4 Practical Tips for Planning a Virtual Event

Renee Tsang Jun 18, 2021

Both in-person events and virtual events have the same objective, which is to promote your company, drive leads, adoption and establish image, and get revenue in return. Both type of events contain their own advantages. For a virtual event, it allows attendees to break the geographical constraints and to have communication. But it is not an easy task to make a successful virtual event, especially to ensure attendees are engaged during the whole event or conference. Therefore, we suggest 4 recommendations to help all of you.

Determine if your event is suited for an online audience

Different events may suit for different audience. What works in-person in the real world may not be the same in the virtual. We should consider the event type and also whether a quality experience can be provided. Are you holding a virtual graduation day? Are you holding virtual trade shows for your business?

For instance, live forum and live performance show are good for digital experience since it also allows online guests to join the event and have interactions. But some building workshops need attendees to physically feel the materials. The physical contact is important and which cannot be replaced by nowadays technology.

This is the most crucial part of an event - ensuring that attendees are engaged. By encouraging them to participate in the comments and chat section, you provide a space for people to interact and share their thoughts about the event in real time.

Choose the right technology

Suitable technology and virtual platform is vitally crucial. An appropriate platform provides better experience to users. Therefore, you will need to decide which is the most appropriate platform. For example, you may use Youtube or Facebook to host an event. But every platform also has their drawbacks. Interactivity and stability are also criteria to consider. Therefore, we. EventX, provide a full service for you. We provide suggestions for the right technology for your specific event.

If you’re looking for a registration and ticketing experience, you’ll need an advanced ticketing platform that will allow you to create a pricing strategy and offer multiple ticket types. Modern ticketing and registration platforms like EventX will make promoting your online event effortless.

Double check technical equipment

Technology and technical equipment is pivotal to a virtual event. Since it is the platform for holding an event, double check of the equipment is a must. Using a good quality camera and headset directly increase quality of your event. Meanwhile, video and audio testings are essential. Make sure your camera and microphone quality are sharp and clear. The wifi and internet connections are also bases of a virtual event. Problem caused will lower the quality of event. 

Management from in-person to virtual

Holding a virtual event does not mean moving a physical event online.

Logistical matters are also necessary to manage. Sometimes certain events need to be set up in advance, such as using a green background for an effective presentation.

If you want to host an online event that will rival your in-person experience and impress your attendees, be sure to take a look at some of the logistical things you’ll need to manage when making the switch.


Virtual events have become an increasingly popular way to host and attend events. This type of event allows attendees to experience the event through a virtual environment. This can be helpful for people who are unable to attend an event in person, or for people who want to see the event but don't want to travel. With these tips and your ability to adapt, you can offer live attendees an experience worth paying for. 

Q & A

Q: What are virtual events?

A virtual event is an event that is not actually taking place in person. This can include things like webinars, webcasts, and online meetings. They are a great way to keep your audience engaged and up to date without having to travel or spend time in a meeting room. Virtual events also allow you to focus on the content and not have to worry about logistics like food or seating arrangements.

Q: Why do I need virtual events?

There are many reasons why businesses might need to use virtual events. For one, they can be used as a way to save money. By using virtual events, businesses can bypass the costs associated with hosting an event in person, such as travel and accommodation expenses. Virtual events also allow businesses to reach a wider audience than they would be able to if they hosted the event in person. This is because virtual events can be accessed by people anywhere in the world. Additionally, virtual events can help businesses learn more about their customers and potential customers. By conducting surveys and gathering feedback during a virtual event, businesses can better understand what interests their target market and how best to reach them.

Q: What are some preparation work for a virtual event?

A virtual event is a great way to create a unique experience for your participants. There are a few things you need to do in order to make sure the event runs smoothly:

1. Choose the right platform: virtual events can be run on websites, intranets, or even social media sites like Facebook and Twitter. Select the platform that best suits your needs and your audience.

2. Choose the right date and time: choose a date and time that works for both you and your participants. Be aware of any holidays that may affect turnout, and plan accordingly.

3. Plan for disruptions: always plan for disruptions – people will be online at all hours of the day, so expect issues from time to time! 

Interested in our solution?

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


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