Unpacking the Real Cost: Virtual Events vs In-Person Events Cost

Planning an event, whether for clients, teams, or customers, means dealing with one unavoidable truth: events can be expensive. From booking venues to feeding guests and flying in speakers, the costs stack up fast. But what if you could host the same impactful event, reach even more people, and still cut your budget by more than half?

Virtual events are offering just that—a way to deliver high-impact gatherings without the high price tag. In-person events certainly have their place, particularly for situations that benefit from physical presence or real-time collaboration. But when it comes to reach, flexibility, and cost-efficiency, virtual events are proving to be the smarter choice.

In this article, we’ll clarify how the virtual events vs in-person events cost compares. If you're planning your next event and wondering where your budget will stretch further, this breakdown will help you make a smarter and more cost-effective decision.

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Virtual vs In-Person Events Costs: A Closer Look

No matter the format, events require spending across several key areas. However, where and how much you spend depends heavily on whether you opt for a virtual format or stick to a traditional in-person approach.

Cost Breakdown of In-Person Events

When hosting an in-person event, here are the primary budget categories to account for:

• Venue Rental: Often the biggest line item. Prices can vary drastically depending on location, venue type, and duration. A mid-tier venue typically starts at around $5,000, while high-end venues or convention centers can exceed $100,000.
• Permits and Insurance: Depending on your venue and location, you may need liability insurance and event permits, which can add $500 to $5,000 or more to your expenses.
• Catering and Food: From coffee stations to formal dinners, food and beverage costs are typically charged on a per-attendee basis. Expect to spend anywhere between $50 to $200 per person, depending on your menu and service style.
• Travel and Lodging: Bringing in keynote speakers, internal teams, and even attendees can become expensive quickly. Multiply airfare and hotel stays across dozens or hundreds of individuals, and this becomes a six-figure cost for many large events.
• Transportation and Transfers: For larger events or conferences spanning multiple venues, you may need to arrange shuttles, airport pickups, or group transportation; another line item that can quietly increase your budget.
• AV and Production: Professional staging, lighting, microphones, large displays, and on-site AV technicians are crucial for a seamless experience and come at a high cost. A full AV setup can easily run into tens of thousands of dollars.
• Furniture and Equipment Rentals: Not all venues come fully equipped. Staging, chairs, tables, registration counters, and display units may need to be rented separately.
• Staffing and Labor: This includes registration staff, event coordinators, security personnel, setup and teardown crews. The bigger the event, the more staff you'll need.
• Branding and Decor: Custom signage, banners, booth designs, stage backdrops, and branded materials all contribute to your event's atmosphere and budget.
• Waste Management and Cleaning: Cleanup crews and waste disposal services, especially for food-heavy or multi-day events, are necessary and often overlooked.

For a mid-sized conference or expo, these costs combined often push the total event budget to $100,000 to $500,000 or more.

Cost Breakdown of Virtual Events

Virtual events come with their own set of costs, but they’re generally far lower in every category. Virtual event pricing typically covers:

• Event Platform: Virtual event platforms like RingCentral, Remo, or Airmeet form the digital backbone of your event. While some enterprise-grade platforms can cost over $10,000 for large-scale events, Remo offers a more affordable and flexible alternative, starting at $299/month for recurring events and $699 for one-time events. All plans include unlimited events and registrations, with standout features like interactive floor plans, table-based networking, and built-in engagement tools. Custom quotes are available for enterprise clients, making Remo one of the most cost-effective yet feature-rich platforms in the market.
• Software Integrations: You might need CRM, registration tools, interactive polls, or networking add-ons. These extras are often billed separately by platform providers.
• Marketing and Promotion: Just like in-person events, you’ll need to promote your event. This includes virtual event marketing strategies, paid ads, email marketing tools, virtual registration platforms, and social media management.
• Speakers/Hosts: Speaker fees remain but without the added cost of travel, lodging, and hospitality.
• Tech Support and Moderation: To manage breakout rooms, Q&A sessions, and troubleshoot attendee issues, you'll need a virtual event crew; usually, a fraction of the staffing needed for in-person.
• Branded Content: You may still want custom visuals, graphics, or downloadable materials, but digital assets are far cheaper to produce than physical decor.
• Digital Swag and Incentives: Sending attendees branded eBooks, or gift cards is a low-cost way to boost engagement and leave a lasting impression. You can also check these ideas for virtual swag bags.
• Backup Streaming and Connectivity: If you're broadcasting from a studio or central location, investing in a reliable internet setup with backup lines is essential, often costing between $500 and $3,000.
• Post-Event Editing: There are clever ways to repurpose virtual event content such as creating highlight reels or offering on-demand access, which requires post-production editing —an optional but valuable add-on for long-term ROI.

