Event Format Advice and Resources

Virtual, in-person and hybrid are all equally successful event formats. Each offers its own benefits. How do you decide which format is best for your event? We offer event format advice and include points to consider to aid your decision making.

Virtual Event

Virtual events often cost less and reach a larger audience when compared to in-person events. Live streamed events offer greater accessibility for more people. You are also more likely to schedule in-demand keynote speakers and celebrity hosts since travel time and travel expenses are no longer factors.

• Best for: organizations that want to make their event as accessible as possible or have a broad geographic appeal.

Host a Watch Party

Your supporters are eager to gather for an event. You want to retain the benefits of virtual fundraising. A great solution is to live stream from a production studio and host an official, ticketed watch party. You’ll ensure a high-quality broadcast for everyone.

• Best for: organizations that have multiple locations. Watch parties can be scheduled for your teams to gather to watch and connect at each location.

Hybrid Event

Hybrid events give you the option of reaching both an at-home audience and inviting guests to attend in person. Unlike hosting a watch party, the hybrid event shifts the focus to the in-person audience because the event is live streamed from the event venue.

When planning a hybrid event, give thoughtful consideration to your guest experience and script your program carefully to be inclusive of both audiences. Does the content of your program offer enough reason for someone to tune in from home to watch this event? Does audience interaction rely on mobile technology? Will your in-person audience be able to access and use the mobile tech from the event venue? Be sure to add additional staff and volunteer roles during the event to support both audiences. Looking for ideas? Check out this spotlight post for inspiration.

• Best for: organizations that have a both a strong local base and want to reach an expanded audience who would not typically attend in person.
• Read more: 5 Tips to Improve Your Hybrid Event

In-Person Event

When hosting a live event, consider shortening the program compared the events you hosted in 2019 and before. Everyone’s attention span shorted as everything went online. Also think about what you include in the physical space. If you traditionally set up silent auction tables with printed bid sheets, and then successfully moved to online auctions, consider hosting the auction online event when your event is in person. Open the online auction prior to the event, promote it on social media, and use QR codes in the room for your guests to place mobile bids. You will increase participation among your supporters, including those not able to attend the event. You can event keep the auction open for 24 hours after the event for those last-minute bidders.

• Best for: organizations that know their supporters want to gather in person and will are unlikely to tune in to a virtual event live stream.

The best event format is based on your unique event goals. Were you you successful connecting with your supporters during the pandemic and can you incorporate that into your event? As you consider your options, we invite you to contact us to discuss various event formats and opportunities associated with each.

_{Originally posted July 15, 2021. Updated November 17, 2021; January 20, 2022; and December 3, 2022; July 22, 2024.}