Why host a digital event ? A decision-making guide for event planners
Over the past two years, attendees have gotten used to the drill: log into the event from wherever they are, network with participants from any country, and attend seminars from the very best speakers. Probably while sipping coffee in their pyjamas. Events have become easily accessible despite facing set backs caused by the pandemic.
Now with vaccinations being rolled out and infection rates under control, live events are cautiously opening doors again. And this comes a lot of questions and uncertainity. What does the future of online events look like? Will hybrid and online events continue to have a strong hold in the event industry after the pandemic? Is there a high demand for live experiences and can we put our trust in physical events? Do the advantages of digital events outweigh the disadvantages? And to what extent has the event culture evolved because of Corona? Will we go back to normal or is there a new-normal?
Have these questions been on your mind as well? In this article, we get to the bottom of this and gauge where the event industry stands.
Digital events are the future
The pandemic turned the world upside down and the events industry had to act fast and adapt overnight. But a crises can also be an opportunity and the events industry tackled it brilliantly. In-person events swiftly converted into hybrid and digital formats. There are very few sectors that were able to over come adversity and achieve this level of success using technology.
Soon enough businesses also recognized the potential of digital events. There was a demand for new and innovative technology and the event industry rose to the challenge. While attendees still missed the face-to-face interaction of in-person events, online events made up for it with other advantages. These technological advances have had a monumental impact in ways that events will never be the same again.
Why are digital events here to stay?
Digital events have brought in a new era of interactive, staged and experience-oriented events. Thanks to innovative tools and platforms, a whole new event format is here and with it, we have endless possibilities. As a result, many companies and event planners see the benefits of digital events not just as a necessity created by Corona. And even when things are back to normal, digital events will continue to play a major role in the industry.
1. High reach
With digital events, people from all over the world can attend your event. All your attendees need is a good internet connection to join in. One of the biggest perks is that you have unlimited capacity when it comes to the number of participants. An online or a hybrid event is the only format that could possibly have 50 workshop rooms with 10 main stages all happening parallelly.
2. Crisis safety
Who can say today whether and how long the corona virus will cause restrictions in the event sector in the next few years? Especially in the winter months, we can expect stricter hygiene and social distancing rules again. Digital events are not affected by this and can almost always take place.
3. Time and cost factor
Those who rely on digital events save time and money. Some of the advantages companies can benefit from: No expenses for travel, the event location, event staff, set-up or catering – to name a few. Valuable time and costs can be saved, especially in internal and international corporations.
4. Sustainability
Thanks to digital events, no one has to get on a plane to attend a conference today. This not only cuts down budgets and saves time, but also reduces Co2 emissions. And that’s not all. With virtual events, you can also reduce emissions in when it comes to logistics, construction or waste disposal and make a valuable contribution to climate protection.
5. Extending the life cycle
Podcasts, videos and images, e-books: While following up after the event, you have a number of options for using lectures, presentations, interviews and content for your marketing. In this way, you can easily share content with your community on demand and keep your event alive in the long run.
6. Measure and analyse success
Digital events open new doors when it comes to monitoring the success of your events. For example, you can evaluate event KPIs such as the number of presentations and workshops attended or the engagement of participants at a virtual event than at a live event.
7. Digital events drive new behavior patterns
Attending digital events have left people longing for “real” connections that are difficult to find from across screen. Nevertheless, many participants have come to recognise and appreciate the benefits of virtual events. An emerging trend suggests that both companies and attendees will continue to find value in online events in the coming years.
8. Security
Events with large numbers of attendees will likely continue to cause anxiety for some people. To be on the safe side and maintain social distancing, a part of the audience will probably stay away from live events. It might also be completely normal for them to weigh the risk-benefit ratio for themselves in advance and then take a call.
9. Save time
At times the attendee’s down time might be cut short when they have to travel for an in-person event. The choice to attend an event online, sit through relevant presentations and take part in workshops, adds to the appeal of an event.
10. Cost savings
Cutting down costs might be an important factor for many participants. Those who attend a digital event save on travel expenses, accommodation and meals they normally would’ve spent on.
11. Interaction and networking
Some people might shy away from asking questions in front of a large audience or talk one-on-one with the speaker. They might even hesitate to interact with participants at a live event. Digital events removes that barrier and offers easy ways to exchange ideas through chat or video call. Topic-specific break rooms, workshop rooms, matchmaking or match roulette are some of the popular tools to facilitate this.
12. Information and knowledge transfer
Online events often have a strong focus on content and knowledge transfer through video sessions and whiteboards. Participants have the opportunity to work together in small groups and understand concepts better. Also sharing online resources like e-books and videos are much more easier during online sessions.
Do attendees strongly prefer live events?
Even though we have cool tech features available to create emotional worlds and design it to feel like the outside world, there is no substitute for the physical interaction.
A live event thrives on emotional connection and the atmosphere it creates. The personal interaction and the shared experience are the biggest strengths of live events. And it’s natural to feel the need to be physically present and have face-to-face encounters.
Currently, many events returned to their live versions again. But the trust in physical events have taken a toll because of the pandemic and the benefits of digital events are taking over the event industry. Companies and event planners are together looking for ways to come up with new experiences. In this way, physical events can be developed into international hybrid events.
Are hybrid events the future of the event industry?
Hybrid events are a mixture of on-site and virtual events. There are many different ways to host a hybrid event: you can have the main event at one place, other events happening parallelly at different locations, and virtual participants connected to it remotely. So a hybrid event can combine the benefits of both live and virtual events and provide an excellent perspective for the future of events.
A complete return to normal is unlikely from today’s point of view. Now that attendees have experienced online events, attendees will expect digital elements at a live event in the future. It is now a question of redefining the boundaries of event planning. Hybrid events can offer a whole new experience in this regard.
Conclusion: Combining the best of both worlds?
Are digital events going to stay the way they are and will live events take their old place in the post-Covid world? Or are hybrid events the future of the event industry? While it’s not possible to look into the future, it’s safe to say hybrid and digital events have firmly established themselves in the event industry. The most likely answer to this is the combination of the best features available online and the unique strengths of live events.
Hybrid events can play a major role in the future of the event industry. Whereas digital and live events are two very distinct event formats that when combined create an enhanced event experience. And when they are hosted separately, they also work well on their own.
So digital events shouldn’t just be about keeping up with local events, but also an exceptional format for creating experiences, building connections and creating immersive content. After all, it comes down to the end goal you want to achieve with your event, what audience you want to reach and what your event wants to convey. Depending on what you’re looking for, there’s an event format that would be best suited for the success of your event.
Converve helps you organize your digital event
With Converve’s digital event platform, you can host both the event formats – online and hybrid. In addition, Converve offers you a customizable matchmaking software that allows you to cover every aspect of your digital event. Whether your event is physical, virtual or hybrid, you can increase your event engagement and create a community for your attendees using our platform.
Leave us a message – whether you’re planning your next event or just have a question about the platform. We look forward to hearing from you!
