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

  • Updated

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.

Note: On the Organization Dashboard, event listings are categorized by the selected event format in the Type column.

Event format overview

It's important to distinguish Webinar as a single-track event while Virtual, Hybrid and Onsite events would be multi-track allowing a bigger scope and more flexibility in terms of features.

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 Stage 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/Onsite event into Virtual (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.

Note: The availability of certain features may vary depending on your chosen plan.

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 colors customization
> Setup > Branding
Customize Text > More > Customize Text
Schedule ✔ Available only if Event 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
✔ One Stage for Starter plan/ multiple Stages for Business and Events plans
> 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 share A/V ✔ 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
Advanced Settings > Registration > Advanced Settings
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
Custom emails > Marketing > Email Attendees
Customize automated emails > Marketing > Customize Emails
Sharing Snippet & Google Analytics > Marketing > Sharing and Tracking
UTM Codes > Marketing > UTM Codes
Analytics & Reports
Live Analytics Dashboard > Analytics > Live Analytics

Reports
> Analytics > Reports

Survey Feedback, Registrants, Attendees, No-shows, Attendee log, Online attendee count over time, Time spent online, Time spent online per segment, Event chat, Poll results, Q&As, Replay recordings, Replay viewers ✔ The full list of reports ✔ The full list of reports + Segment Registrations Schedule, Registrants, Attendees, No-shows, Segment Registrations, Poll results
Registrations Dashboard > Analytics > Registrations
Connections Dashboard > Analytics > Connections
View Polls Dashboard > Analytics > View Polls
Expo Summary Dashboard > Analytics > Expo Summary

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