As the event marketing world evolves, it is moving forward in three distinct directions – Virtual events which happen completely online or digitally; In-person events which follow the traditional people + venue model; and Hybrid events which combine elements of both Virtual and In-person.
Knowing which kind of approach best suits your needs is essential to hosting a successful event and making the most of your event budget and timeline. And while VIBE definitely believes in a custom solution for every client we serve, there are some general guidelines which can make the planning and decision-making process easier for all involved.
Virtual Events
Best Audiences:
- Moderately tech-savvy individuals
- Networking with satellite offices
- Internal communications
- Casual/informal discussions
- International or multi-city groups of attendees
- Fulfilling social distancing requirements
Poor Audiences
- Those requiring demonstrations
- Sensitive/classified information
- Limited tech access or ability
- Sales scenarios requiring tactile or in-person engagement
Special Considerations
- Adequate bandwidth/broadcasting capability
- Suitable digital assets for presenting information
- Options/activities for keeping audiences engaged
- Suitable window of time (not running too long or at odd hours for international audiences)
- Presenters comfortable/adept with online format
In-Person Events
Best Audiences:
- Smaller groups
- Groups in a single locale/region
- Outdoor events or activities
- Low technology access or ability
- Product sales requiring in-person interaction
Poor Audiences
- Extra large groups that must be in a single indoor venue
- Groups spread out across great distance or who require travel
- Routine internal communications
Special Considerations
- Social distancing and health/safety procedures
- Entertainment
- Food & Beverage
- Parking/transportation
- Swag bags (if desired)
Hybrid Events
Best Audiences:
- International or multi-city groups of attendees
- Fulfilling social distancing requirements
- A portion of the audience with technology access/ability
Poor Audiences
- Sensitive/classified information
- Limited tech access or ability
- Open “trade show” audiences without a set/defined attendee list
- Limited technology access/resources at in-person venue
Special Considerations
- Adequate bandwidth/broadcasting capability
- Online platform to unify both audiences
- Options/activities suitable for both audiences to participate in simultaneously
- Tactile swag bags that can be delivered via post
When planning any event, it is important to realize that digital doesn’t always mean less expensive, nor does in-person have to mean longer to organize. The end result will always be a reflection of dozens of
decisions along the way depending on your desired outcome. However, if you have a basic framework in mind when you begin, the more likely it is that your expectations will meet up with reality.
About the VIBE Agency: The VIBE Agency is a Miami-based award-winning full-service production agency that specializes in the creation and orchestration of live and virtual experiences for the corporate industry. The agency is forward-thinking and was recognized as one of the 50 top event companies by Special Events magazine in 2019 and 2020. Most recently, Valerie Bihet, founder of the VIBE was named a Smart Women in Meetings 2021 Hall of Fame honoree by Smartmeetings, for her consistent work advancing the industry. If it can’t be live, make it VIBE!
