Browse topics
Introduction to virtual, hybrid, and onsite events
Types of events
Planning an event
Selecting the right platform
Engaging event content
Event promotion and registration
Technical setup and rehearsals
Engagement and interaction tools
Executing a virtual event
CRM and app integration
Post-event activities
Future trends in events
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Defining virtual, hybrid, and onsite events
Virtual events
Virtual events are entirely hosted and attended online, providing an immersive experience without the need for physical venues. They have evolved far beyond basic video calls, now offering features that replicate many elements of in-person gatherings. Attendees can participate in discussions, explore virtual booths, and network with others in real-time. Events like webinars, web conferences, and online workshops have become powerful tools for lead generation, training, and community engagement.
RingCentral Events brings virtual events to life with features tailored to elevate the online experience. From its AI-powered content generation to create compelling landing pages and social media promotions, to its multiple virtual stages, expo booths, and networking areas, RingCentral makes virtual events engaging and interactive. Integrated apps allow for real-time audience engagement, while detailed post-event analytics help you understand attendee behavior and improve future events. The platform’s replay center ensures that the event continues to provide value long after it concludes, and businesses can host unlimited events, maximizing reach and impact.
Hybrid events
Hybrid events blend in-person and virtual elements, allowing both onsite and remote participants to engage in a cohesive experience. These events allow attendees to choose how they participate, whether physically at a venue or virtually from anywhere in the world. Hybrid events are ideal for businesses looking to expand their reach while still maintaining the value of face-to-face interaction.
RingCentral excels in managing the complexities of hybrid events, offering seamless integration between the virtual and physical components. The platform provides customizable branding for a cohesive event experience, regardless of how attendees are joining. With its AI-powered Q&A categorization and multilingual caption translation, RingCentral ensures virtual attendees feel as engaged as those onsite. The platform’s ability to track real-time interactions and engagement scores for both audiences helps businesses monitor event success and make data-driven decisions. Hybrid events also benefit from RingCentral’s multiple stage setups and networking features, allowing virtual and onsite attendees to interact through chat and integrated apps.
Onsite events
Onsite events are traditional in-person gatherings where participants meet at a physical venue. These events rely heavily on the power of face-to-face interactions, whether it’s a corporate meeting, trade show, or convention. However, modern technology has redefined the onsite experience, making it more seamless and efficient.
RingCentral enhances onsite events with tools designed to simplify logistics and improve attendee engagement. The platform’s registration suite makes check-in smooth, while badge printing and attendee tracking ensure a seamless experience. For event organizers, real-time access to event data and analytics allows for better management of schedules, sessions, and floor plans. Attendees benefit from features like event apps that provide instant access to venue maps, session details, and networking opportunities. RingCentral’s AI capabilities assist in managing Q&A sessions and generating post-event follow-ups, allowing businesses to keep their audience engaged long after the event ends.
The rise of virtual events
Historical context
The evolution of virtual events has been a slow but steady transformation, driven by advancements in technology and a growing desire for convenience and global reach. Before 2020, virtual events were primarily used for webinars or small-scale online conferences, but they were not considered mainstream. The COVID-19 pandemic, however, created a seismic shift in how organizations approached events. With travel restrictions, lockdowns, and social distancing, companies quickly turned to virtual event platforms as a solution to continue hosting conferences, trade shows, and networking events. This shift not only helped businesses survive the crisis but also redefined how they think about event organization long-term.
During the pandemic, industries across the board—from education to corporate sectors—recognized the benefits of virtual events, including cost savings, broader audience reach, and the ability to host more frequent events. What was once seen as a temporary solution evolved into a lasting format, providing new opportunities for engagement, personalization, and innovation in how events are run.
The global virtual events market, valued at USD 98.07 billion in 2024, is projected to grow at a compound annual growth rate (CAGR) of 20.0% from 2025 to 2030, according to Grand View Research. Platforms like RingCentral saw their user bases skyrocket as businesses, schools, and organizations scrambled to move their operations online.
Post-pandemic, the hybrid model combining virtual and in-person events has also taken off. A 2021 LinkedIn survey found that 77% of event planners are considering adopting a hybrid format for future events. This trend is fueled by the convenience and accessibility virtual events offer, alongside technological improvements that have made these events more engaging and interactive.
