Before Covid, meeting virtually was the exception rather than the rule. Events took place in person with a livestream added as a bonus. But fully virtual events? Definitely not the norm. 

While having events in person has (thankfully) become an option again in most places, it doesn’t necessarily mean that it’s the only – or the right – format for your event. Similarly, just because you can offer a virtual format for your event doesn’t necessarily mean that you should. And sometimes, a hybrid in-person and virtual format is the most strategic choice for your event. 

Having more options for your event format can be both a blessing and curse, but choosing the format that is best for your specific event at a specific time and for your specific audience is key. Here are a few tips to help assess which format may be best:

1. Take a look at the Pre-Planning Worksheet to answer three foundational questions that will inform not only the format of your event but all other decisions related to your event plan as well.

2. Consider which format will best serve your prospective attendees while also supporting the primary goal of your event. For example: If your primary goal is to facilitate networking among attendees, a virtual event is likely not the best option if you’re able to gather safely and if there are no Covid mandates prohibiting an in-person event. Conversely, if your goal is to broadly promote the work of your organization and include as many people in your target audience as possible, having an in-person event with a virtual option OR a fully virtual event may be the most strategic choice. 

3. Consider Covid mandates and/or guidelines if applicable. If you are having an in-person event, you should be fully aware of any applicable mandates and be prepared to follow them. This includes mandates or requirements imposed by the government, your venue or even by you as the event host. Be cognizant of where you are and the likelihood that mandates may change and plan accordingly. Be prepared to follow and to enforce any requirements during your event. You may be under a contractual obligation to do so; but even if not, it is the right and responsible thing to do to have a plan to manage communication with – and compliance among – your attendees unless the venue has specifically said that they will manage it. 

4. Remember that just because you can doesn’t necessarily mean that you should. This applies to both in-person and virtual formats. Just because you can have a virtual event doesn’t necessarily mean that you should or that you need to do so. And even if you can have an in-person event without any imposed restrictions or precautions in place doesn’t necessarily mean that you should. Will it serve your attendees well and serve to accomplish your goal? Will it serve your staff and volunteers well? Does adding a virtual component fit in your budget?

There are certainly other factors to consider when choosing your event format, and the format of your event may change depending on circumstances. The points listed above are a good starting point, though, and should be helpful as you begin your planning process. Happy planning!