Virtual events are the new norm now. Especially in the post-pandemic age, they have become the preferred event format for most organizers. WiFi Talents conducted a study that found that more than 50% of attendees prefer virtual and hybrid events because they are convenient. Given this percentage, it won't be a surprise if we get to see more and more virtual events happening across sectors. But virtual event planning doesn't mean easy planning. In comparison to in-person events, virtual events give more leeway to attendees, but they need equal attention in terms of event strategy, promotions, and attendee engagement. This blog will provide you with a complete virtual event guide on how to host a virtual event successfully and keep your attendees coming back to you.
Virtual Event Planning: Fundamentals To Keep In Mind
Virtual event planning is not significantly different from in-person event planning. The execution is different, but the fundamentals remain the same. Here is a basic checklist you can refer to before jumping into the planning process:
Pick Your Content Style
Think about doing your sessions live, making them available whenever people want, or doing a bit of both. Usually, mixing live stuff with recordings is the way to go. Live sessions get people involved, and recordings let them watch when it fits their schedule.
Know What You Want to Get Out of It
Figure out what success means to you – like getting sign-ups, having people participate, good survey scores, or folks coming back. Knowing this helps you see what went well and what to fix for next time.
Make a Simple Guide for Attendees
Put together a quick guide or video that shows people how to join sessions, watch the main talks, use the chat, and meet other people, and get help if they need it. This way, they'll feel ready before the event begins.
Be Ready for Tech Problems
Have a backup plan in case the internet goes down – like having someone else ready to present, having pre-made recordings, or another way to let people know what's happening.
How Much Will It Cost?
Think about whether you want to make the event free or charge for tickets. You could also have different levels – like free for basic stuff and pay for things like special workshops or recordings.
How Long Should Each Session Last?
Keep each session short and interesting – somewhere between 20 and 40 minutes is good. This helps people pay attention and not get tired of staring at a screen.
Help People Connect
Give people ways to chat, like chat rooms, breakout sessions, matchmaking options, or ways to set up one-on-one meetings.
Virtual Event Guide: All You Need To Host Your Next Virtual Event
In this section, let's try to better understand how to host a virtual event. As we discussed earlier, virtual event planning is not difficult to excel in if you follow a virtual event guide such as this one. Keep reading!
Define Your Objectives And Identify Your Audience
Hosting a virtual event begins with asking yourself what the goal is behind your virtual event. It could be training, discussion, promotion, or anything else. Next, move on to identifying your target audience. You could do that based on demographics, profession, needs, etc.
Figure Out The Basics
Now that you know your goals and who your event is for, it’s time to plan. Decide if it will be live or recorded and choose the right platform. Set the time, pick where people can watch, decide who can join, and plan how to share it online.Pick The Right Platform
This one's a crucial step in virtual event planning. Your choice of virtual event platform significantly influences your virtual event success. It's best if you choose a platform that offers you a variety of networking and engagement options. Some of the latest exper-given virtual event tips mention gamification, custom environment, AI-matchmaking, networking tables, etc. Look for a platform that provides you with most of these features.
Spread The Word About Your Event
To attract people to your virtual event, spread the word early. Use social media, emails, and websites to share exciting updates. Create short videos or posts that highlight why the event is worth joining. Encourage speakers and partners to promote it too — teamwork helps reach a bigger audience.
Get Your Attendees To Register
Virtual event planners sometimes don't give event registration enough thought. Sure, they get people to sign up, but the way they do it matters. Event registration is the first contact attendees have with your event. If you put some care into it—by customizing the registration form, making your brand visible, and using clear calls to action—you have a better chance of getting more people to attend. Plus, it's a helpful method for you to gather details about your attendees and better adjust your event to what they want.
Focus On Attendee Engagement
Keep your audience involved throughout the event. Use polls, Q&A sessions, and live chats to make them feel included. Add fun breaks, games, or short challenges to keep the energy high. When people can share ideas and connect, the event becomes more memorable and enjoyable for everyone.
Collect Post-Event Feedback
After the event, ask attendees what they liked and what could be better. Send a short, friendly survey while the experience is still fresh. Feedback helps you understand what worked well and how to improve future events. Always thank participants for their time and ideas — it shows you value them.
Wrapping Up:
Virtual events are getting more popular every day. People enjoy them because they are simple to join and usually cheaper. That means more event organizers and attendees are preferring them. So, virtual event planning needs real thought, just like in-person event planning. A great virtual event means picking the best platform, making registration easy, reaching your audience, and paying attention to what they say. If you put sincere effort into virtual event planning, your virtual events can provide your attendees with as immersive an experience as an in-person event provides.
