Determining the appropriate event format

Event formats

Our research has clearly shown that end clients, organizers and guests will prefer smaller events (under 100 people) and hybrid event formats in the near future.

As a result, we defined and tested new event types in the form of ‘low fidelity’ prototypes (descriptions and illustrative sketches). The new events formats fall into two major categories:

New live event formats

új beltéri rendezvények

új szabadtéri rendezvények

minőségi rendezvények a mennyiséggel szemben

multi start events

creative exhibitons

new indoor
events

new outdoor events

Quality over quantity events

multi-Start
events

Creative exhibitions

new indoor
events

new outdoor events

Quality over quantity events

multi-Start
events

Creative exhibitions

New hybrid event formats

multi-city

More cities - more venues

multi-location

one city - more venues

multi-venue

one venue - more rooms

multi-city

More cities - more venues

multi-location

one city - more venues

multi-venue

one venue - more rooms

Cohesions

In our research we wanted to see if any pre-definable algorithms exist to uniformly determine the most appropriate event format based on event parameters, country-specific rules, and emerging new norms.

We realized however, that despite consequent similarities, picking the right event form is based rather on guidelines than on algorithms. It also became clear that we need a different approach in defining correlations when it comes to corporate events.

We summarized the identified cohesions in a special brief, among the parameters of which the planned attendee number and the composition of guests in terms of country of origin and target group play the key roles.

The results of the special brief, along with country-specific restrictions, safety guidelines and principles of Meet Safe, help choose the appropriate event format.

These give, of course, only a cross-section, as it is impossible to cover all possible combinations, and Meet Safe does not consider that its task.

Some aspects:

NUMBER OF ATTENDEES:
EVENTS > 500 ATTENDEES

Events with more than 500 attendees are expected to require a new kind of event in the near future. The most typical forms will be live multi-start, and the hybrid event types will be classic, multi-venue, or multi-city hybrid.

NUMBER OF ATTENDEES:
EVENTS > 500 ATTENDEES

A létszámmal együtt érdemes megvizsgálni a célcsoportot és a rendezvény céljait is. Míg egy 500 fő feletti ügyfél-eseménynél az élő multi start forma jó választás lehet, addig egy dolgozóknak szóló eseménynél indokoltabb, ha az eseményen az összes dolgozó együttesen, egy időben vesz részt, és a rendezvényformát ehhez igazítjuk – erre nyújthat megoldást a multi venue vagy a multi city, vagy akár a teljes egészében virtuális (full virtual) . Ugyanakkor, ha a dolgozói rendezvény elsődleges célja valamilyen típusú információ átadása (tréning, továbbképzés stb.), akkor az élő – multi start forma is megfelelő választás.

a rendezvény céljá-nak megfelelő rendezvényforma
kiválasztása

DETERMINING THE APPROPRIATE FORMAT BASED ON
THE PURPOSE OF THE EVENT

Along with the number of people, it is worth examining the target group and the objectives of the event. While a live multi-start form may be a good choice for a client party of more than 500 people, it is more appropriate for an employee event if all employees participate in the event together at the same time and adapt the event format accordingly. A multi-venue, multi-city, or even the full virtual form can be a good solution. However, if the primary purpose of the employee event is to provide some type of information (e.g., training), then live - multi-start is also a good choice.

DETERMINING THE APPROPRIATE FORMAT BASED ON
THE PURPOSE OF THE EVENT

ATTENDEES FROM
DIFFERENT COUNTRIES:
MULTI CITY OR
MULTI VENUE options

As travel restrictions and changed travel habits will make it more difficult for classic international events to take place. Multi-city, multi-venue, or a combination of both will be able to fulfill this role in the future, especially for events where guests arrive from more than five countries. In this case, it is also important to examine the target group and the primary objectives of the event because they fundamentally influence and may even change the appropriate form of the event.

ATTENDEES FROM
DIFFERENT COUNTRIES:
MULTI CITY OR MULTI VENUE options

Of course, the budget available maybe even more decisive in the future – although we will not always have to deal with additional costs. The new form of event is sometimes so cost-effective that even events that have not been held so far can take place. Among the most cost-effective event forms, the classic hybrid and full virtual are worth highlighting. In both cases, the online platform makes it possible to reduce the number of physical participants and, accordingly, the costs associated with the event.

THE ONLINE PLATFORM
IS COST-EFFECTIVE

TRAVEL AND ACCOMMODATION EXPENSES CAN BE REDUCED

However, in the case of an international conference, it can also be a cost-cutting solution to hold several smaller events one by one in the sending countries, thus reducing travel and accommodation costs.

TRAVEL AND ACCOMMODATION EXPENSES CAN BE REDUCED

The objective of the event can be very decisive in choosing the right event form. This should be examined in detail in each case. For example, an awards gala is almost ruled out to take the type of a live multi-start event, but a classic hybrid or a new hybrid solution could be considered. On the other hand, in the case of the launch of a new car, the live multi-start form would be more appropriate than to inspect the new car virtually.

Overall, we can say that the most determining factors of choosing the right form are the date of the event (time elapsed since the peak of the virus) and the location (geographical location).

THE EVENT FORMAT CAN BE DETERMINED BASED ON THE PURPOSE, DATE AND LOCATION OF THE EVENT

Overall, we can say that the most determining factors of choosing the right form are the date of the event (time elapsed since the peak of the virus) and the location (geographical location).