In-person events are events where all attendees are at the same venue.
In-person events offer a range of benefits that cannot be replicated through virtual or online events. They offer face-to-face networking opportunities, allowing attendees to meet and connect with other individuals and businesses in a more personal and meaningful way. This can lead to new partnerships, collaborations, and business opportunities.
Although the focus of an in-person event is placed on the direct communication and interactions, there are different means of integrating digital tools and activities such as a social media competition for example.
There are many things to consider before choosing to host an in-person event.
Target group:
- Is the target group able and willing to travel?
- How big a target group will be invited?
Goal of event:
- What is the goal of your event?
Example of event goals compatible with in-person event formats:
- Creating connections between practice enterprises.
- Train soft skills.
- Increase community engagement.
- Spread awareness of the practice enterprise concept.
- Venue size
- Logistics
- Accessibility
- Digital equipment needed
- How can digital activities be included at the in-person event?
- Many competitions can be part of the event and the lead up to the event.
- Trade fair – practices presentation, negotiation, and networking skills.
- Workshops and Seminars.
- Global enterprise challenge – chance to network, practice collaboration, language, communication and problem-solving.
- Microphone(s).
- Support/moderator for online attendees.
- Venue fitting your purpose and number of attendees.
- Good internet connection.
- Video equipment strategically placed to not interfere with in-person experience, but still placed to give online attendees a good experience. Check GDPR requirements and agreements if photos and videos are to be taken.
When arranging any form of event, it is important to consider how you can involve others both in your own organization and outside. Various things stakeholders and other parts of your organization might be able to help with:
- Advertising and communication.
- Judging competitions.
- Providing feedback to attendees.
- Key-note speaker.
- Event sponsors.
- Setting up the event space.
- Registering and guiding attendees.
- Networking options – allows attendees to create personal connection.
- Easier engagement – in-person events use the atmosphere to increase engagement.
- Can have hands on workshops which improves retention.
- Can be combined with digital activities, e.g. online competitions for Social Media.
- Cost of event both in money and time.
- Limited reach, if participants must be from your network or fulfil specific requirements, only a specific target group can participate. Make sure to stress exhibitor vs. visitor possibilities and think about how to involve external people more to increase reach.
- Less accessible. In-person events are not as accessible and disabilities, finances and geography may stop someone from participating.
- Human resources needed in preparation and additional persons required during the event.
- Limited attendance – there is a max limit on the venue which may limit impact and reach.
- High costs.
- Weather issues.
- Insufficient staff may impede the experience and create queues for registration etc.
- Logistics and operations. Venue setup, transportation, catering, digital equipment and more.
- Start planning early, with detailed plans of what need to be done.
- Choose a venue that is right for your event.
- Use technology for an enhanced experience.