While in-person events are extremely effective and preferred by many event organizers, they are not always the best fit for every objective. And while we at innoVia crave the full return of in-person events, it is important to know that virtual options can be better options depending on more effective depending upon the event objectives, budget, and timing.
Here are some things to consider as you plan your event calendar and strategy.
• Approximately 75% to 90% (if airfare is included) of costs of in-person events go to non-technology expenses—rooming, food, travel, etc.—thus, the virtual option can provide a substantial cost savings which can be a big benefit when working with tight funds and many meeting needs.
• On average it can take 3 to 6 months to fully plan a typical physical event and over a year for a large-scale multi-day convention-style meeting. By contrast, virtual event planning and set-up can range from a few weeks for a typical event to 1 or 2 months for a larger-scale meeting provided you are using a robust platform. This makes virtual a very effective solution when time is short.
• Finally, since current global challenges such as health issues, travel bans, extreme weather conditions, and other unforeseen and unexpected circumstances can cause in-person events to be canceled abruptly, it is prudent to work with an event technology management provider like innoVia who can produce both in-person and virtual solutions since they can proactively work with you to develop simultaneous options for any eventuality. With this, the risks are completely removed.