As the fifth anniversary of COVID-19 approaches, we at Studio Giggle thought it timely to reflect on how the pandemic has reshaped the way we produce and deliver events in the UK. There’s no denying that, during and in the wake of the pandemic, our industry underwent significant changes.
In the early months of the pandemic, virtual events saw an astonishing surge. Forbes reported a 1,000% increase on one platform, which hosted over 52,000 events during that period. Meanwhile, Eventbrite found that by June 2020, attendees were spending 28 times more time attending virtual events than they had in January 2020, with this figure rising to 34 times by November 2020.
We all remember endless Zoom calls disrupted by bad connections and dogs, so many dogs! We’ve seen it all, the good, the bad, and the downright ugly of virtual events. But it wasn’t all bad, the industry experimented with new formats, and for a while, the benefits of virtual events, particularly for smaller gatherings like town halls, often outweighed the challenges.
As lockdowns lifted, there was a surge back to in-person events, though many still retained an online element. Hybrid events, combining both virtual and physical components, quickly became the go-to format.
Now, while there’s been a gradual return to hotels and meeting rooms, the decision to hold a live event is often evaluated on a case-by-case basis, with every expense carefully scrutinised before moving forward. In many cases, this has led to the loss of the streamed element, meaning hybrid events are returning to more traditional live formats.
That said, in-person connection will always have its place. These face-to-face experiences are vital and valuable for businesses, providing opportunities for networking, relationship-building, and more. But, for large-scale events like town halls, where the audience may be vast and geographically dispersed, online formats can often be more effective.
So, the key question remains:
How can businesses run these virtual events more effectively and create real audience engagement online?
Virtual events offer accessibility and amazing convenience, but they often lack the depth and effectiveness of in-person events due to engagement challenges, technical issues, limited networking, and inadequate planning. To overcome these challenges, organisers must focus on careful planning, engaging content, and robust technical support to ensure their virtual events are impactful.
Relying solely on virtual events is a misstep for communications teams. Therefore, understanding when to opt for virtual versus in-person events—while ensuring significant outcomes from both—has become a top priority for event managers in large corporations.
So, how do we do all of this well, I hear you say? Studio Giggle, specialise in both virtual and in-person events, and after years of navigating this new landscape, we’ve put together a simple five-point plan to help event managers strike the right balance for their events.
1. Small Team Meetings → Virtual (Standard Video Call or Hybrid)
Best Choice: Virtual (Video Call with Optional Hybrid Component)
Why Virtual?
- Small team meetings typically involve quick updates, project discussions, or brainstorming sessions.
- Virtual meetings save travel time and costs while maintaining efficiency.
- Hybrid options can be considered if some participants prefer in-person collaboration.
Best Practices:
- Use high-quality video conferencing tools with breakout room features.
- Utilise whiteboard technology (teams or similar) and Slido to increase engagement.
- Keep meetings short and structured to avoid “Zoom fatigue.”
- Have a clear agenda with marked breaks.
- Do sprints, not marathons.
2. Quarterly Reviews/Reports → Virtual (Interactive Digital Presentation)
Best Choice: Virtual (With Interactive Dashboards and Q&A Tools)
Why Virtual?
- Quarterly business updates involve data-heavy presentations, which are well-suited for virtual formats with interactive visualizations.
- Cost-effective and scalable for a dispersed workforce.
- Enables real-time participation without logistical constraints.
Best Practices:
- Utilize small scale XR or 3D data visualization tools for more engaging presentations.
- Enable live Q&A, chat functions, and audience polling for engagement.
- Send physical materials in advance where appropriate – eyes off screens/ more real estate for people.
- Record sessions for on-demand viewing.
3. Town Halls → Virtual (XR-Powered Immersive Experience)
Best Choice: Virtual (Extended Reality – XR)
Why XR-Powered Virtual?
- Town halls require high engagement, strong messaging, and brand reinforcement.
- Studio based XR creates a fully immersive experience—attendees can interact with branded virtual environments, making it more impactful than standard video calls – show them this is important, give them a wow factor to remember the event.
- Enables global accessibility while retaining a sense of presence and participation.
Best Practices:
- Use virtual stages and 3D avatars to replicate an in-person event feel.
- Integrate live Q&A, holographic presenters, and real-time interactive elements.
- Customize the virtual space to reflect company branding, mission, and values.
4. Annual General Meetings (AGMs) → Hybrid or In-Person
Best Choice: Hybrid (Physical + Virtual Streaming Option)
Why Hybrid?
- AGMs require official governance, shareholder participation, and voting mechanisms.
- A hybrid format ensures that those unable to travel can still engage remotely.
- Physical presence fosters stronger networking and discussion, while virtual access increases attendance.
Best Practices:
- Use secure online voting tools for remote attendees.
- Provide a simultaneous translation feature for international stakeholders.
- Offer interactive Q&A and discussion boards to encourage engagement.
5. All-Company Conferences & Awards → In-Person (With a Virtual Enhancement Option)
Best Choice: In-Person (With Virtual Streaming & Highlights for Remote Employees)
Why In-Person?
- Conferences and awards require networking, celebration, and energy that are difficult to replicate online.
- Employees feel a greater sense of belonging and recognition when physically present.
- However, streaming sessions and highlights allow remote participants to stay involved.
Best Practices:
- Use event apps for seamless communication, agenda planning, and networking.
- Live-stream keynote speeches and awards for global employees.
- Create on-demand content for employees unable to attend in person.
So…
Choosing the right event format—whether virtual, XR, hybrid, or in-person—can significantly impact the engagement, effectiveness, and value of your event. By strategically selecting the most appropriate format and carefully planning the experience, event managers can ensure a seamless and impactful event for all attendees. XR technology is especially compelling for virtual town halls, offering immersive brand experiences that drive engagement and connection across the globe.
Studio Giggle are here to help you create extraordinary events, whether virtual, hybrid, or in-person.
Let’s make your next event one to remember. Call us on 0117 972 0081 or email rob@studiogiggle.co.uk
