Which Type of Event Do You Need: A Quick-Reference Guide

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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!

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