Organizing virtual events might be easier than you think.

Haley Wong Jun 18, 2021

The global pandemic of the COVID-19 has been impacting the live events industry. Hold on if you are thinking this is going to end your upcoming events. Don’t panic; we are still affiliating you with a tech-savvy look. EventX has created a full suite of tools, tips and resources to help you gather your participants despite of the geographical distances. Through holding virtual events with us, distance is no longer a barrier for connecting people! Hereby, we’ll introduce a full set of virtual event solutions for you.

How does virtual events differ from live events?

As its name implies, a virtual event will eliminate the during-event processes like live reception and check-in, name badges printing, or real-person networking. In lieu, virtual event tools will streamline these services online. At the same time, organizers and participants can still utilize the event app or tool to view real-time event information, exchange contact by scanning QR code or virtual business cards, interact with speakers through live polling or Q&A session or even do biz matching.

So, What to Do If I Want to Hold an Online Event?

If you haven’t organized a virtual event before, you may run out of ideas on how to engage your attendees or adapt to a new conference tool. Hence, we would like to provide some tips so that you can put your mind at ease.

  1. Re-define your goal of virtual event so that you’ll never deviate from your event aim
  2. Set a clear timeline for each part of your event to have a better time management
  3. Specify the guidelines on how to raise engagement or business returns
  4. List out the things you may need for a virtual event:
  • Registration page
  • Ticketing & payment
  • Virtual Events Tools setup
  • Manage your attendees
  • Attendees engaging flow setup
  • Pre-event rehearsal with speakers & your team
  • In-event technical support and facilitation
  • Post event report services

Full Solutions for Holding Various Online Events

Now, you might be concerned about which virtual event tool you should pick from a bunch of search results in Google. Read the following recommendations to find the one who fits you out.

  • Data Import
  • Registration Form
  • RSVP
  • Ticket Payment Collection (including HKD & RMB)
  • Notification Email & SMS
  • Attendee Management

Holding small-sized single-way webinars with 20-50 people

You may try using Zoom which is popular in Hong Kong recently. They have an easy Users’ Interface (UI) and user-friendly buttons for beginners. Their free version even allows users hold meetings up to 40 minutes with 100 attendees. For Zoom’s maximum support, it is up to 10,000+ attendees and 100 videos at the same time.

Holding large-sized single-way webinars with 1,000+ people

You can use Studio One, which is a live-streaming tool with a high-quality crew, and they can hold 1,000 participants or even more traffic. Again, easy Users’ Interface (UI) and setup process make it user-friendly to beginners. They also support live polling and Q&A session.

Holding medium-sized multi-networking webinars with 50-300 people

You may try to use Remo which supports 3-in-1 feature with “Webinar + Networking + Booths”. They simulate physical events which enable people to network, access content and listen to speakers. Through chat tools, speakers can also connect with the audience in real-time. Their maximum hold is up to 1,000 attendees. Functions including share screen, Q&A upvote, raise hand in Webinar mode are also supported.

Holding virtual expo/conference/exhibition

You can use vFairs which simulates physical event halls for attending webinars and participants can literally see the booths, virtual lobby and virtual information center! Speakers can connect with the audience in real-time by using chat tools. They have user-friendly web-app and devices too.

Get Ready to Organize Your Own Virtual Event with EventX?

With EventX, every step of your event workflow can be digitally transformed. Seamless integration with the most popular online broadcasting, conferencing, webinar platform enables you to manage registration, attendance record and post-event reporting in one place. Book a demo to know more about how we can assist your online event.

Interested in our solution?

Are you looking for a great one stop hybrid event solution for your virtual, physical or hybrid career fairs?
You may want to have a chat with our event consultant.


What is a virtual hiring event and how do I do it?

4 Tips to Optimize Global Reach and Real-time Engagement at a University Virtual Information Day

5 Tips You Must Know for holding Online Conferences in 2022

Related Articles

August 9, 2022

Zoom vs Livestorm vs EventX: which one is the best webinar software?

Are you looking for a powerful and affordable way to host your webinars? Do you want to know which webinar software is the best for your needs? A comparison between Zoom, Livestorm and EventX below helps you to decide which is the best webinar...

June 5, 2022

10 Best Event Check-in Apps: Comeback of in-person events in 2022

Why do you need event check-in apps for event marketing? Physical events are coming back in the post-pandemic period. Not only does this mobile app provide a faster and easier check-in process, but it can also optimize the check-in...

March 15, 2022

5 Virtual Trade Show Platforms You Should Know in 2022

Due to the growing threat of COVID-19, more and more events are held online during these turbulent times. Ranging from conferences to trade shows, there are various virtual platforms helping event organizers to shift the events from...