The world of events has changed significantly in recent years. In addition to traditional face-to-face events, digital and hybrid formats have become an integral part of event planning.
But which format is suitable for which occasion?
And what does this mean for selecting and preparing a speaker?
In this article, we as a speaker agency provide practical guidance to help you decide which event format suits your occasion, your target audience and your budget – and how the right speaker can make an impact in this format.
1. In-person events – maximum impact through personal encounters
Live events offer the greatest emotional impact: proximity, energy, spontaneous reactions and direct interaction cannot be fully replaced by any other format.
Advantages:
- Stronger emotional connection
- Greater attention and impact
- Direct reactions from the audience
- Networking and personal exchange
Typical occasions:
- Executive conferences
- Employee events and annual kick-offs
- Customer events with an experiential character
- Anniversaries, incentives, change communication
What you should pay attention to:
- Good acoustics, visibility and technical equipment
- Allow time for travel and set-up
- Choose speakers with strong stage presence and audience experience
2. Virtual formats – flexible, efficient, location-independent
Online events offer great flexibility: they can be implemented quickly, save travel and room costs, and reach people in different locations at the same time.
Advantages:
- Quick implementation, can be planned at short notice
- No travel costs, lower CO₂ emissions
- High reach possible
- Ideal for international or distributed teams
Typical occasions:
- Digital town halls
- Webinars or specialist presentations
- Online management meetings
- Customer updates, industry panels
What you should pay attention to:
- Speakers should be camera-savvy and confident in their digital presence.
- Make targeted use of interaction options (chat, surveys, Q&A).
- Good technology (sound, image, internet connection) is crucial.
We recommend speakers who are specially trained for digital formats – because the camera ‘sees’ differently than a live audience.
3. Hybrid events – the best of both worlds?
Hybrid events combine in-person and online attendance: part of the audience is on site, while another part is connected remotely. This offers maximum reach, but also places high demands on technology and production.
Advantages:
- International participation without travel expenses
- Live experience for participants on site
- Scalable content (e.g. recordings, clips)
- More flexibility for last-minute changes
Typical occasions:
- Global corporate events
- External conferences with extended participant groups
- Hybrid trade fairs or product launches
- Leadership formats with regional teams
What you should pay attention to:
- Clear dramaturgy: Who speaks to whom and when?
- Professional streaming and event technology
- Speakers with experience in dealing with two target groups at the same time
We are happy to advise you on the selection of speakers who are convincing both on stage and in front of the camera – and know how to address both audience levels at the same time.
4. Criteria for choosing your format
The following questions will help you make your decision:
- Target group: Are all participants in one place – or spread across several locations?
- Objective: Is it about interaction, experience or information transfer?
- Budget: Can travel and logistics costs be saved – or is it a conscious investment?
- Technology & infrastructure: Do you have access to professional online or hybrid technology?
- Flexibility: Does the event need to be adaptable at short notice?
As a speaker agency, we advise you not only on the content, but also on the appropriate form of implementation – so that the format, speaker and objective are harmoniously aligned.
The format determines the impact – and the success
Whether face-to-face events, virtual conferences or hybrid events – every format has its merits. The key is that it fits the occasion, the target audience and the message. The right speaker is able to present their topic effectively in any format – if the setting, technology and objectives are carefully considered together.
Contact us – we will help you find the right implementation and select the right speaker for it: or