In-person, virtual or hybrid - Which format should I use for my next event? Our 12-step workflow will help you decide

Planning an event involves making numerous decisions, and one of the most critical choices is determining the format that best suits your objectives. In-person, virtual, and hybrid events each have their advantages and considerations. 

During our recent talk at a "Hopin Hangout" webinar, we shared a decision workflow that will guide you through this exciting process (If you’d prefer to watch the recording of our talk, you can do so here). So, let's jump right in!

Step 1: Assess Event Objectives

Before diving into event formats, take a moment to ponder your priorities, such as in-person networking opportunities for exhibitors, suppliers and consumers. Consider the significance of face-to-face interactions within your industry. Understanding your event objectives will lay a solid foundation for choosing the appropriate format.

Step 2: Analyse Attendee Preferences

Next, time to play detective! Look into factors such as attendance rates, registration timelines (how late or early people typically register for your events) and time constraints. This analysis will provide insights into whether attendees prefer the convenience of virtual events or value the personal interaction of in-person gatherings. 

Step 3: Determine Event Scale & Geographic Reach

Consider the scale of your event and its geographic reach. Will your event primarily involve the local pond or will it reach global shores? Do you have a remote workforce and audience scattered across the entire country, or even the world? Knowing the scale and geographic reach will help you decide whether to make a big splash locally in-person or create waves worldwide with the help of virtual. 

Step 4: Evaluate Budget & Cost Factors

Money talks, and budget considerations are the frog chorus you need to listen to. Ask yourself if you have adequate funding and C-suite backing for your event. It is important to align your event format with the available budget to ensure a successful execution. Additionally, consider whether you have your own facilities or need to factor in venue costs. Remember, it's pointless to dream of a grand ball if the budget is more of a tadpole than a prince!

If you are on a tight budget and are looking for ways to be more cost-effective without compromising on the quality of your events, check our 8 money-saving tips when organising your online or hybrid event.

Step 5: Determine Event Frequency

Consider the frequency of your events. Is your event a once-in-a-lifetime extravaganza or a series of gatherings throughout the year? If it's a yearly affair, you may consider putting your entire budget into a big hybrid production with a lot of pzazz. But if you're hosting multiple events, sprinkle some virtual touch points throughout the year, like regular vitamins for your audience, with one larger hybrid or in-person event.

Step 6: Consider Organisational Values

Evaluate how inclusivity and sustainability align with your event or organisational values. Determine the importance of these topics to your event and assess if the chosen format can effectively support and promote these values. Certain formats, such as virtual events, can offer greater inclusivity by reaching a wider audience and reducing the carbon footprint associated with travel & in-person events’ waste.

Step 7: Plan Event Mix & Ratios

There is no one-size-fits-all with hybrid events: you may choose to host an event with 75% of the audience participating remotely and only 25% in-person, or the other way around! You can mix and match in-person and virtual elements according to your needs. Decide if you want to show the world that your event is not just about numbers but also about inclusivity and saving the planet, one lily pad at a time!

Step 8: Decide Production Requirements

Every event production will be different with many factors to take into consideration. What calibre of event are you planning? Does it need to be a glamorous TV style production or does it just need to be practical and functional?

Do you require a stage fit for rock stars with flashy screens and dazzling lights? Or will a humble meeting room do the trick? 

Step 9: Determine AV Kit & Crew

Let's dive into the tech stuff. Take a look around your office or venue and check if it has existing AV production capabilities. If not, fear not! You can always bring in the pros—a professional AV production company for cameras, microphones, monitors, lighting, staging, and a crew. Alternatively, you can explore equipment rental options if you have experienced in-house operators and become the master of your own show.

Here's a handy tip: if you already have an AV production team on-site for your in-person event, broadcasting it online may not require a significant scale-up. 

Step 10: Define On-Camera Speakers 

Now, let's talk about the stars of the show—your speakers. Are they going to grace the stage in person, join virtually from their comfy living room, or a mix of both? Determine who needs to be on camera, whether it's the charismatic host, solo speakers or a panel of experts.

Virtual speakers have their perks: no travel expenses, easy for them to fit their participation in their busy agenda and they can even pre-record their talks.

Step 11: Define Audience Participation

Time to get the audience involved! How much interaction do you want to sprinkle into your event cocktail? Will it be a laid-back "watch-and-listen" affair, like watching a webinar or your favourite tv show? Or are you aiming for something livelier, with roving mics and cameras capturing the thrilling live Q&A moments? 

Don't forget about your virtual attendees—consider whether they can join the expo areas, sponsors, and breakout sessions from the comfort of their digital realms. And let's not underestimate the power of polls, games, surveys and feedback to keep everyone engaged and entertained!

Step 12: Analytics & ROI Assessment

After the event, it's time to put on your number-crunching glasses and dive into the data pond. Consider whether you will require post-event analytics, ROI analysis and KPI assessments. Determine if you need data and information from attendees to measure the success of your event. If so, you may tend more towards virtual and hybrid formats which can offer detailed analytics & leads.

Final Event Format Decision & Execute Event Plan

Drumroll, please! Based on the assessment of the previous steps, you should now be able to make an informed decision on the final event format that best meets your objectives and restrictions. Once you've chosen, put on your event planner cape and execute your well-crafted plan like the superhero of events that you are!

Conclusion

Choosing the right event format is crucial for the success of your next event. By following this decision workflow, you can assess your event objectives and needs, including attendee preferences, scale and reach, budget and cost factors, organisational values, as well as audience & speaker participation, production calibre, analytics and ROI requirements. 

However, if you find yourself still unsure, we at Frog Events are here to help. We offer free, bespoke diagnostics to assist you in deciding the most suitable event format, whether it’s in-person, hybrid or virtual. Simply fill out our workflow form with your answers, and we will provide personalised advice via email.

Happy event planning and may your next event be filled with ribbiting success! 🐸