Education separated from the daily working routine is effective and memorable, in particular when all senses are stimulated. The direct face-to-face exchange with colleagues cannot be replaced adequately by any virtual alternative.

The classic „in-person“ congress is suitable if:

• personal exchange, building up new bonds, and fostering existing relations are a key priority to stakeholders
• travel time to/from the event is low compared to the duration of the program
• the accompanying industrial exhibition is of high importance
• the budget risk is well manageable
• speakers are onsite.

Congresses that take place face-to-face, extended by some virtual components. e.g. live-streams, selective remote presentations or provision of recordings. Organisational complexity increases rapidly with virtual elements, so it is important to be sensitive in the assessment of additional benefits against additional costs.

The format „hybrid – focus in-person“ as alternative to pure in-person congresses is suitable if:

• personal exchange, building up new bonds and fostering existing relations is important, but not equaly relevant for all participants
• delegates are interested to view missed sessions (content on demand)
• some presenters are only available for a remote presentation
• additional virtual participants can be secured, which otherwise would not participate in the congress
• an emergency plan is required for a short-term change from face-to-face to virtual (e.g. events ban – COVID pandemic).

Congresses with an onsite setting comprising of a limited number of participants and speakers. Most delegates are connected virtually, and the virtual offer covers the entire program. The possibilities for virtual interaction are more pronounced than in the “hybrid – focus in-person” format.
 

This approach is suitable if:

• the meeting venue has a limited capacity, or onsite participation is limited for easier budget planning
• participation in-person is deliberately limited to create a more exclusive onsite experience, without excluding those who are primarily interested in the content (virtual participation)
• sponsorship for satellite symposia or marketing services is significantly more relevant than the income from the accompanying trade exhibition
• a fair share of the target audience is open for a virtual participation
• an emergency plan is required for a short-term change from face-to-face to 100% virtual (e.g. events ban – COVID pandemic).

Congresses with no paying participants onsite. Production can be managed via a studio setting including a select number of speakers in presence, or purely virtual with all stakeholders connected remotely.

The “virtual” format is suitable if

• the focus is on content and personal exchange is of secondary importance
• the duration of the program is short compared to the travel time
• financial resources are limited
• the accompanying trade exhibition is of little relevance
• the meeting owner regards the most resource-saving production as the top priority.

The character of your congress is not a perfect match with one of these format options?
Contact us to analyze jointly the right balance of onsite and virtual components that suit your goals, structure and culture:

Contact

Stefan Walter
Managing Director
t: +43 1 58804 188
walter@mondial-congress.com