Proven Virtual Event Planning Best Practices Revealed


A business wants access to its target audience. Whether through email marketing, social media, or events, when a company is face-to-face with its customer, it can communicate and inform the customer of the reasons behind its service and products or explain the company values and culture that will impact the products and services.

Virtual event best practices allow businesses to connect to their customers and target audience. Companies must use online events to access customers from around the globe. The event will provide a platform where the team can share their knowledge and educate their customers to ensure that they build a strong, lasting relationship.

Customer relations are of utmost importance to any business. With customers returning to the company, the team can raise the finances to keep the company running. Thus investing in virtual events to educate, communicate and receive customer feedback is a tool that will assist the company in growing its audience and the business.

The global virtual events market size could reach $504.76 billion and grow at a combined annual growth rate (CAGR) of 23.7% between 2021 and 2028, according to a ResearchAndMarkets report.

What Are The Benefits of Virtual Event Plannings?

There are various benefits that companies can access through the use of virtual event planning. Virtual event planning allows any business to access a broader range of audiences. The online world is one click away, and the target audience can join any meeting or event by simply entering a link. This can be done anywhere in the world, thus allowing the company to broaden its reach.

Virtual events are environmentally friendly, and company can reduce their carbon footprint. As Gen Z and millennials fight for environmental protection, companies can join this action by hosting virtual events. There will be less waste, and customers will not have to drive to attend. All are reducing the carbon footprint of the company and the individuals.

Virtual events will cost less financial support from the company. With this reduction, the company can host more virtual events that will account for the same amount of finances as a physical event. The decrease in costs will allow the company to invest and grow in other areas within the company.

From an event planning perspective, companies can reduce the time it takes to plan and host an in-person event. In-person events can take up to a year to prepare, and companies can save this time by planning virtual events. An event planner can reduce the planning using their network, skills, and knowledge. Companies can address the topics consumers want to hear with a shorter planning time.

Virtual Meetings Best Practices

A few critical aspects must be present in a virtual event. These practices allow the company to share information with its potential customers.

Find Virtual Event Sponsors

Sponsors are a great addition to any virtual event. Sponsors can play a variety of roles within the event. The sponsors will add value to the attendees by sponsoring finances, products, gift cards, or other methods.

Sponsors add credibility to an event. Once a company closes a sponsorship deal with a trusted company, attendees add credibility to the event. Big companies with a large following will provide the company with a wider untapped audience that might benefit from joining the event.

Keep Registration Form Short & Sweet One

Registration is when potential attendees sign up for an event they want to attend. This allows companies with the detail of the exact attendees that are present at the event. Registration will enable the company to identify and compare the audience market with its target market.

The registration process should be short and easy. If attendees need help registering, they will abandon the process and skip the event. Long lines of registration, waiting for hours will not do the job. Creating an accessible, quick-to-fill-in form and online registration will ensure the registration is sweet and short. Companies will save money by automating this process. There will be no staff members needed to register the individuals manually.

Know The Best Time To Host A Virtual Event

Timing is everything. Many attendees have full-time jobs and will be occupied during the day, leading to them missing the entire event. Weekends might be the best option depending on the target audience.

Companies must identify the perfect time that will suit their target audience. If the target audience is the younger generation in their early 20ies, the event might need to occur during the week, one or two evenings.

Determine the time of day and the actual date by identifying when and where the target audience will find themselves when not attending an event. Hosting an event according to the company’s schedule will lead to many potential attendees missing out due to work or other obligations.

Facilitate Networking Sessions For Sponsors & Attendees

Networking is one of the main reasons behind attending an event. Attendees can meet and connect with industry leaders that inspired, motivated, or changed their opinion on specific aspects of the industry.

Virtual events are known for lacking networking opportunities, but this needs to be changed. Companies are providing breakout sessions and networking opportunities to the desired attendees. These sessions will allow attendees to meet the company leaders, sponsors, or guest speakers. The event will be able to facilitate Q&A’s, and a platform for networking will be provided.

