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

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

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 for attendee-based Events plans, max 72 hours for Starter plan, custom duration for Business plan
• 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 for attendee-based Events plans, custom for Business plan
• 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.
• Available for attendee-based Events plans and Business plans.

Onsite

• Multi-track
• Event length: Max 240 hours for attendee-based Events plans, custom for Business plan
• 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.
• Available for attendee-based Events plans and Business plans.

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 Hybrid or Onsite;
• convert a Hybrid event into Onsite (if the event hasn't been published yet);
• convert a Onsite event into 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

Below is a comprehensive table detailing the availability of features and settings across various event formats. Hyperlinks are provided within the table, directing you to guides where you can explore further details about specific features, settings, or plans. 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.