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As an association event planner, you face many important decisions when hosting an event. In today's landscape, one of the biggest choices is whether the event should be held virtually, in a hybrid format, or fully in person. Each format has its own unique set of pros and cons, and what works best for one event may not work for another.

Here is a breakdown of the three main event formats and what to consider when choosing an event format.

In-Person Events

In-person events, also known as physical events, are face-to-face gatherings of people.

Pros

Perceived Value

In-person events have a higher perceived value to both attendees and sponsors. One of the biggest reasons for that is that in-person events allow for deeper face-to-face connections that are difficult to duplicate in other formats. In addition, they offer benefits like education and location.

Cons

Inflexible

Things happen, and unexpected circumstances can cause the organization to need to cancel or change events. For in-person events, this involves changing contracts with other parties, such as venues, caterers, and speakers, which can cost the organization both time and money.

Virtual Events

Virtual events are events hosted in an online format that allows attendees to join from anywhere.

Pros

Accessible to a Wider Audience

The biggest benefit of hosting a virtual event is the fact that it makes it accessible to an audience that may not be able to be there in person. Virtual events are generally more convenient and less challenging for people to work into their schedules regardless of their location.

Reusable Content

Most virtual event software now has options to record content, making the event readily dispersible to attendees after the event for reference. In addition, the recorded content can be made available to purchase for those who couldn't attend.

Cons

Lower Perceived Value

Virtual networking and engagement are hard to pull off. Even if your organization's event software provides a space to interact, like a virtual chat room, these connections are often weaker than they would be if they were formed in person. As a result, the perceived value to sponsors and attendees is lower.

Technical Difficulties

Technical difficulties on the host or attendees' side, such as poor internet connection or audio problems, can easily disrupt virtual events.

Hybrid Events

Hybrid events include both in-person and virtual options. These events are typically hosted in-person with virtual components such as online live streaming, on-demand streaming, and chat rooms.

Pros

Flexibility

Some people will always prefer to attend in-person events, while others have grown to like virtual ones or can only get budget approval for the cost of a virtual event. Hybrid events provide both environments, creating more ticket options, which in turn creates a larger audience. Also, the larger audience drives the overall value to sponsors to be higher.

Cons

Time-Consuming

Hosting a hybrid event entails putting together two engaging experiences, meaning twice the amount of work.

Choosing a Format

At the end of the day, each event your organization hosts is unique. What works best for the annual conference may not work for a regional or niche topic event. It's important to weigh your options with a cost analysis event by event and to determine which format works best.

Have questions about event formats or how to improve your organization? Contact us, our association advisory experts are here to help.