Make Sure The Event is Interactive

An interactive event is crucial. There are many ways to ensure interaction. However, an event without engagement or interaction will be labeled a conference. Events provide attendees with information, knowledge, and education, thus allowing them to ask questions and interact with the information, and the keynote speakers are precious.

Engagement and interaction display interest. If the attendees interact with the event host or guest speakers, the company will know that the information is essential to their customers. If the attendees engage, the company is heading in the right direction, solving relatable and current problems for the attendees.

Hire a Professional Host

An event host is critical to the success of an event. The individual will communicate important information and details to the attendees. The individual must be likable, quick on their feet, and have the personality to talk throughout the event.

A professional host will know the exact procedures to follow. The professional will be able to keep the crowd entertained when there is a change in keynote speakers or a problem occurs. A host will share critical information throughout the event, which will ensure that the attendees are up to date and have knowledge of the procedures and flow of the event,

Decide On The Technology For the Virtual Event

Technology is critical for virtual conferences. The entire event depends on technology. All companies rely on the company’s technology, from the hosting platform to the communication structure.

Companies must spend time and energy determining the best platform to host their event. The platform must allow attendees to communicate with one another and the speakers. Providing the event with breakout rooms and sessions is crucial, and the platform must be easy for attendees and the team.

Some technology companies will send tech support to ensure the event runs as planned. This is only sometimes included. Thus, having external tech support at the event’s venue is essential.

Virtual Backgrounds Are Great In Lightening the Mood

The background of a virtual event will have more impact than a background of a physical event. Attendees do not have the option to chat or look around throughout the event; thus, ensuring that the scene is fun, soothing, and easy to look at will provide a light mood throughout the event.

The backdrop behind the speaker must not distract the attendees, and this does not mean that there should be no or a dull backdrop. The team must find a light, fun backdrop to keep the attendees’ attention even when no speakers share their knowledge.

Check Out Create your own Virtual Backgrounds:

Promote Your Virtual Event Before, During, and After

Promoting an event provides the company with a platform to share its event. The promotion can advertise the speakers, the goals, the solutions, or the content that the event will produce for the attendees. All promotional material must include Event branding, company brand information, and logos. 

Promoting an event can be a difficult task. The aim should be to advertise and promote the event on multiple social platforms to ensure every possible customer experiences the advertisement. Sending information to a set email address will allow the team to share the event with current customers and registrants. The networking event will allow the group to chat functions and attendee videos to ensure they receive the most value. 

The market team must identify critical social platforms that will be targeted to ensure that the advertisement has the broadest possible reach which targets the desired event audience. During the event, the marketing team can display and advertise multiple shots of attendees and speakers enjoying the event. This will leave potential customers feeling like they are missing out, leading them to register for the next event.

After the event, the team can use the footage to create a promotional ad to display the event. This will allow non-attending consumers to witness what they have missed. This promotional document must be used with a date or time for a future event. These individuals will see what they missed and be encouraged to join the company host’s next virtual event.

Record The Session and Make Sure It Is Accessible for Attendees After The Event

There are so much information, tips, and knowledge shared at events. This is even more so with virtual conferences. There is less time to interact and communicate with the attendees, which leads companies to share much information simultaneously. Attendees can feel overwhelmed or miss some of the information shared.

Attendees can obtain information, but the missed information is gone once the speaker is done. This can, however, be prevented. The company can use recording equipment to share with all attendees. This will allow the attendees the opportunity to have access to all the knowledge share after the event has passed. The attendees can revisit all the critical parts or areas they have missed.

The recorded session can be lifetime accessed or discarded after a week of the event. It is crucial that the attendees can be able to return to the information. This will ensure that the information shared has a massive impact, keeping the attendees clear and remembering what was shared.