Technological advancements
With breakthroughs in technology, virtual events have transcended traditional boundaries, providing organizations with unprecedented ways to connect and engage with their audiences. Significant improvements in internet infrastructure, video conferencing technology, and real-time engagement tools have been central to this transformation. The widespread availability of high-speed internet ensures seamless connections for participants, regardless of their location, eliminating issues such as lag and buffering that once hindered online interactions. This connectivity fosters an inclusive environment where anyone can attend, regardless of geographical barriers.
Web-based video conferencing software technology has evolved beyond basic functionalities, integrating high-definition video, screen sharing, and interactive breakout rooms. These features enhance the overall attendee experience, enabling real-time collaboration and fostering deeper engagement among participants. Additionally, interactive tools such as live chat, polls, and Q&A sessions empower audiences to participate actively and gamify the experience, allowing for dynamic discussions that mimic the interactivity of in-person events.
In this evolving landscape, RingCentral has made significant contributions to the virtual events industry through its comprehensive cloud communications platform. By offering a unified solution that integrates voice, video, messaging, and collaboration tools, RingCentral simplifies the event management process for organizers and participants alike. This holistic approach not only enhances the user experience but also streamlines communication during events, ensuring that all participants can engage effectively.
Benefits of hosting virtual events
Accessibility
Virtual events truly open the door to a wider audience. Unlike traditional events that require everyone to be in the same place, virtual gatherings let participants join from anywhere in the world. This flexibility is crucial for those who may have trouble traveling due to mobility issues, work commitments, or geographical barriers. With the right event platform, you can easily connect with attendees from all over the world. This means you can build a more diverse community and bring together perspectives that enrich the conversation.
Cost-effectiveness
When it comes to budget, virtual events shine. You don’t need to worry about venue rentals, catering, or travel expenses for your team and attendees. Instead, you can invest those resources into creating top-notch content and experiences. For example, RingCentral offers a range of pricing plans that can accommodate everything from intimate workshops to large-scale conferences. This cost flexibility allows you to offer affordable or even free tickets, helping you attract a larger audience and increase your reach.
Flexibility and convenience
Virtual events offer a level of convenience that onsite gatherings can’t match. Attendees can join from the comfort of their own homes or offices, making it easier for them to fit events into their busy schedules. You want to look for a platform that enhances this experience with features like on-demand access to sessions, allowing participants to watch presentations at their convenience. Plus, integrated calendar syncing ensures everyone receives timely reminders, helping to keep your event top-of-mind.
Enhanced engagement
Keeping your audience engaged can be a challenge, but virtual events provide unique opportunities to foster interaction. With tools like live Q&A sessions, polls, and chat features, attendees can participate actively rather than just passively watching. RingCentral takes it a step further by offering networking lounges where participants can mingle informally. These interactive elements not only keep the energy high but also encourage connections that may lead to future collaborations or friendships.
Sustainability
By hosting virtual events, you significantly reduce the carbon footprint associated with travel and large gatherings. This aligns perfectly with the increasing number of attendees who prioritize eco-friendly practices when choosing which events to support. By going virtual, you can create an engaging experience without compromising on your environmental goals.
Conclusion
Understanding the different types of events—virtual, hybrid, and onsite—opens up new avenues for organizations to connect with their audiences in meaningful ways. Each format has its distinct advantages, enabling you to tailor experiences that truly resonate with participants.
Virtual events break down barriers, allowing people from diverse locations to come together without the constraints of travel. They create an inclusive environment where everyone can participate, share ideas, and engage in real-time discussions. Hybrid events take this concept further by combining the best of both worlds. They give attendees the flexibility to choose how they want to engage—whether in person or online—ensuring that everyone feels included.
Meanwhile, onsite events offer the personal touch that fosters face-to-face interactions, often leading to unexpected collaborations and networking opportunities.
When planning your next event, consider how our solutions at RingCentral can elevate your experience. Our platform streamlines the entire process, making it easier to host engaging webinars and create seamless hybrid gatherings. With features designed for interaction and engagement, we provide the tools necessary to captivate your audience and keep them coming back for more.
Ultimately, your events are a chance to inspire and connect with your audience. By leveraging the strengths of each format and investing in cutting-edge technology, you can design experiences that not only inform but also cultivate a strong sense of community.