Choosing the right format for your next event isn’t always straightforward. The past few years have expanded your options—and the decision now often comes down to digital, hybrid, or a return to fully in-person.
Whether you’re seasoned at hosting digital events or just getting started, hybrid is quickly becoming a compelling middle ground (with on-site formats returning as well). So how do you decide? Consider these five factors: purpose, budget, time, size, and geography.
1) Purpose
Start with the outcome you want. Is the goal networking and relationship building, learning, or problem-solving?
- If collaboration and team building are critical, a hybrid format often gives participants richer opportunities to interact in more personal settings.
- If your agenda is primarily keynotes and presentations, a fully digital conference can be highly effective.
Ventla includes features that make communication and interaction easy for both organizers and attendees—whatever format you choose.
2) Budget
Digital events are typically more cost-effective than hybrid. You’ll save on travel, venue, signage, catering, and other on-site costs.
That said, a hybrid event can still be cheaper than large traditional in-person gatherings since fewer people need to be physically present.
3) Time
If you have ample lead time, you can design a strong hybrid experience and allow comfort levels with travel to evolve. If plans need to change, it’s relatively simple to pivot to hybrid so everyone can attend on their own terms.
Working on short notice? Going fully digital reduces the effort tied to venues, travel, and on-site logistics.
4) Size
Expecting hundreds or thousands of attendees? A digital format can be the most manageable way to scale.
For smaller audiences, hybrid shines. Estimate how many will prefer to attend on site versus remotely, then choose the mix that best fits your numbers.
5) Geography
Consider where your audience is. If attendees are widely distributed across countries or regions, a digital event minimizes travel friction.
If many are within reasonable travel distance—or can gather in local hubs—a hybrid format can deliver strong engagement without requiring everyone to travel.
The Bottom Line
By weighing these five factors, you can design an event that fits participants’ needs and constraints. And remember: whichever format you choose (even if you need to switch late in the process), Ventla’s platform adapts easily, helping you deliver a successful event every time.