Schedule Technical Rehearsals

The virtual conference format is still a new concept to many. It has some of the same components as in-person events but is entirely different. Companies can host rehearsal events to ensure every team member and speaker knows how it works and functions.

The rehearsals will allow the technical team to test and double-check all the equipment and online platforms. This will enable speakers and teammates to ask the necessary questions on possible problems or inquiries that might surface throughout the event.

Many say practice makes perfect; in this case, it is no different. Solving technical issues before the event will ensure that the event is professional and successful. Virtual event production has many benefits, but equipment must be tested to sharpen all glitches.

Keep Technical Team At Bay for Technical Issues

Setup and technology checks are critical tasks and objectives the technical team will do. The technology team must, however, be present and ready to fix any problems throughout the event.

These technology gurus will have the knowledge and skills to find and solve technical difficulties and problems in record time. Some attendees might need to realize there were technology issues if the team was efficient and ready throughout the event.

Virtual events are shorter than physical events; thus, calling a technician to solve a problem will save time, and the attendees will leave the event. Always have a strong tech team because it is the entire event foundation.

Use Data and Analytics to Measure Virtual Conference Success

Event data and analytics will assist every hosting company. The analytics provide the company with clear information about the audience, allowing the business to ask direct questions and give feedback to the attendees.

Feedback forms can be shared with every attendee, allowing the team to find the flaws and problems in their current system of running events. The team can improve and build better events in the future. Analytics is easily accessible through virtual conferences. Deciding on a platform that includes event analytics and data is essential and will ensure that the company receives the data they want.

Virtual Event Checklist

A checklist will allow the team to set out every event task that needs to be completed to ensure that the company reaches the goal they have set for the meeting. The list will allow the team leader to attach specific role players to the list to ensure that every individual knows what tasks to complete.

Here is an example of the list:

Pre-Event Checklist:

  • Set goals and objectives for the event.
  • Pick your internal team that will work on the event.
  • Determine a platform and method of hosting the event.
  • Determine the event’s duration and the topics that will be dealt with throughout the event.
  • Decide whether the session will solely be live or if recorded video equipment will be needed.
  • Decide on an attendee interaction virtual event software.
  • Find speakers and hosts that will add value to the event.
  • Pick a venue, determine the date, and decide on the formation and content of the agenda.
  • Create an easy-to-follow registration setup. This must include a welcome digital package, including videos and the schedule for the event. Receiving the email address for future networking events.
  • Create marketing material with all the sponsors to advertise the event.
  • Now that details are laid out allow the marketing team to find relevant social platforms or websites to promote and advertise the event.

During the event checklist:

  • Set a timer to ensure that the session starts on time. Remember to open and start the session early to ensure attendees have time to join the event.
  • Create a Q&A throughout the sessions to increase engagement.
  • Create breakout rooms where the attendees can share stories and network.
  • Have articles, videos, and documents ready to share with the attendees if needed.

Post meeting checklist

  • Send out thank you notes and feedback forms to ensure that all data is captured.
  • Work through the data and find areas where the team can improve for future meetings.
  • Asses the event and compare the results to the goals set before the event.
  • Sit down with the sponsors, tech company, volunteers, and teammates to receive feedback and show appreciation to them.
  • Lastly, share the attendee experience through the event’s videos, photos, and text. Use social media to ensure the world can see what they missed.


How Do You Structure A Virtual Event?

The structuring of a virtual event starts with the goals and the direction of the event. If the team wants discussion and engagement from the event, including many breakout sessions will be critical. Sharing information and knowledge will lead to companies structuring speakers first and planning the rest of the evenxt around them.

How Do You Prepare Attendees for a Virtual Event?

At registration, companies can share a schedule and agenda for the event. The schedule will include time stamps and information on the topics that will be shared in that time stamp. This will allow the attendees to identify what topics will be shared. They can use this to prepare questions and statistics beforehand, which leads to an engaging event.

