The Rise of Virtual and Hybrid Events

Virtual and hybrid events have evolved from short-term fixes during the COVID-19 pandemic into essential long-term strategies for event organisers.

When in-person gatherings were cancelled or severely restricted in 2020, virtual events quickly became the go-to solution, allowing businesses, educational institutions and communities to stay connected in a time of physical isolation.

Even as restrictions eased, hybrid events (combining live, in-person experiences with digital components) remained a powerful way to offer flexibility while expanding audience reach.

Not only do virtual and hybrid events break down geographical and logistical barriers, but they also provide greater accessibility for individuals who may have physical limitations, tight schedules, or other constraints.

These factors have meant that in the years since the pandemic, and despite the return to normal scheduling for in-person mass participation sporting events, there still remains a large percentage of people who are taking part in virtual and hybrid events.

So with these event types becoming a mainstay for participants, we’ve put together this guide to help event organisers understand both the benefits and potential challenges that virtual/hybrid events can have to ensure that your next event is smooth and efficient for everyone involved!    

What is a Hybrid Virtual and In-Person Event?

A hybrid sporting event combines virtual and in-person experiences, ensuring both audiences enjoy the same value.

• In-person participants join on race day.  
• Virtual participants take part remotely through event apps, livestreams or on-demand content.  

Both groups can access shared elements like leaderboards, challenges and live updates, creating a unified experience. The goal? Everyone feels part of the action, whether they’re crossing the finish line on-site or tracking their run remotely.  

Common hybrid formats for sporting events:

• Live race day with virtual participants running during designated time windows.  
• Remote leaderboards tracking performance across locations.  
• On-site race combined with virtual challenges or fitness goals.  
• Physical race day booths paired with virtual showrooms for sponsors.

The Benefits of Hybrid Events
Hybrid events combine the energy of in-person experiences with the expansive reach of virtual platforms, offering a powerful way to connect audiences.

Broader Audiences, New Markets  

• Cater to both local attendees and remote participants simultaneously.  
• Break barriers and reach global audiences without requiring extensive travel.

Enhanced Accessibility  

• Features like closed captions, sign language, and recorded replays ensure inclusivity across diverse needs and time zones.  
• Enable full participation for those unable to attend in person.

Dynamic Sponsorship Opportunities  

• Provide sponsors with flexible packages, from physical on-site branding to digital offerings like virtual booths and clickable CTAs.  
• Deliver deeper insights and increased engagement opportunities for sponsors.

Strategic Content Creation  

• Capture live content and transform it into reusable assets like video clips, guides, and on-demand sessions.  
• Extend your event’s value and relevance long after it ends.

What are the Challenges of Hybrid Events?
Hybrid events offer incredible opportunities to engage both in-person and virtual audiences, creating a more inclusive and far-reaching experience. However, they also come with unique challenges that require careful consideration, such as:

1. Technical complexity
2.  Audience parity
3. Content design
4. Cost management
5. Community cohesion

By anticipating these potential challenges and implementing proactive solutions, organisers can create a seamless and engaging hybrid event experience. Addressing technical issues,  delivering valuable content, and building community cohesion ensure that both in-person and virtual audiences feel included and satisfied. This forward-thinking approach not only enhances the event’s impact but also strengthens its success and overall reach.

What are the Biggest Advantages of Virtual Events?

Virtual events have several benefits for both participants and organisers. This includes:

Inclusivity and Reach

• Virtual events remove barriers, allowing people to participate from anywhere, no matter their location, travel costs, or mobility needs. This means broader access for individuals who might otherwise be excluded from in-person events. 
• Parents juggling childcare, shift workers with non-traditional schedules, and busy professionals can all take part thanks to flexible scheduling and on-demand content. Virtual events create opportunities for everyone to engage on their own terms.

Lower Costs and Friction

• Hosting a virtual event significantly reduces expenses such as venue rentals, travel for staff and attendees, and accommodation costs. This allows you to allocate your budget more effectively or reinvest savings into improving the event experience. 
• Virtual events also require shorter planning lead times and simplify logistics. There’s no need to coordinate catering, physical setup, or on-site staffing, making the process smoother and more efficient.

Data and Measurability

• Virtual platforms offer powerful tools to track attendance, watch time, engagement, and conversions in real time. These insights provide a detailed understanding of how participants interact with your event and content. 
• Analytics allow you to continuously improve your programmes and demonstrate value to sponsors by providing clear ROI metrics. Data-driven decisions ensure future events are even more successful.

On-Demand Content

• By recording sessions, you can extend the life of your event and increase its long-term value. Recordings allow attendees to revisit their favourite moments or catch up on sessions they missed.  
• This flexibility enhances the overall experience and fosters ongoing engagement with your content, even after the event ends.

Sustainability

• Fewer travel requirements, no large scale venue operations, and less on-site waste mean a significantly smaller environmental footprint for virtual events. They offer an eco-friendly alternative to traditional gatherings, making them an ideal choice for organisations prioritising sustainability.

For mass participation sports, virtual events take inclusivity to the next level. Runners, walkers, and cyclists can complete challenges at their own pace and in their own location while still feeling connected to a larger community. Virtual leaderboards, progress tracking, and interactive features create a shared experience, even when participants are miles apart.

Practical Planning Checklist

• Define your audience split: expected in-person vs. remote numbers
• Set clear objectives: reach, engagement, fundraising, sales or community growth
• Build an agenda for both audiences: segment lengths, interactivity and breaks
• Select reliable platforms: streaming, chat, Q&A and registration
• Prepare content assets: speaker briefs, lower thirds, slides and caption files
• Rehearse: full technical run through with backups
• Reward participation: plan virtual medals, fulfilment and any presentation options
• Measure and iterate: track engagement, medal redemption and sponsor KPIs

Using Virtual Medals to Elevate Your Hybrid and Virtual Events

Medals make milestones meaningful, serving as a tangible reminder of achievements worth celebrating. They bridge the gap between in-person and virtual audiences, creating a shared sense of accomplishment regardless of where participants are located.

At Running Imp, we take this a step further by offering a wide range of virtual medals, perfect for virtual events, online challenges and remote participation.

These medals can be fully customised to reflect the unique identity of your event, ensuring every participant feels connected and recognised for their effort.

With Running Imp, you can:

• Personalise medals to match your branding and event theme.
• Choose enhancements such as UV printing and colour-sprayed finishes for standout designs.
• Opt for eco-friendly wooden medals to meet sustainability goals.
• Order in bulk and plan timelines with dedicated support.

Speak to our team today to discover how we can provide tangible solutions for your next virtual or hybrid running event!