Altogether, a high-quality virtual event typically costs between $5,000 and $50,000, even with premium tools and services. Unless you're producing a massive, global event, virtual remains dramatically more cost-efficient.

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The Hidden Cost Savings of Going Virtual

Beyond the obvious budget cuts,  there are hidden advantages that significantly boost virtual event ROI. With no travel or accommodation needed, attendees and staff save valuable time and energy. You also avoid common last-minute disruptions, like weather delays or vendor issues, that often plague in-person gatherings. Virtual events can be planned in weeks, not months, reducing upfront commitments. Additionally, your content remains available long after the event, ready to be repurposed for marketing, training, or lead generation purposes. 

When Should You Go Virtual?

Virtual excels in situations where flexibility, cost-efficiency, and global access are top priorities. Here are some examples of where a virtual format works:

• Webinars and Product Launches: Great for showcasing products or thought leadership to a broad or international audience without geographic limitations.
• Training, Internal Town Halls, and Stakeholder Briefings: Virtual sessions allow for more frequent, inclusive, and trackable internal communication.
• Lead Generation Events: Virtual summits, masterclasses, and conferences often drive higher attendance and better analytics to fuel marketing funnels.
• Budget-Conscious Brands or Startups: When you’re working with lean teams and tight budgets, virtual eliminates most of the costly overhead without sacrificing professionalism.
• Events with Tight Deadlines or Uncertainty: Need to pivot fast or unsure about future restrictions? Virtual allows for faster turnaround and less financial risk.

In short, if you're prioritizing reach, speed, and cost-efficiency, a virtual format isn’t just a good option, it may be your best one. Learn more about virtual event planning on our blog. 

When Does In-Person Make More Sense?

Despite the higher costs, in-person events are unbeatable for building relationships, trust, and brand presence. They shine in moments that demand human energy, physical interaction, or deep immersion. Here are some situations where in-person is the stronger choice:

• Hands-On Workshops and Demos: Product testing, physical prototypes, or team-building activities that rely on being present.
• VIP Experiences and High-Touch Hospitality: Galas, executive roundtables, or donor events that require a luxury, exclusive feel.
• Brand Activations and Sponsorship Showcases: Physical booths, custom stage designs, or immersive brand environments that benefit from live impact.
• Celebrations, Award Shows, and Ceremonies: Moments where ambiance, applause, and shared energy elevate the emotional value.

If your event depends on real-world connection, presence, or physical interaction, in-person may be worth the investment.

The Price of Connection: Face-to-Face vs Screen-to-Screen

At the end of the day, choosing between virtual and in-person comes down to what you want your event to achieve and how much you're willing to spend to get there. Sure, in-person events have their moments, such as the on-site atmosphere and the spontaneous hallway chats. But they also come with a hefty price tag.

Virtual events, on the other hand, offer a simple promise: more reach, less hassle, and a whole lot of savings. They're not just a fallback—they're a smarter way to bring people together, especially when budgets are tight and timelines are short. 

And if you’re leaning toward going virtual, the platform you use can make or break the experience. That’s why Remo is a great pick for those who want something more interactive than just a standard livestream. It creates a real sense of connection with its table-based layout and interactive spaces, so attendees don’t just watch, they actually talk, network, and engage. 

So, if you're planning your next event and want it to be easy on the budget but big on experience, a virtual option might just be your best move. And with Remo behind you, it won't feel like a compromise at all. Book a demo and discover how it makes hosting an event more efficient. 

Frequently Asked Questions about Virtual vs In-Person Events Costs

1. What is the average cost difference between virtual and in-person events?

On average, virtual events cost 60–90% less than in-person events. While in-person formats can exceed $100,000, many virtual events are successfully executed for $5,000 to $50,000.

2. Why are virtual events more cost-effective?

Virtual events eliminate major expenses like venue rental, catering, travel, and on-site staffing. Most of the budget goes to digital platforms, production, and promotion, making them leaner and more scalable.

3. What hidden costs should I expect with in-person events?

In addition to obvious costs like venues and food, in-person events may require permits, insurance, furniture rentals, waste management, and COVID-19 safety protocols, all of which add up quickly.