What Makes A Thriving Virtual Environment

Fun and interactive formats are usually an excellent start for virtual conferences. The team must allow the attendees to share their thoughts and ideas with the speakers and the company. Free of tech issues and other problems set an excellent stage for a successful event.

How Do I Host A Virtual Meet and Greet?

A virtual meet and greet will be hosted on a virtual platform that has breakout rooms where attendees can join a smaller virtual space where the speakers can meet and greet the attendees that enter the room. However, this must be discussed with the tech team to ensure they include these meeting rooms in the event package because not all event platforms provide breakout rooms.

Final Considerations

Virtual events provide companies to connect and inform their customers and their target audience about products, services, and knowledge. The platform will allow attendees to connect to the company brand, as the business shares core values, knowledge, and experiences with every event attendee.

Virtual-person events still have a long way to go before they are fully optimized, but many have adjusted and prefer these events over in-person events. Thus leaving companies with the option to continue these events will save time, money, and energy and, most importantly, will lead companies to host more online conferences.

Sabine Ghali

Kelly Murphy


Certified Meeting planner with 20+ years of event management experience, founder of ConferenceSource, expert in meeting facility sourcing & contracting in North America, Europe, South America and Asia. Kelly will manage your budget as if they were her own, negotiating the best possible rate and hotel contract to benefit and protect every client and exceed all expectations for all planning aspects for sales meetings, educational meetings, product launches, incentive trips down to a small board of directors meeting. We make meetings easy understanding your meeting objectives and delivering meeting matched components.
Need Help Planning Your Next Corporate Event or Meeting?

Cost Savings & Success: Benefits of Virtual Event Production


Virtual events have come a long way. Companies used to run virtual events without audio and visual cues. As online events became more popular, the tech industry worked on critical aspects to ensure that the audience could enjoy an event in the same fashion as physical corporate events.

Virtual event production refers to the back end of an online event. Companies aim to create an experience through visual and audio output. An event planner can enrich and broaden the attendee’s experience through virtual production.

Virtual event production can be challenging, but as more experienced event planners incorporate these elements, the easier it will get. Events are all about the audience, and the aim is to ensure that they enjoy and receive the critical information they came for.

Definition of Virtual Event Production

Virtual event production uses technology to enhance the virtual experience through audiovisual elements. This will include cameras, green screens, audio, and improved digital platforms for attendees.

The aim of a high-quality virtual production is the increase the experience of the target market through a variety of tools. These tools will allow the team to provide better audiovisuals through information, education, and other components.

Virtual event production will allow the team to shoot various angles and information. The aim is to recreate a physical event where attendees can witness different sales boards, angles, and data anytime.

Is Virtual Event Production Important?

Virtual event production can play a crucial role in the success of an event. The production will add value to the attendees by using lights and camera angles. The production will prevent the attendee from only sitting and listening to a speaker continuously sharing information boringly. Many ask whether virtual events have a future in the event industry, and by adding event production to the table, virtual events will only become more popular.

Opportunities for Virtual Event Production

Every virtual event is an opportunity to experiment and incorporate virtual production. The planner must find creative ways to incorporate a virtual production team to enhance the experience.

The focus should, however, always be placed on the attendee. When virtual production is added, the planner must ensure that the attention and detail do not distract the attendee from the main reason they are attending.

The attendee must receive the information, and the virtual production should increase the value and the experience. Virtual production can hinder the event. Thus taking time to evaluate and create a set through the production is critical.

Potential Cost Savings

One of the main arguments for virtual events is that it reduces the costs of the entire production. The problem, however, is that the virtual events need to display or provide a holistic experience to the attendees.

Virtual event costs will be based on the venue, the camera, and the audiovisual team. Other expenses, such as a platform hire and using a sustainable network, will be the last funds spent on this event.

The planner will have the opportunity to save by cutting some costs from the physical event to the virtual event. The event planner will be able to cut costs by using a cheaper yet professional audiovisual team. Another area where the planner can reduce costs is by finding a platform that includes the elements needed for the event. This can include breakout rooms for the breakout sessions.

