offer you the comprehensive, integrated AV event management services you need. We’ll handle all the technical aspects of your event so you can focus on making great content and achieving your goals.
Contact us today to learn more!
Are you planning a shareholder meeting, conference, product launch, trade show, or other type of major event? You need to make sure the production value matches the quality of your event’s content. Working with a reliable, proven leader in audio visual event production like Catalyst ensures your event runs smoothly, exceeds the expectations of your audience, and has the impact you want.
Get in touch today to schedule a free consultation, learn more about our services, and tell us about your event.