Virtual Event Planning: The Basics Explained

Creating and holding a compelling event that grabs your attendees’ attention is not an easy task. 

Now add on top of that the reality of the current state of the world, and your future event is now a virtual event, with its own unique set of challenges.

If you’re intimidated by the thought of holding a virtual event, don’t worry. We’ve got you covered with some virtual event ideas to help you plan your event.

Keep reading for more info on virtual event planning. 

What Is a Virtual Event?

A virtual event is an event hosted online, without any physical presence required from its attendees. A virtual event is accessible to anyone who wants to register and has an internet connection. A virtual event could be a live stream, recorded audio or video, an audio call, or a combination of these things.

Since the COVID pandemic began, many are turning to virtual events to keep themselves safe. Many pop-culture conventions and panels have been hosted online in a virtual environment. Many business events have also turned into virtual events.

Decide What Your Event Will Be

Before you do anything else, decide what your event will be. What will be the tone of the event? When will it be held? 

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Are you planning on having any guest speakers, or guest panels? You may also need a host(s) to keep the event going, as well as moderators (especially if chat is involved).

Choose the Right Platform

You will need a platform for your virtual event. Look for something that’s easy to use, scalable, and able to host all of your needs.

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Your chosen platform should also be able to host or stream your content. Not all of them stream video, for example, so if your event will be video heavy you may want to choose a different platform. Or you may want to conduct polls or have a Q&A session. 

A few examples of virtual event platforms are Hoppier, Cvent, vFairs, and Zoom. Make sure to do your research to find the right event platform for you.

Market Your Event

No event is going to be successful without good marketing. Make sure to market your event well in advance.

Social media is great for this. You can share your event details to multiple social media sites and get event registrations from all around the world.

Source Good Venues and Vendors

A virtual event can be hosted from your home or office. Or you could rent out an event space and host it from there.

While it may sound counterintuitive, virtual events can also have vendors. It’s possible to source vendors who will ship products to your guests or hire musicians to perform live. You can hold virtual wine tastings, chocolate tastings, or yoga events.

For more info on the types of virtual vendors and venues, you can hire, check out The Vendry website.

Virtual Event Planning

Virtual event planning involves a lot of work, but with these tips (and a lot of planning and testing in advance) you can hold a successful event.

Be sure to check out more posts in our Business and Technology sections. 

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