If you’ve ever planned an event, or even thought about it, you’ve probably realized one thing: not all events are created equal. Some are massive conferences with thousands of attendees, others are cozy workshops, and then there are those cool hybrid events where half the people are online in their pajamas.

So, how do you figure out what type of event to plan? Or which event format works best for your audience?

That’s exactly what we’re diving into here. 

So, What Exactly Is an “Event Format”?

Great question.

In simple terms, event formats are just the structure or delivery method of your event. Are people attending in-person, logging in virtually, or maybe both? That’s your format.

Event types, on the other hand, are the kind of event you’re running—like a product launch, networking night, or workshop.

Both matter, because choosing the wrong format for the wrong type of event is like wearing heels to a hiking trip. Not ideal.

Let’s Talk About Event Formats (And Which One Is Right for You)

1. In-Person Events: The Classic Format

These are the OGs of the event world. You get to shake hands, grab drinks, sit in on sessions, everything happens face-to-face.

Great for: Conferences, trade shows, training sessions, and networking events.

Why it works:

• You build stronger personal connections
• Easier to read the room (literally)
• Good old-fashioned human interaction

Tech that helps:

A smooth event registration platform is a lifesaver for checking people in quickly. And don’t forget a fast event badge printing solution, no one likes waiting in line for their name badge. For ticketed events, real-time event ticketing tools help manage entry without the chaos.

2. Virtual Events: No Pants, No Problem

These events happen entirely online, think webinars, digital expos, or livestreamed panels.

Perfect for: When your audience is spread across the world or you want to save on venue costs.

Why it’s awesome:

• No travel required
• Super cost-effective
• You can record everything for later

Pro tip: Even though there’s no physical check-in, your event registration platform still plays a key role. It handles sign-ups, sends confirmation emails, and manages event ticketing if you’re charging for access. No need for event badge printing here—unless you want to mail everyone a name tag (hey, we’ve seen stranger things).

3. Hybrid Events: The Best of Both Worlds

Imagine this: Some attendees are sitting in a ballroom. Others are tuning in from their couch with snacks. That’s a hybrid event.

Good for: Big product launches, annual conferences, or anything where you want to reach both local and global audiences.

Why it rocks:

• Super flexible for attendees
• Bigger reach = better ROI
• Can keep going even if travel plans change

Tech magic:

Your event registration platform has to handle two audiences, onsite and online. Your in-person crowd still needs a badge printing solution at check-in, while your virtual attendees get digital access. And yes, event ticketing needs to work for both.

4. On-Demand Events: Anytime, Anywhere

These are pre-recorded events people can watch whenever they want. Like a Netflix version of your workshop.

Best for: Online courses, training videos, evergreen webinars

Why they’re smart:

• 24/7 accessibility
• Great for busy people
• Less stress over live tech issues

Even though there’s no live action, you still need a solid event registration platform to collect emails and maybe set up gated access with event ticketing if you’re charging for content.

Now Let’s Break Down Some Popular Event Types

Choosing a format is one thing. Picking the right event type? That’s where the real planning kicks in. Here are the usual suspects:

Conferences

Big, bold, and full of buzz. Conferences bring people together to share knowledge, hear from experts, and network like pros.

Works well with: In-person or hybrid formats

Must-have tech:

• A reliable event registration platform for managing sessions and speakers
• Event badge printing to help attendees move through the venue
• Tiered event ticketing for VIP or workshop access

Trade Shows & Expos

This is where companies strut their stuff. Attendees walk from booth to booth checking out new products.

Ideal format: In-person (with a hybrid option for digital booths)

Helpful tech:

• Badge scanners and printed IDs using an event badge printing solution
• Event ticketing for general admission vs. exhibitor access
• A backend registration platform for lead tracking and analytics

Workshops and Training Sessions

Smaller, hands-on, and super interactive. These events are about learning and practicing new skills.

Best formats: In-person or virtual

Your toolkit:

• A smart event registration platform that handles group signups and custom fields
• Digital certificates or printed badges via a badge printing system
• Optional event ticketing if you’re running a paid session

Product Launches

Whether you’re revealing a new app, car, or clothing line, launches are all about excitement.

Format? Go hybrid to reach the media and consumers everywhere.

Networking Events

Everyone’s here to make connections, job seekers, entrepreneurs, and creators.

Format: In-person is still the king here, but hybrid options with virtual matchmaking tools are catching on.

Pro tools:

• A platform with built-in attendee matchmaking
• Badges with QR codes printed via an event badge printing solution
• Free or tiered event ticketing depending on the audience

How Do You Choose the Right Combo?

Ask yourself a few questions:

• What’s your goal? Educating, promoting, selling, or connecting?
• Who’s your audience? Local? Global? Tech-savvy?
• What’s your budget? Can you pull off in-person or is virtual more realistic?

Once you know the answers, picking your event format and event type becomes way easier. From there, it’s all about letting your event registration platform, event ticketing, and badge printing solution do the heavy lifting.

Wrapping Up

There’s no one-size-fits-all when it comes to events. But when you understand the different event formats and event types, you can craft something that truly hits the mark.

And with the right tools, think event registration platform, seamless event ticketing, and fast event badge printing solutions, you’re not just planning an event. You’re creating an experience.

Ready to plan something amazing? Now you’ve got the playbook. Let’s make it unforgettable.