Software for virtual and hybrid meetings: An overview in a jungle of suppliers

Overnight, many event managers were forced to consider platforms for virtual or hybrids events in spring of 2020. Eventually it became clear to everyone that this type of event could stick around for some time.

Even in-person events will need online components for the foreseeable future in order to reach their audience - whether due to travel restrictions or simply to allow access for people with special needs. This allows high risk groups to take part in online events that they might not otherwise have been part to visit.

When considering the question of which software to use for virtual and hybrid events, you will soon notice how confusing the market has become.

In order to cluster it a bit more, we looked four different scenarios:

1. Scenario S: Interactive board meeting with 25 participants
2. Scenario M: "Classic" webinar with 1-2 speakers and an undetermined number of participants
3. Scenario L: Hybrid event with 200 people on location and 800 virtual participants
4. Scenario XL: Virtual event with a lecture program, break-outs, 1-on-1s, networking, and exhibition stands.

Well, that's not so easy to answer... Is an event already hybrid if one or more moderators and 1-2 speakers meet on location and stream from there? Or does it depend on whether or not the audience is there too?

Generally, a hybrid event is considered as such when it takes place in a physical location but can also be attended at the same time online with an interactive audience.

Purely streaming an event, therefore, does not constitute a hybrid event. It's much more about the interaction that allows online participants to take part in the event.

In comparison, a virtual event can take place entirely online - if need be, all the participants, speakers, and moderators can be at home in front of their webcams when participating.

The difference between hybrid and virtual is crucial as it dictates what kind of software is suitable and how complex the technical aspects will be at the recording location.

Organizers of association meetings, technical symposiums, or similar events are well-acquainted with this scenario: A group of more or less equal participants meet online. This includes an agenda with meeting points, speeches, or presentations.

This relatively "simple" scenario can be accomplished with many tools. Currently, the most widely used are 

• Microsoft Teams
• Skype for Business, (as long as this solution exists, it will be discontinued soon and fully replaced by Microsoft Teams)
• Google Meet
• Cisco Webex
• Alfaview
• GoToMeeting, or 
• Zoom. 

Microsoft Teams is especially noteworthy as it is already included in the Office 365 Business premium package and is already widely used.

Open-source options include BigBlueButton or Jitsi Meet. The platform Wonder also allows individual meetings between participants and can be implemented very quickly. The recently held convention VExCon by XING Events allowed participants to stroll along the banks of the Isar river and meet other participants virtually using Wonder.

All these software platforms allow participation with video and/or audio, screen sharing, as well as a chat feature. It will also be interesting to observe how MS Teams further develops and whether this service will become the de-facto standard for this kind of meetings where everyone is expected to participate with both video and audio.

A webinar has certain requirements that distinguish it from the first scenario. Typically, it requires special registration, regardless if it's free or not. This means that the software should be able to generate a landing page for the registration.

Depending on the branding possibilities, marketing software integration, and how fast a webinar can be implemented, the option are virtually unlimited. Of course, budgetary constraints are a deciding factor.

The first options include expansions of the previous software platforms we mentioned above, such as 

• Zoom add-on for webinars
• Cisco WebEx Events, or 
• GoToWebinar. 
• Many customizing and branding options are offered by ON24 or 
• Clickmeeting. 
• Edudip's servers are located in Germany. 
• Converve is actually a provider of matchmaking software, but has now expanded its products to include webinars and online events.

But the list could go on and on since webinars are already a standard component in many online marketing toolboxes. Keep an eye out for things like usability, reliability, desired customization (branding, texts), and features that you actually need before you choose a supplier.

For a hybrid event, the software requirements are even higher than those for a webinar event. This is because a great experience must be created not only for the participants on location, but also for online participants.

First and foremost, this requires a good basic concept. This is not achieved simply by streaming the physical event online. Essentially, there are two events that overlap in many different points. The use of an online moderator who is constantly connected to the program and is able to include the online community in its discussions is almost more important than the software itself.

In terms of software, this can be done with Zoom or any of the other programs we discussed above. The difference is in the implementation of on-location events. This requires significantly more hardware and software (audio and video mixers, graphics generators, programs such as OBS or Wirecast) to make remote participants and speakers more perceptible to the on-location audience.

But it works both ways: Transmissions to the on-site stage, as well as streaming from the stage to a virtual platform. Without a professional AV provider familiar with streaming technology, this is hardly achievable.

Luckily, we have a large number of competent service providers in Salzburg that can manage such events. Contact us and we will be happy to put you in touch with suitable partners.

The most complex scenario that we want to take a look at covers on-location events from only virtual to stage programs, to breakout sessions and networking (1-on-1), all the way to virtual trade exhibitions that allow suppliers and customers to come into contact.

This is a tad too ambitious for MS Teams, Zoom, etc. However, new providers have joined the more established players in recent times.

• Meetyoo / Ubivant has been on the market for a long time and offers all these elements in a customizable 3D conference environment. 
• The provider expo-IP, a specialist for virtual trade fairs, enjoys an impressive range of experience.
• Even EventMobi, actually a solution for participant management, has expanded its offering in this area. 
• With its Event Cloud, the supplier Corussoft created a platform that recently "virtualized" dmexco and Gamescom in Cologne.
• Hopin, a solution from London, accommodates stage programs, breakouts, randomly organized networking sessions, and (simple) trade fair stands, starting from just USD 99 per month. 
• Attendify Virtual Experience goes in a similar direction. This supplier from the U.S. is known for its affordable event apps that can now also be used for virtual events. 
• talque from Berlin offers the possibility to connect an event website and mobile app with live streaming and digital interactions.

If other features should be integrated and branding customized to the event, costs can quickly be in the region of five to six figures.

This also holds true for the platform Veel which was developed by an event agency and allows for online events with completely client-specific branding.

A new trend is that innovative event organizers develop their own platform for digital events and then offer them as a white label solution. This includes Mingle.cloud, a platform that was developed by Bits & Pretzels in Munich. Even the organizers of the tech conference ITCS developed their own platform that they then marketed under the label Fusion Fairs.

Practical example XL: The International Congress for Battery Recycling (ICBR) 2020

The International Congress for Battery Recycling ICBR took place at the Salzburg Congress in 2020 and shows what a hybrid congress in Salzburg can look like

The internet offers many listicles, list software providers for virtual and hybrid events. But before you dive too deep into them, think about what the goal of your online format is, how the interaction should be implemented, whether there should be an on-location event, or if the event should take place purely virtually.

Get in touch!

We are happy to be your sparring partner. With venues such as the Mooncity, Ferry Porsche Congress Center, Salzburg Congress, and many more, Salzburg and the Salzburger Land offer excellent locations for hybrid events. Our AV and streaming providers have the expertise and experience to implement your events - on-location, virtual, or hybrid.

You need advice on choosing the right location and the right partner for your virtual or hybrid event in Salzburg? Contact us by email at team@meetsalzburg.com or call us at +43 662 88987271. We support you with our free and neutral service!

•  Microsoft Teams
• Google Meet  
• Cisco Webex 
• alfaview
• GoToMeeting 
• GoToWebinar 
• Zoom
• ON24
• ClickMeeting 
• Edudip
• Converve
• meetup
• expo-IP
• eventMobi
• corussoft 
• hopin
• Attendify Virtual Experience 
• talque
• Veel
• Mingle.cloud 
• Fusion Fairs