Choosing the right event format: Webinar, Virtual, Hybrid or Onsite

  • Updated

Choosing the right event format is crucial for organizing a successful event. RingCentral Events offers four distinct event types: Webinar, Virtual, Hybrid, and Onsite. This guide provides an overview of each format, outlining its unique features and limitations.

Note: The event format is displayed on the list of events in the Organization Dashboard.

Event format overview

Webinar

  • Single-track
  • Event length: max 8 hours
  • User Case: ideal for single-day marketing demos, internal events, and interactive workshops
  • One virtual space only: offers either a Stage for a professional stream powered by our backstage studio or a Session to bring your attendees on screen for a live interactive experience
  • Offers limited features and settings, ensuring quick and easy setup.

Virtual Event

  • Multi-track
  • Event length: max 240 hours
  • Use case: suited for online conferences, big internal and external events
  • Multiple virtual spaces: includes multiple stages, unlimited number of session rooms, networking, expo booths
  • Advanced features and settings: offers granular access gating, attendee actions control, extended settings for Stages and Sessions, etc.

Hybrid

  • Multi-track
  • Event length: max 240 hours
  • Use case: designed for events and conferences occurring onsite and broadcasted online, hybrid events with scheduled onsite and virtual components
  • Multiple virtual spaces: includes multiple stages, unlimited number of session rooms, networking, expo booths
  • Advanced features and settings: granular access gating, attendee actions control, extra options for Stage and Sessions, etc.
  • Onsite features: includes onsite registration suite, floor plans, the check-in app, badge printing, etc.

Onsite

  • Multi-track
  • Event length: Max 240 hours
  • Use case: tailored for events and conferences with a physical location and no virtual broadcast
  • Onsite features: includes onsite registration suite, floor plans, the check-in app, badge printing, etc.

Changing the event format

In case your plans and budget change influencing your event scope and needs, you have the flexibility to change the event format under the following circumstances:

  • convert a Webinar event into a Virtual, Hybrid, or Onsite;
  • convert a Virtual event into a Hybrid or Onsite;
  • convert a Hybrid event into an Onsite (if the event hasn't been published yet);
  • convert an Onsite event into a Hybrid (if the event hasn't been published yet).

Refer to this guide for detailed instructions on changing the event format: Changing the event format

Event format settings

Here is a detailed table showing the availability of features and settings for different event formats. Hyperlinks are provided within the table, directing you to guides where you can explore further details about specific features or settings. Additionally, navigation paths (e.g. "> Setup > Basics > Show session areas") are provided, indicating where each feature or setting is located within the Event Dashboard, as it may vary depending on the event format.

Feature/Setting Webinar Virtual Hybrid Onsite
Disable / enable event areas > Setup > Basics > Show session areas > Setup > Basics
Event visibility Hidden by default ✔ Can be set up as Hidden, Private, or Public
> Setup > Basics
Event URL ✔ Can be customized
> Setup > Basics
Venue name & address > Setup > Basics
Publish/unpublish event Published by default ✔ Can be published to make the registration page accessible for the attendees
Branding ✔ Includes the event logo, the banner, and color customization
> Setup > Branding
Customize Text > More > Customize Text
Schedule ✔ Available for events longer than 1h; no Virtual Space can be assigned
> Setup > Schedule
> Setup > Schedule ✔ Virtual, Hybrid, or Onsite segments; Hybrid/ Onsite can have Onsite Space and Capacity
> Setup > Schedule
✔ Segments can have Onsite Space and Capacity
> Content > Schedule
Reception area > Setup > Reception > Venue/Content > Reception
Stage area ✔ Either one Stage or one Session room can be created
> Setup > Basics
✔ Multiple Stages
> Venue/Content > Stage(s)
- Title and description
- Who can watch ✔ Access can be restricted by ticket type
- Stream provider ✔ YouTube, Vimeo, and Wistia can be selected to add a pre-recorded video
- RTMP
- Live closed captioning Always on by default ✔ Can be enabled/disabled
- Additional info
- Apps > Setup > Basics ✔ Can be added for each Stage individually
Sessions area ✔ Either one Stage or one Session room can be created
> Setup > Basics
✔ Unlimited number of Session rooms
> Venue/Content > Sessions
- Title and description
- Additional info
- Tags
- Display settings
- Who can watch ✔ Access can be restricted by ticket type, can be set up as private (invitation only) or unlisted (access via link)
- Who can participate ✔ Can be set up as Moderated ✔ Can be set up as Moderated or Invite Only
- Max participants
- Session scheduling Default to Always open ✔ Can be set up as Always open or Scheduled
- YouTube sharing Enabled by default ✔ Can be enabled/disabled
- RTMP
- Apps > Setup > Basics ✔ Can be added for each Session individually
Expo area > Venue/Content > Expo
Networking area > Venue/Content > Networking
Recordings ✔ Recording can be disabled/ enabled in the Setup > Basics page
> Recordings
✔ Recording can be disabled/enabled for each Session and Stage individually
> Recordings
 

Replay area ✔ Default to 12 months post event if enabled ✔ Post-event Replay can be disabled/enabled with custom duration
App area > Venue > App
Custom area > Setup > Basics
Survey Builder > Analytics > Survey Builder > Venue > Survey Builder > Content > Survey Builder
Sponsors ✔ Only kept as part of Registration / Reception page > Venue/Content > Sponsors
Speakers > People > Speakers
Onsite features
Registrations

Tickets

✔ All tickets are Virtual by default
> Registration > Tickets
✔ Tickets can be set up as Hybrid or Virtual ✔ All tickets are Onsite by default
Registration Form > Registration > Registration Form
Landing Page > Registration > Landing Page
Magic Link invites > Registration > Magic Link Invites
Venue Controls
Early Access Default to 15 minutes ✔ Can be enabled/disabled for up to 5 months before the event starts
> Venue > Venue Controls
> Setup > Access and settings
Login Sharing Default to No ✔ Can be enabled/disabled
> Venue > Venue Controls
> Setup > Access and settings
Attendee actions and privacy settings ✔ Direct messages, instant video calls and scheduled meetings be enabled/disabled and restricted by ticket type
> Venue > Venue Controls
> Setup > Access and settings
People List > Setup > Basics > Venue > Venue Controls > Setup > Access and settings
My Agenda > Venue > Venue Controls > Setup > Access and settings
GIFs Enabled by default > Venue > Venue Controls > Setup > Access and settings
Attendee session creation > Venue > Venue Controls
Activity panel settings One activity panel. The Q&A Moderation and Clear Chat options are included.
> Setup > Basics
✔ Multiple activity panels on the Event level, as well as for each Stage, Session and Expo booth
> Venue > Venue Controls
✔ Multiple activity panels
> Setup > Access and settings
Marketing & Emails
System & custom emails > Marketing > Emails
Sharing snippet & Google Analytics/ Meta Pixel > Marketing > Sharing and Tracking
UTM Codes > Marketing > UTM Codes
Analytics & Reports
Live Analytics Dashboard > Analytics > Live Analytics

Reports
> Analytics > Reports

Event summary, ScheduleSurvey Feedback, Registrants, Attendees, No-shows, Attendee log, Online attendee count over time, Time spent online, Time spent online per segment, Engagement metrics, Event chat, Poll results, Q&AsReplay recordings, Replay viewers Full list of reports Full list of reports + Segment Registrations Schedule, Registrants, Attendees, No-shows, Segment Registrations, Poll results
Registrations Dashboard > Analytics > Registrations
Engagement Dashboard > Analytics > Engagement
View Polls Dashboard > Analytics > View Polls
Expo Summary Dashboard > Analytics > Expo Summary

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