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Insights on events, technology, and the future of gathering
Quick answer: In a virtual event, everything - sessions, speakers, networking and registration - happens online. A hybrid event combines an in-person venue with a virtual audience, so attendees choose how to join. Virtual events are cheaper, faster to plan and easier to scale; hybrid events add face-to-face energy but cost more and take longer to organise.
The pandemic ushered in a new era of events, turning the entire industry on its head. Virtual and hybrid events are now at the top of marketers’ priority lists. But while both formats have skyrocketed in popularity, the two aren’t exactly interchangeable. When planning your alternative to an in-person event, which option should you choose?
As a leader in virtual event software - Canapii has powered 2,000+ events across 45+ countries since 2020 - we know a thing or two about the nuances between virtual and hybrid events. Here’s a closer comparison so you can choose the right format for your goals.
In a virtual event, all elements of the event take place online. Even the speakers tune in from wherever they are rather than travelling to a dedicated venue. From registration and check-in to participation, marketing and your event app, your online event platform becomes the only real tool you need.
Hybrid events bridge the gap between an all-virtual and an all in-person event. Some elements take place online or via a virtual event platform, while others happen on site. This lets attendees choose the format that works best for them: some like the energy and facetime of attending in person, while others prefer the low cost and convenience of joining virtually.
With all-virtual events, technology is the name of the game. Attendees need a good internet connection and the ability to navigate the event platform’s user interface. Using an online event service like Canapii removes a lot of the guesswork here because it’s designed for the average user.
Hybrid events have an extra layer of complexity. In addition to creating an in-person experience, you also need a virtual platform for your remote attendees. It’s almost like creating two events in one.
Hybrid events tend to require larger budgets because, as we said, running one is like having two events in one - a venue, catering and on-site staff on top of the technology.
This isn’t the case with virtual events. These tend to be lower in cost because the bulk of your expenses go toward technology and marketing, not physical resources.
Choosing a hybrid vs virtual event can sometimes be a matter of personal preference. Older attendees may prefer an in-person option because it’s what they’re most familiar with, while someone digitally native, such as a Millennial, may prefer either option based on their priorities. Consider who you’re trying to target with your event to help you decide the best format.
Preferences aside, there are a few logistical considerations that can guide your decision, too.
One of the most attractive things about a virtual event is its scalability. Event planning software like Canapii can adjust to accommodate events of any size, scaling to 10,000+ attendees.
The same holds true for hybrid events; however, depending on how many people sign up to attend in person, you will need to tailor your venue to match. Bigger venues usually mean higher costs across the board.
Your audience will also have a lot to do with the format you choose. Are you targeting businesses or consumers just in your local market? If so, a hybrid event makes perfect sense. But if you want to reach beyond your local area and invite people in other cities or countries, virtual is the way to go.
Borders matter less in both formats since users can tune in remotely. However, location combined with other factors, like your audience’s personal preferences, can also influence the number of sign-ups.
Another advantage of virtual events is the ability to plan them with little notice - the technology and event infrastructure is already in place, so most of your planning goes into marketing and following up with leads afterwards.
The same can’t be said for hybrid events. While you can pull off the virtual part in less time, the in-person portion still takes time and energy, and many venues get booked months in advance. If you have the time for this, a hybrid option might work best.
If reducing your event’s environmental impact matters, the formats differ here too. Peer-reviewed research found that moving a conference fully online can cut its carbon footprint by around 94%, while a hybrid format with regional hubs cuts it by roughly 60–70% (Nature Communications, 2021).
A virtual event takes place entirely online, with speakers and attendees all joining remotely. A hybrid event combines a physical venue and in-person audience with a virtual platform for remote attendees, so people can choose how they take part.
Usually, yes. A hybrid event is effectively two events in one - you pay for a venue and on-site logistics as well as the virtual platform. A virtual event’s costs are mostly technology and marketing, which keeps budgets lower.
Virtual events are the easiest way to reach attendees in other cities and countries, since nobody has to travel. Hybrid events can still reach a global online audience while serving a local in-person one.
It’s harder. The virtual portion can come together quickly, but venues are often booked months in advance and the in-person logistics take time. Virtual events are the better choice when you have little lead time.
Fully virtual events have the smallest footprint - research in Nature Communications found moving a conference online cuts its carbon footprint by around 94%. A hybrid format with regional hubs still cuts it by roughly 60–70%.
When comparing hybrid vs virtual events, it’s not a matter of one being inherently better - your goal is to choose the format that fits the outcome you want. To learn more about how Canapii can help you run a better event, schedule a demo.