A few drawbacks exist, such as a bad internet connection and a lack of a device that can stand in the way of a company sharing video content. Buffering will lead to bad audience interactions or the speaker missing some questions throughout the presentation. The team can, however, find methods to work around the bad internet connection. 

Growth and Engagement Opportunities

Virtual event production will enhance the opportunity to engage and grow the audience. Virtual events provide a more comprehensive reach due to the accessibility thereof. Potential attendees can register and join the event by clicking a link anywhere worldwide. This alone provides a fantastic opportunity for potential growth for the event.

Many have identified engagement as a hurdle within the virtual event sphere. This can be overcome by identifying and using a virtual platform. Virtual platforms can provide response buttons that the attendees can use. Something as simple as a thumbs up or raising an arm can increase engagement.

Virtual event planners must use these factors to increase their event engagement. After every session, the team must have a Q&A, where the attendees can ask questions through the virtual platform. Another method is to create breakout rooms where attendees will have the opportunity to speak with a variety of speakers and informants.

Linkages & Networks

Event planners can use linkages and networks to broaden the reach and effectiveness of the event. Linkage refers to a partnership between two organizations bound by a contract. The contract can not be breached, and specific rules and obligations are bound to the agreement.

Network, conversely, refers to a partnership without its legal aspect. The two companies will communicate the desired outcome and needs which will then be agreed on verbally.

These two aspects can be of great benefit to a virtual event. The organizations that partner with the hosting company can share and spread the event through their networking channels—increasing the potential attendees that will join the event.

This addition will allow attendees to connect and network with big corporate companies and giant professionals within the industry. Adding more value and opportunity to the online event.

Trends In Live Event Production

As the popularity grows, technology companies invest time and money to grow the entirety of the event industry. This is also true with event production of a virtual event. New trends and ideas will surface, and many will follow the trend.

The trends come and go, but companies must stay true to the value and promise they have made to the attendees. The event planner will be able to find trends, such as breakout rooms, that will allow the attendees to interact.

Hybrid Event Production

Hybrid events are an event type that combines in-person events with online events. Taking advantage of both aspects and combining them for the attendees. As many have stated, online events prevent attendees from walking around and feeling the event’s environment.

Some online events do not provide a platform for engagement, and other platforms must deliver critical areas where attendees can talk to some industry leaders.

Hybrid events will incorporate in-person events and online events into one event. Attendees can join the meeting via a shared link or by experiencing the event in person. The attendee will be able to witness all the stalls and rooms that the in-person event presents.

The hybrid event will allow attendees to attend specific meetings and educational talks from anywhere worldwide. They allow the attendees to experience the event and take advantage of it by only running a physical event.

Differences between In-person and Virtual Event Production

An in-person event is one of the traditional methods of hosting an event. Event planners will have the responsibility to create an event that attendees will be able to attend physically. The individuals must register, allowing them to enter a specific venue where the keynote speakers will share their information.

A physical event requires individuals to drive or find suitable transport to a venue where they can walk around and experience different booths, speakers, and all types of products the planner has lined up for them. The person must be physically present to enjoy the entire event.

A virtual event is hosted on an online platform. Attendees must still register for the event, which the event website can do, contact person, or other methods. The attendee will receive a link that the planner or virtual platform shares with them, which will be seen as the ticket into the meeting.

The attendee can sit in a stationary position in their home or the office and join the meeting where keynote guest speakers will share their information. The big difference is that people can only experience what is on their screen. The audience can only walk around and network with other individuals if the platform allows it.

Sales meetings and panel discussions can be done in either virtual spaces or in-person meetings. The aim should be to create a smooth experience for both parties.

How To Create A Live or Virtual Event

Before the audience can see a live virtual event, the team and event planner must arrange and set objectives for the entire project. The best way to track the event is to create a set checklist for the entire event. As the tasks are completed, the team can mark them off and move forward until all the important tasks are completed.

