Which type of event suits your client’s needs?

Gone are the days where an event could only mean a conference, a concert or an exhibition. Advancements in technology have created new event types such as teleconference, video conferences and webinars. The wide variety of event types makes it difficult to make a recommendation. Do you recommend a Live Event or a Virtual Event? Which event type suits your client’s requirements perfectly?

Before making a recommendation, ask yourself, questions such as

• What objective is the client trying to achieve?
• What kind of event numbers does he have in mind?
• How much time will it take to present said information?
• Who is your target audience and where are they located?

Then, consider the following pros and cons of both event types before giving the client your recommendation.

Live Event Virtual Event Cost & Convenience Organizing a live event is more expense than organizing a webinar because there are more logistics involved such as venue, travel, audiovisual equipment, meals, labor and accommodation. A webinar is more cost effective and convenient as it can be run completely online i.e. provide event information through an event website, accept registrations and payment directly online via an online registration facility and conduct the webinar from the comfort of your own home or office. Equipment Every event requires audiovisual equipment. However, most venues do have their own equipment that is included as part of the package. To conduct a webinar successfully, you need a good web hosting solution to host the event and every attendee need to have a high-speed internet. Acquiring a good web hosting solution to run your webinar will be your biggest expense. Manpower Staff is required to man the registration tables, greet guests and generally ensure that the event is running smoothly. You need to assign or hire sufficient staff make sure the event runs efficiently. A webinar is a one-man show; you do not need any extra resources as the attendee’s log into your online conference room at the set time without any additional assistance. Venue & Attendee Numbers For a live event, the venue capacity determines the attendee number, and your event budget decides the venue location and size. One benefit of having a live event is that you can use the venue’s location to attract a larger audience. After all, who does not want to attend a conference in Goa or Hawaii? The advantage of organizing a webinar is that there are no size limitations. One webinar fits all. Your webinar can accommodate 10 people or 10,000 people easily because they attend the webinar from their own homes and offices. Travel & Accommodation If you have attendees coming from all parts of the country or the world, travel and accommodation will consume a large part of your budget. A webinar is cost effective solution as both attendees and presenters participate from their own offices desks or home offices. Time Organizing a live event is significantly more difficult not only because there are more logistics to consider. A live event requires attendees to clear their schedules for a few days, as they often have to fly out of town to attend. A webinar is easier to get on attendees’ calendars as it is only an hour out of their schedules. Important: A webinar should last no longer than an hour. If your material requires more time, organize multiple sessions over a period of time or opt for a longer live event instead. Value Additions Live events enable you to offer more. For example: Demos, hands on training, group discussions, plant tours etc.

As you can see, there are pros and cons whether you decide on a live event or a virtual event. One event type is more cost effective and convenient while the other provides you with more time to impart information and, conduct group discussions. Good luck!