Got something important to share? Maybe it’s a business update. Maybe you are launching a new service. Or maybe you just want to bring people together to learn something or share ideas. But the big question is, should you host a conference, a workshop, or a webinar?
It can be tricky to figure out.
It is not only about how much you are spending or how many people can show up. What really matters is why you are doing it. What do you want people to take away when it is over? That is where the real decision begins.
So in this post, we will explore the main differences between a conference, vs. workshop vs. webinar, how each serves a different purpose, and how to decide which format fits your goals. Don’t worry, we will keep things simple.
1. Conferences: Great for Big Ideas and Bigger Audiences
When you think of a conference, you might picture a hall packed with people wearing name tags, coffee in hand, and speakers on a big stage. That’s part of it, but a conference is more than just that.
Basically, a conference is a big event where folks from a specific industry or interest come together. Imagine marketers, engineers, real estate agents, or healthcare workers meeting up. People come to hear about the latest trends, listen to experts, and maybe participate in smaller sessions. But really, it is all about learning from each other and making connections.
Conferences are never small. Even the so-called smaller ones take a lot of planning, money, and people to manage. You need a venue, speakers, registration tools, and a way to handle hundreds or even thousands of attendees. Here, event tech solutions such as event registration & ticketing, badge printing, access management system, mobile event app, etc. play an essential role to simplify the event and improve the attendee experience.
So, when should you consider a conference? It makes sense if you want to gather a community, if networking is as important as learning, if your audience wants a mix of keynotes, panels, and smaller sessions, or if you have enough content and speakers for a full day or more.
It’s easy to confuse conferences with conventions, but they’re not the same. Conventions usually have a broader focus and might include trade shows, fan meetups, or association events. You’ll often find entertainment and booths at conventions, while conferences are more about education and networking without the extra noise.
2. Workshops: Hands-On, Smaller, and Focused
Now, let’s talk about workshops.
Workshops are a different kind of event. While conferences can feel big and full of movement, workshops are more like stepping into a classroom where you are expected to roll up your sleeves. They are smaller, more personal, and focused on doing, not just watching or listening.
If a conference feels like sitting in a large lecture hall, a workshop feels more like pulling up a chair at a group table. People don’t come just to listen. They come to ask questions, try things out, and leave with something useful they didn’t have before. It’s practical. You are not just talking about ideas, but you are learning how to apply them.
Workshops can be for five people or fifty. Either way, the goal stays the same: help attendees learn something specific in a shorter time frame. You might run one for product training, creative writing, leadership coaching, or even coding basics. It is not about high-level strategy or inspiration, but it is about learning by doing.
A webinar vs workshop comparison is also worth making here. Many people assume they’re the same since both can be virtual. But the main difference is interaction. A webinar usually means one person talks, and the audience listens quietly. A workshop? That’s two-way. Maybe even all-way. Attendees jump in, take part in activities, and maybe split into breakout rooms. It’s less presentation, more participation.
So, when should you think about hosting a workshop? It works best when you’ve got something to teach, not just something to talk about. If you want people to walk away with a skill they can use, or if you need input, teamwork, or real-time feedback, then a workshop is the better fit. And because they are small by design, it’s easier to keep things focused and useful for everyone involved.
3. Webinars: Easy and Flexible Online Events
Webinars have taken off, and it is not just because of the pandemic. They are cost-effective, simple to set up, and you can join from anywhere. But they are not like conferences or workshops, and trying to make them the same can lead to problems.
A webinar is basically an online event where one or more speakers present to an audience. It can be live or pre-recorded. Usually, the audience can ask questions through chat and interact in real time.
When they are done right with online event solutions, they can be very effective. You can connect with hundreds or thousands of people without needing a venue. They are perfect for product demos, sharing expert insights, or giving updates.
So, when should you consider a webinar?
- When your audience is spread out
- When you want to keep costs down
- When you need to get things organized quickly (you can set up a webinar in weeks)
- When you want to record it for later use
But here is the thing: people often mix up conference vs webinar, thinking a big webinar is just a small conference. They are not the same. The way people engage, how it is structured, and what attendees expect are all different.
Also, don’t mix up a webinar with a webcast or a podcast.
-A webcast is more like a one-way broadcast to a big audience, with little interaction. Think livestreamed TV.
-A podcast is generally audio-only and available on demand. You listen to it later, not live.
Just to clarify:
Webcast vs webinar vs podcast is mostly about the format and interaction.
- Webcast: one-way, large audience, live
- Webinar: some interaction, mid-size audience, live or recorded
- Podcast: audio-only, no interaction, on-demand
Related Blog: How to Manage Event Registration For Meetings, Conferences & Workshops
Making the Right Call: Conference vs Workshop vs Webinar
Now comes the hard part. Conference vs Workshop vs Webinar? Which one should you host? Here’s a quick breakdown based on goals and needs:
| Goal | Best Fit |
| Bring a community together | Conference |
| Teach a specific skill | Workshop |
| Share information quickly | Webinar |
| Facilitate networking | Conference |
| Create hands-on learning | Workshop |
| Promote a product or service | Webinar |
| Keep costs down | Webinar |
| Offer multiple types of sessions | Conference |
| Build trust through interaction | Workshop |
It also depends on your audience size, time, and budget. A good rule of thumb: the more interaction and depth you want, the smaller and more focused the event should be.
And don’t forget, these are not your only choices. You might also be wondering about conferences vs. meetings. That is another common confusion. A meeting is usually internal. It’s your team, your board, or your partners. In simple words, it is not an event you promote to the public. A conference, on the other hand, is a different type of event where you invite others in and offer value and content.
Related Blog: 15 Event Content Creation Ideas You Need to Try in 2025
Hybrid Events: A Simple Overview
You don’t always have to stick to just one format. Mixing things up can be a good call.
For example, if you’re hosting a small workshop in person, you could also stream it online by using a livestreaming solution. Or if you are running a conference, think about offering some virtual workshops before or after the main event.
Just remember, you are not limited to one way of doing things. Know your audience and what they want. Try smart event tech solutions and host your event successfully.
Final Thoughts
So, which should you host: conference vs workshop, vs webinar?
It all comes down to what you want to achieve.
- Choose a conference if you’re looking to build a community or brand.
- Go for a workshop if you want to teach something hands-on.
- Pick a webinar if you need to keep things simple as you grow quickly.
Also, remember the other terms we talked about, like the differences between webinars and workshops, or conferences and conventions. Each one has its own feel, and picking the right format can really set your event up for success.
Start with this question: What do I want people to take away?
Once you figure that out, planning your event gets much easier.
