Online Event Platform

A Comprehensive Guide To Virtual and Online Event Planning (Best Practices & Checklist)

In the era of digital connectivity, virtual events have emerged as a game-changer in the world of event planning. With the ability to connect people from all corners of the globe, virtual events have revolutionized the way we gather, engage, and share knowledge.

However, organizing a successful virtual event requires an online event planner, technical expertise, and a deep understanding of the digital landscape.

Thus, you will get valuable insights, and practical tips to plan and execute a memorable virtual event on a customizable virtual event platform.

What is a Virtual Event?

A virtual event refers to conferences that take place online, allowing participants to connect remotely through various digital platforms. Unlike traditional in-person events, online event planner leverage technology to create immersive and interactive experiences in a virtual space.

Virtual events can take many forms, including webinars, virtual conferences, trade shows, networking events, product launches, and more. Thus, they provide an opportunity for organizations to bring audiences together, eliminating the need for travel and allowing participants to attend from the comfort of their own location.

These events typically include features such as live or pre-recorded presentations, panel discussions, Q&A sessions, interactive workshops, and chat functionalities. Also, they may incorporate multimedia elements, such as videos, slideshows, and polls, to enhance audience engagement.

Why host a virtual event?

A virtual event will enable you to invite those who would not often be able to attend due to physical limitations, hectic schedules, or financial constraints. They save money because a physical event place is not needed. They provide presenters with a tonne of wonderful chances to get useful information about their audience.

Following the epidemic, organizations have been able to maintain brand awareness campaigns and develop fresh approaches for interacting with key audiences.

How do you plan a virtual event?

A lot of the same steps you would take to create a totally in-person event apply to virtual events as well. However, what sets this event planning apart is the way you conduct audience research, the event type you select, the venue you select, and the event technology partner with to manage it all from beginning to end.

Step 1: Analyse your online audience

Now that it can be accessed by almost everyone on the planet, your virtual event audience might not look the same as your in-person event audience. Create target attendee profiles with this in mind. Pick the key issue you want to resolve for them. Then, think about inviting speakers who couldn’t often attend live events. Offer digital tools and materials that will benefit your target guests even more, such as workbooks and templates.

Step 2: Select a type of virtual event

Select from recorded sessions, live streaming, or a combination of both. For conferences or seminars that include a Q&A session between the presenter and the audience, live streaming work best. Attendees have the choice to watch pre-recorded sessions whenever they have time or to download and save the content for later.

Step 3: Select the venue.

Target audiences on social media platforms like Facebook or TikTok, think about posting your event’s live stream there. If the session is pre-recorded, you can try posting the videos on a separate website with a distinctive URL. By making participants provide their email addresses at the virtual door, you can expand your email list.

Step 4: Make use of virtual event technologies.

Virtual event technology is required to assist you in planning, executing, and measuring the success of your activities. Once you’ve determined your objectives, use a virtual event planning template to organize your action plan. The rest of your tools will be defined by the type of event you want to host and the KPIs you choose.

Checklist of Virtual Event Planning

  •       Create lead goals that directly support your marketing, sales, and overall business goals.
  •       Define your target audience by knowing customer personas, and identifying the highest ROI groups most likely to engage with this new content.
  •       Choose a topic or group of topics to focus on based on your audience’s needs and wishes.
  •       Come up with a unique name, slogan, or hashtag that has never been used by any other event in your industry.
  •       Select the structure of the event.
  •       Multi-session conferences or his one-off short workshops, depending on the topic you want to cover.
  •       Choose the time zone, date, and time, or date that best suits your audience’s technology habits.
  •       Outline or record your internally edited content.
  •       Invite speakers, partners, and team members to speak and moderate.
  •       Design plans for digital marketing and advertising.
  •       Get sponsors on board.
  •       Set up your website, landing page, or hosting platform.
  •       Keep all the moving parts organized with virtual event planning software.

What virtual event technology do you need?

There are five main types of virtual event technology to run a high-quality event online. They include:

  •       Website builder to promote and host event information
  •       Registration tool for collecting emails, sharing updates, and sending access links
  •       Physical equipment such as cameras, lighting, and microphones to improve video quality
  •       Video editing software for pre-recorded sessions
  •       Virtual event planning software that tracks


By following this ultimate guide, you as an online event planner are equipped to plan and deliver a remarkable virtual event. Remember to choose a customizable virtual event platform, engage your audience through interactive features, and prioritize seamless technical execution.

Moreover, with careful planning and the best online event solution, you can create virtual events to meet the expectations of the participants. This helps leave a lasting impact and sets new standards in the world of virtual event planning. Embrace the power of virtual events, and unlock endless possibilities to connect, engage, and inspire your audience in the digital realm.

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