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

multi-Start rendezvények

innovatív kiállítások

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 will also require new formats. The most typical forms will be live multi-start, hybrid multi-venue or multi-city event types.

NUMBER OF ATTENDEES:
EVENTS > 500 ATTENDEES

Events with more than 500 attendees will also require new formats. The most typical forms will be live multi-start, hybrid multi-venue or multi-city event types.

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

Beside the number of guests, it is worth examining the target group and the objectives of the event. A live multi-start format may be a good choice for a client event with more than 500 people. For an employee event, where all staff members should participate together at the same time, a multi-venue, a multi-city or even a full virtual format will be the right solution. However, if the primary purpose of the employee event is to provide some type of information (e.g. training), the live multi-start format is the best option.

Beside the number of guests, it is worth examining the target group and the objectives of the event. A live multi-start format may be a good choice for a client event with more than 500 people. For an employee event, where all staff members should participate together at the same time, a multi-venue, a multi-city or even a full virtual format will be the right solution. However, if the primary purpose of the employee event is to provide some type of information (e.g. training), the live multi-start format is the best option.

DETERMINING THE APPROPRIATE FORMAT BASED ON 
THE PURPOSE OF THE EVENT

ATTENDEES FROM
DIFFERENT COUNTRIES:
MULTI-CITY OR MULTI-VENUE options

Travel restrictions and changed travel habits make it more difficult for classic international events to take place. Their original purpose is best achieved with a multi-city, a multi-venue or a combined event, especially when guests come from more than five countries. It is key to examine the target group and the primary objectives of the event, too, because they fundamentally influence the appropriate event format.

ATTENDEES FROM
DIFFERENT COUNTRIES:
MULTI-CITY OR MULTI-VENUE options

Travel restrictions and changed travel habits make it more difficult for classic international events to take place. Their original purpose is best achieved with a multi-city, a multi-venue or a combined event, especially when guests come from more than five countries. It is key to examine the target group and the primary objectives of the event, too, because they fundamentally influence the appropriate event format.

az online platform mint költséghatékony megoldás

rendelkezésre álló keret még inkább meghatározó lehet a jövőben. Nem minden esetben kell többletkiadásokkal számolnunk, ugyanis az új rendezvényformák olykor annyira költségkímélőek, hogy akár olyan események is megvalósulhatnak, amelyek korábban nem. A classic hibrid és a full virtual rendezvényformák a legköltséghatékonyabbak, melyeknél az online platform lehetővé teszi a fizikai résztvevők számának és egyben a kiadásoknak a csökkentését.

The budget available may be even more decisive in the future. Additional costs will not necessarily incur though, as new event formats may be so cost-effective that even previously not feasable events can take place. Classic hybrid and full virtual events are the most budget-friendly options, with an online platform making it possible to reduce the number of on-site participants and related costs at the same time.

THE ONLINE PLATFORM as a
COST-EFFECTIVE solution

THE ONLINE PLATFORM as a
COST-EFFECTIVE solution

The budget available may be even more decisive in the future. Additional costs will not necessarily incur though, as new event formats may be so cost-effective that even previously not feasable events can take place. Classic hybrid and full virtual events are the most budget-friendly options, with an online platform making it possible to reduce the number of on-site participants and related costs at the same time.

SZÁLLÁS– és
utazási költségek csökkentése

Nemzetközi konferenciák esetében jelentősen csökkenthetők az utazási és szállásköltségek, ha a küldőországokban egyesével több kisebb esemény kerül megrendezésre.

TRAVEL AND ACCOMMODATION EXPENSES CAN BE REDUCED

In case of international conferences, travel and accommodation costs can significantly drop if several smaller events are organized in the sending countries one by one.

TRAVEL AND ACCOMMODATION EXPENSES CAN BE REDUCED

In case of international conferences, travel and accommodation costs can significantly drop if several smaller events are organized in the sending countries one by one.

The objective of the event is also very decisive when choosing the right event format, and it must be examined in detail in each case. Award galas are unimaginable as live multi-start events; a classic hybrid or new hybrid solution is more appropriate. However, launch of a new car is more effective as a live multi-start than a virtual event.

Beyond the purpose, date and location are the major determining factors for the event format, given the current epidemic situation.

PURPOSE, DATE AND LOCATION DETERMINE THE MOST SUITABLE EVENT FORMAT
PURPOSE, DATE AND LOCATION DETERMINE THE MOST SUITABLE EVENT FORMAT

The objective of the event is also very decisive when choosing the right event format, and it must be examined in detail in each case. Award galas are unimaginable as live multi-start events; a classic hybrid or new hybrid solution is more appropriate. However, launch of a new car is more effective as a live multi-start than a virtual event.

Beyond the purpose, date and location are the major determining factors for the event format, given the current epidemic situation.

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