Virtual, Hybrid or In-Person: What’s Actually Worth It?
Organisers: before you commit to the event plan, the AV crew, or the fancy venue—let’s talk ROI.
Because the format you choose could make or break your budget, your attendance numbers, and your post-event pipeline.
Virtual, hybrid, in-person. They all have their time and place. But they’re not created equal.
So if you’re an event organiser, marketer, or founder deciding where to put your pounds in 2025—this breakdown is for you.
We’ve crunched the numbers, studied the UK-specific data, and pulled together real-world pros and cons to help you make the smart call.
Virtual Events: Lean, Scalable, and Seriously Underrated
Let’s face it—virtual events had an image problem. Post-pandemic fatigue, dodgy Zoom panels, and too many “you’re on mute” moments gave them a bad rap.
But under the surface? They’re a quiet powerhouse.
💸 The ROI Win
Virtual events cost 60–75% less than in-person.
On average, they deliver 12% higher ROI.
You can reach thousands without spending thousands.
One UK organiser reported saving £35,000+ by switching to virtual. That’s not small change.
📊 Monetisation Potential
Sponsorship is king. 65% of organisers sell sponsor packages, with an average value of ~£6,800 per event.
You can also monetise with ticket sales (even low-cost/free can work), exhibitor booths, or paid content access post-event.
Lead gen is strong—virtual events can convert up to 40% of attendees into sales leads.
And let’s not forget: every session can be recorded, sliced, repurposed, and reused across your marketing funnel.
🚀 Engagement (When Done Right)
76% of attendees participate in polls, Q&A, or chat.
Virtual attendees spend 27% more time in sessions vs. in-person.
Satisfaction sits around 90% when the experience is smooth.
That said, keeping people glued to a screen is hard work. You’ll need strong content, interactive features, and a sharp production setup.
⚠️ The Catch?
It’s tougher to build relationships. Spontaneous hallway chats? Not happening.
“Zoom fatigue” is very real. Expect high drop-off if your content drags.
Sponsors might push back—95% of exhibitors still prefer in-person events.
🔧 Our Advice:
If you’re aiming for reach, speed, and cost-efficiency, go virtual. Just don’t half-ass it. Invest in the tech and audience engagement tools. Your spreadsheet (and sponsors) will thank you.
Hybrid Events: ROI Dream or Two-Headed Monster?
Hybrid sounds like a no-brainer, right? A bigger audience, two revenue streams, and all the data.
And when it works—it really works.
💰 The Potential
Hybrid events can increase total event revenue by up to 15%.
They allow tiered monetisation: premium in-person tickets + free or low-cost virtual access.
You can double your reach without doubling your spend.
Sponsors love this format. Around 75% say hybrid events drive better lead gen and brand awareness than in-person alone.
🎥 What You Need to Pull It Off
A reliable streaming platform.
AV gear (cameras, mics, crew) and a capable team.
A smart schedule that serves both audiences equally.
Clear communication for attendees joining from different locations and time zones.
And a contingency plan for when tech inevitably goes rogue.
👥 Engagement & Satisfaction
85%+ attendee satisfaction, if well-executed.
Hybrid can boost total engagement by up to 80% by merging digital and real-life touchpoints.
Attendees like the flexibility. Nearly 45% say they value the choice of how they attend.
But here’s where things often fall apart…
❌ Common Pitfalls
Most organisers struggle to deliver equal value to both audiences. Virtual attendees often feel like second-class citizens.
Costs stack up fast. Hybrid production typically adds £5–10k to your in-person budget.
You need double the planning, double the team, double the tech support.
🔧 Our Advice:
Only go hybrid if:
You have a team (or partner) with experience managing both sides.
You’re ready to invest in engagement, not just livestream logistics.
You’re offering content or speakers worth tuning in for.
If you’re trying to “just add virtual” to an in-person event… don’t. Do one thing well.
In-Person Events: Still the Gold Standard?
There’s something magnetic about being in a room full of people. Eye contact. Spontaneous conversations. Free coffee and lanyards. That stuff still matters.
And for many organiser, in-person is where deals happen.
🔥 The High-Stakes, High-Reward Format
47% of marketers say in-person delivers the highest ROI.
70% of attendees say they’re more likely to become a customer after attending a live event.
76% make buying decisions based on what they saw at in-person conferences.
That’s not just lead gen—it’s pipeline acceleration.
🎯 Monetisation in the Real World
Ticket sales (ranging from £50 to £500+) fund the core of many events.
Sponsorships command a premium—especially if your event attracts decision-makers.
Exhibitors pay for booth space, demos, and face time. 95% prefer it to virtual alternatives.
And let’s be honest—you can charge more for the real thing. Especially when you deliver a killer experience.
💸 But It’s Not Cheap
Average UK event cost? £27,000 for ~100 attendees.
That’s about £225 per attendee, before speakers, swag bags, or surprise AV invoices.
Venues, catering, and staff costs have all increased in the last two years.
Plus, there’s weather risk. Travel strikes. People dropping out last minute. It’s high stakes all the way down.
⚡ The Good News?
No tech glitches. No bandwidth issues.
Your audience is really there—not checking email in another tab.
You get real reactions, organic conversations, and deeper insights from the room.
🔧 Our Advice:
If your goal is trust, transformation, or big-ticket deals—in-person is still your best bet. But it demands budget, planning time, and marketing muscle.
Choose your moment wisely. And make the experience unforgettable.
So... What’s Actually Worth It?
There’s no one-size-fits-all.
But there is a best fit for your goals, your budget, and your audience.
Let’s sum it up:
If your priority is…
Maximising reach on a budget -> Virtual
Flexibility + scale + face-to-face -> Hybrid
Deep engagement + conversion -> In-Person
So ask yourself:
What format helps us create the best version of our event?
Then go all in.
If you’re not ready for hybrid complexity, don’t force it. If you can’t deliver a high-quality virtual stream, don’t pretend it’s “just a camera.” And if you want in-person impact? Invest in the details.
💡 Pro Move: Many organisers are now recording their in-person events and distributing highlights post-event. That’s a great way to balance exclusivity with reach—without blowing the budget on hybrid.