For this guide, “phygital” means an event design that connects a physical activity with a useful digital action. An exhibitor might pair an in-person product demonstration with a remote specialist call; an organiser might let on-site and remote delegates ask questions in the same session.
Choose the audience task before the technology
Write the action the participant should complete: inspect a product feature, discuss a specification, attend a session or book a follow-up. Decide whether a standard video, live call or interactive model serves it. If a proposal offers a “digital twin” or “metaverse” hall, ask which objects are modelled, which information is current and who updates it.
Decide what AR and VR should demonstrate
W3C’s XR Accessibility User Requirements note describes augmented and mixed reality as interactions involving overlays on the real world, while virtual reality concerns immersive computer-mediated experiences. It also discusses accessibility challenges. Use it as a guide to user needs when you plan immersive content.
For a product display, decide what can be demonstrated digitally and what still needs a physical sample, technical inspection or conversation. Compare model creation, hardware, content updates, staffing and shipping in the same cost sheet. Use that sheet to decide which shipments, if any, a digital model can replace.
Give remote participation its own workflow
- Name a remote audience host who explains the programme and monitors questions.
- Schedule the times when booth staff can take remote calls, and provide a fallback when the floor is busy.
- State which sessions, models and meetings the remote pass includes.
- Rehearse the journey from login to the intended action on the devices and connection conditions your audience will use.
A livestream may be the right scope for a session. If interaction is part of the offer, test that interaction as well as the broadcast.
Design accessible alternatives at the start
W3C’s accessible audio and video guidance explains captions, transcripts, description of visual information and accessible media players. Apply the relevant guidance to the media you plan. For an immersive display, use the XR note to explore alternative inputs, adjustable interaction and a non-immersive route for people who cannot use the proposed hardware.
Test the alternatives with the intended audience. Record device compatibility, support arrangements and any requirement to download software. Confirm which browsers each model supports and who provides the hardware.
Agree what sponsors and participants actually receive
Describe digital placements, session access and reporting in the contract. Separate the available inventory from the audience that sees it. Tie any audience, lead or carbon figure in the contract to a defined measurement method.
Measure the task, then decide whether to repeat it
Record completed demonstrations, answered questions, attended remote meetings and agreed follow-ups using a defined counting method. Compare the cost and staff effort with the result you sought. Use the findings to decide whether to repeat, simplify or drop each digital component next time.
Explore Events Checker’s events list and confirm each organiser’s physical and digital attendance options on its official site.
