Number of participants
The number of participants is the main differentiating factor between a meeting and an event. It is also one of the easiest to specify.
Once you reach 50 participants, almost everything changes. Once this number is exceeded, the organizer no longer has the same relationship with the participants; he no longer has the same control over his audience. It is not uncommon for all participants in a meeting to speak at some point. However, this will not be the case in an event.
This is partly because attendance at a meeting is often mandatory, while attendance at an event is usually optional. Depending on the type of gathering, participants do not have to be involved in the same way and do not show the same level of attention throughout the meeting.
In short
| Virtual Meeting | Virtual Event |
| From 2 to 50 people | More than 50 people |
| Often, attendance is mandatory | Attendance optional |
| Members of your team or business partners | Employees, shareholders, current or potential clients, members, students, citizens… |
Purpose
What do you want to accomplish with this meeting? Do you want to get feedback from participants or give a talk? Do you want to introduce a new product or get to know a new employee? By specifying the goal(s) of the meeting, you will be able to assess your needs in terms of event organization and functionalities for your webcasting tool (e.g., voting, virtual tables, question box, and more).
In short, a virtual meeting is a multi-directional communication; the organizer as well as all participants can speak. A virtual event is a more unidirectional communication; only a limited number of people specially chosen by the organizer can speak.
In short
| Virtual meeting | Virtual event |
| Direct interaction (e.g., independent speaking) | Controlled interaction (e.g., moderated questions, polls, controlled speech) |
| e.g., team meeting, group interview | e.g., AGM, conference, congress |
| Multi-directional exchanges | Presentation of content |
Level of organization
Unlike a virtual meeting that can be organized at the last minute, a virtual event requires a higher level of organization. Speeches, video, PowerPoint, Keynote, music, lighting, decor… Many things need to be prepared for an event.
Many organizers also want to record and archive the webcast of their virtual event. This valuable content can be viewed and shared later.
Events are much more complex than meetings. The fact is that organizing large-scale virtual events requires uncommon expertise in combining event logistics and webcasting technology.
In short
| Virtual meeting | Virtual event |
| Can be organized at the last minute | Planned in advance |
| Not archived | Massively consulted archive |
Level of security
The level of security required for a webcast can vary greatly from one industry to another and from one company to another, sometimes even from one gathering to another. There are two main elements to consider: where the participants are coming from and what information is being shared.
In the case of a meeting, all the people invited may belong to the same computer network and be from the same organization. Sometimes you will invite outsiders, business partners or customers, but almost always they will be people you know.
For an event, the target audience is often broader. Think, for example, of a president’s address that everyone in the company must attend. The audience may also be a mix of people from different countries or regions who speak different languages. Some events are open to all. This would be the case for a product launch that may be of interest to a wide range of customers.
For a meeting or an event, it is possible that you present sensitive or confidential content. This would be the case for an AGM or a board of directors meeting, for example. In such a situation, it is important to validate the security procedures offered by the chosen webcasting tool.
In short
| Virtual meeting | Virtual event |
| You know the participants | You do not know all the participants |
| Participation by invitation | Participation by invitation or without invitation |
| Small number of invitations | Large number of invitations |
So, your gathering: virtual meeting or virtual event?
Clarifying these elements will help you choose the best webcasting solution for your gathering. When in doubt, don’t hesitate to ask questions to your webcasting service provider or to ask an expert.
Virtual meetings and virtual events may look similar at first glance, but they are actually very different. Make sure you know the difference when looking for the best webcasting tool for you.
