Switching the event type is possible to a certain extent and in some cases. It also implies consequences and actions from the organizer's side.
Switching the event type is possible without numerous consequences before there are no registered participants.
When the event has registered participants, meeting requests or scheduled meetings, the change is not recommended (read below the specific cases when we do not recommend this change).
From Online to Hybrid
The event doesn’t have any participants
- Contact us and we change the event type
- After the change is made, adjust the sessions - define which need to be hybrid, which on-site and which stay online
- Set up a limit for on-site participants (if needed)
- Check if some custom questions or tickets need to be specifically defined for on-site or remote participants.
The event has participants but no scheduled meetings or meeting requests
- Contact us and we change the event type
- After the change is made, adjust the sessions - define which need to be hybrid, which on-site and which stay online.
If you change a session from online to on-site, the session will be removed from the agenda of all remote participants, because remote participants are not allowed to attend on-site sessions.
- Inform the participants about the change through an outbox message. Make the participants aware that they can now switch their attendance type to On-site if they want (add the link to Edit Profile in the message)
- On-site participants will be able to indicate how they will attend hybrid sessions. Let the participants know that they should check their agendas and set their attendance (add the link to Agenda in the message)
- Set up a limit for on-site participants (if needed)
- Check if some custom questions or tickets need to be specifically defined for on-site or remote participants
- If changes are made to tickets, check whether participants have the correct tickets
The event has participants and scheduled meetings or meeting requests
This change is not recommended.
- Setting up a limit for on-site participants would not be possible if there is already a high number of participants
- If payment is enabled on the event, this change is not possible because some tickets have already been sold
- If you still want to go ahead with the change, contact us and we change the event type
- Let us know the details about the agenda - which matchmaking sessions should be switched to hybrid/onsite and we will make the switch. Let us know these details in advance because we need the help of our development team.
If a session is switched to on-site, it will be removed from remote participants’ agenda.
- Organizers adjust the regular sessions - define which need to be hybrid, which onsite and which stay online
From On-site to Hybrid
The event doesn’t have any participants
- Contact us and we change the event type
- Look into the agenda and adjust the sessions - define which need to be hybrid, which online and which stay on-site
- Set up a limit for on-site participants (if needed)
- Check if some custom questions or tickets need to be specifically defined for on-site or remote participants.
The event has participants but no scheduled meetings or meeting requests
- Contact us and we change the event type
- Look into the agenda and adjust the sessions - define which need to be hybrid, which online and which stay on-site
- Let the participants know about the change:
- Participants can now switch their attendance type to online if they want
- On-site participants can indicate how they will attend hybrid sessions
- Set up a limit for on-site participants (if needed)
- Check if some custom questions or tickets need to be specifically defined for on-site or remote participants
- If changes are made to tickets, check whether participants have the correct tickets.
The event has participants and scheduled meetings or meeting requests
This change is not recommended.
- The matchmaking sessions need to be switched to hybrid/online by our development team and can't be done on short notice
- We will need to know in advance which 1:1 meetings should be converted to online
- If you still want to go ahead with the change, contact us and we change the event type. Please take into consideration that we need around one week for this change
- You can adjust the regular sessions afterwards - define which need to be hybrid, which online and which stay on-site.
From Hybrid to Online
The event doesn’t have any participants
Contact us and we will proceed with the following:- First, we change all sessions to online
- Then, we change the event type to online.
The event has participants but no scheduled meetings or meeting requests
- Contact us and we change all sessions to online
- Let the participants know that the event was switched to online through outbox messages, the meetings that they schedule will be held as online video calls and (probably) the sessions will be held via live stream or video conferencing.
The event has participants and scheduled meetings or meeting requests
- Contact us and we change all sessions to online. As we need help from our development team for this switch, make sure you let us know in advance
- Let the participants know that all of their existing meetings will be switched to online video calls and (probably) the sessions will be held via live stream or video conferencing.
From Hybrid to On-site
The event doesn’t have any participants
- Contact us and we will proceed with the following:
- First, we change all sessions to on-site
- Then, we change the event type to on-site.
The event has participants but no scheduled meetings or meeting requests
- We changes all sessions to on-site
- We need the help of our development team to change the attendance of all remote participants to on-site and to change the event type to on-site, so let us know in advance about this change.
The event has participants and scheduled meetings or meeting requests
Currently, switching the event type from hybrid to on-site is not possible. If there are scheduled online meetings on the event, there is a high chance that there will not be enough tables to make the switch.