Product launches, AGMs, awards ceremonies, conferences… events are great at bringing people together, but organising them can be a huge responsibility. It’s easy to grind to a halt when deciding on an event format and the equipment you need.
We’ve written this technical guide to help you consider which suits your event best: virtual, or hybrid. It also provides suggestions for the types of technology you might need for each.
What is a virtual event?
A fully virtual event brings people together online. It won’t have any in-person audience, and its speakers may not gather in one location, either. Interactions between participants can be limited when compared to in-person events, but are still possible.
Virtual events are usually more cost-effective, accessible, and convenient, as attendees aren’t required to travel or stay nearby. Event holders don’t need to think about things like catering or room sizes.
Examples of virtual events
Some event types suit a virtual set-up well. Examples include:
- Conferences – learning events including keynotes, breakout rooms, and discussions
- Webinars – might include live Q&A
- Launches – high-impact occasions to unveil a new product or service
- Summits – industry leaders gather for talks and possibly a virtual exhibition
- Town Halls and AGMs – to share updates
- Online networking/coworking
Technology for virtual events
The tech set-up for a virtual event depends on where your speakers, presenters, or hosts are. Hardware for a virtual event based at a studio usually includes:
- Microphones (wireless, clip-on, or handheld)
- Sound systems and audio mixers
- High-quality video cameras (plus tripods and cabling)
- Switchers and encoders for video feed transmission
- Lighting for correct illumination
- Background staging or decorations (a green screen can be helpful)
- Computers and monitors for managing broadcasting software
- High-speed internet connection (preferably wired)
The friendly Stage Connections team loves a challenge – and running a virtual event is no exception! Don’t hesitate to get in touch to discuss technology, project management, or equipment hire.
If you’re streaming from people’s homes, it’s worth checking what technology they have access to. Some organisations prefer to ship a basic set-up to speakers, rather than risk a poor-quality microphone or connection impairing the event. We can help by coordinating what’s needed for each speaker to present smoothly, wherever they are.
What is a hybrid event?
A hybrid event has attendees both in-person and online. The event has components of both virtual and face-to-face experiences.
The main benefits of hybrid events revolve around flexibility. Even if someone cannot attend in-person, they can still take part. Geographical limitations, travel barriers, and other commitments don’t necessarily exclude participants or speakers.
What hybrid events gain in versatility, they lack in simplicity. Event organisers must consider all aspects of an online and a physical event, from streaming technology to on-site catering.
Examples of hybrid events
A hybrid set-up suits nearly any type of event, especially one that usually hosts attendees in-person. Then, organisers must consider how participants can engage online.
Events that often choose a hybrid approach include conventions and conferences, award shows, industry shows, and academic events.
Technology for hybrid events
Hybrid events require a more complex set-up: technology to run an in-person event (lighting, sound, decoration), plus a live stream. The two may impact each other, too: certain lighting adjustments help cameras capture video more effectively.
Check out our other blog How to livestream an event to look in more detail at the different kinds of technologies required for live streaming a hybrid event.
If your organisation doesn’t have this equipment in-house, you don’t necessarily need to buy it. Consider hiring from Stage Connections; we have a huge range, from staging and sound to lighting and special effects.
Similarities of hybrid and virtual events
Hybrid and virtual events are both good choices for increasing reach, helping you access a larger (and wider variety of) audiences compared to face-to-face events. They both offer a variety of brand placement opportunities – perfect for maximising sponsor relationships.
Post-event replays are also a strength of both formats. One talk can become an on-demand recording; a highlight reel to publicise the next event; snort video snippets for social media posts; and a blog post about the topic covered. Opt for high-quality audiovisual recording equipment and your marketing department will thank you!
Differences between hybrid events and virtual events
Besides the obvious fact that hybrid events have both in-person and online audiences, there are several other key differences.
A virtual-only event audience might expect a more sophisticated platform to enable virtual networking, whereas hybrid event attendees understand the in-person and online experiences will differ.
Hybrid events must remain conscious of their invisible audience at all times. For instance, how can Q&A sessions ensure equal participation from both in-person and virtual attendees? The tech setup for virtual events is simpler since you don’t need to balance the technical experience for both a virtual and a live audience.
Finally, virtual events can struggle to create social interactions between sessions: those informal moments over coffee or in lunch lines. Meanwhile, hybrid events need to manage additional logistics like catering, accessibility, and possibly speaker accommodations. Some virtual events take this on, too, by sending out lunch packages.
How to decide between hosting a virtual event or a hybrid event
Here are six questions to ask yourself (and your team) when deciding between a hybrid or virtual event:
- What are our main goals for running this event – what do we want people to leave having learned or felt?
- Which format will help our desired audience to access the event?
- How much budget do we have (hybrid usually costs more)?
- Do we have the people power to run (and troubleshoot) the technology on the day?
- Is the venue equipped with the infrastructure required to handle streaming?
- Which interactive features will keep participants engaged?
Hopefully, this guide has helped you think through the technicalities of hybrid and virtual events. If you’re still unsure about which format is best, we’d be more than happy to advise. Use our contact form to get in touch.