Event Checklist

  • The company must start with clear and concise goals.

This will allow the team to create a picture of the company’s desired results.

  • A theme and title of the event
  • Format and style of the event
  • Create a budget for the event
  • Set time and date
  • Determine a venue
  • Find a network or sponsor for the event
  • Create a marketing strategy
  • Share and grow the social platforms
  • Find a production company
  • Prepare by setting up the lights and cameras and customizing the venue
  • Find keynote speakers
  • Registration day
  • The host of the event
  • Send out feedback forms
  • Write a post-meeting evaluation

How To Choose A Virtual Event Platform?

Before the planner can determine which platform will be best suited, the entire team must evaluate the goals and objectives of the meeting. If the team wants to increase engagement and communication from the attendees, the platform must allow for video and audio access for the attendees.

Other aspects, such as breakout rooms, various speakers at once, and networking rooms, can be added using specific platforms. The platform will either allow or disallow the team to create the desired features needed for the event.

The virtual event planner can ask the production team to adjust specific aspects of the platform to fit the company’s desire. The event must be enjoyable and easy to control from the attendee’s or host’s perspective.

Technical difficulties might be an additional problem that the team faces. A platform that minimizes these difficulties will be of great value to the planner and the event organization.

Budget Planning

The budget is a document that will provide the team and the organization with a clear allocation of finances to specific areas of the event. The allocations will be determined by the research done through the planner.

Planners know the expenses and areas companies spend on when hosting a virtual event. The experience will allow the planner to create a document with all the set areas that will cost the company money and allocate potential expenses. The outline will not end all the costs but will instead indicate and prevent the company from overspending its set finances for the event.

Budget is crucial for the success of a virtual production event. The budget will provide the team with guidance throughout the spending of the event finances. The team will know exactly how much money to spend on every area, preventing the planner from overspending or running out of financial support.

Working with Speakers

Guest speakers are a great addition to any event. The speakers will give the attendees a new perspective on what the company owners or managers have shared. Keynote speakers can share valuable knowledge with the attendees that they will use to grow or improve their work or personal life.

The team must find guest speakers that are suited for the event. A speaker that speaks about sales at a manufacturing meeting might be misleading or does not add any value to the attendees.

Guest speakers will add credibility to the event. By showcasing the industry leaders and speakers as keynote speakers, attendees will identify that these leaders approve of the event. This will attract a wider audience, as the speaker’s followers will join the event to hear them speak.

Market Your Event

Without marketing, the target audience will not see or experience the event. Marketing will advertise the virtual event to the potential attendees. This is crucial because the event can be set to be one of the best events; if there are no attendees, it will miss its mark.

Marketing can be a difficult task. Virtual event planners can not market and advertise the event on their favorite platforms. The marketing team must identify the social media platforms and websites the target audience uses regularly. Based on these sites, the company can create ads explicitly focusing on and targeting those platforms.

As the algorithms and formats change regularly, marketing must change its strategy and advertisement to ensure that these social platforms share their posters with potential attendees. The team can create digital apps that will work on any cell phone, which will assist the team in sharing the advertisement. 

The event app will solely cover the current event that the team wants to share. The digital event will be directly advertised to the attendees through the event app leader, which will encourage and inform the audience about the entire event.

Another marketing strategy the team can follow is to create an event website and social media page on various platforms and use posters in famous stores to share the event. This will allow the target audience to access a website that will provide them with all the information needed for the event. The date, time, and other information will be at the top of the page for the registered attendees to identify.

Drive Engagement

Engagement refers to communication between the keynote speakers and the audience. Audience engagement indicates that the attendees are interested in the topic and want to understand and learn more about the topic or product being shared.

Many events aim to encourage engagement. This plays a crucial part in the success of the event. The company wants engagement because it will provide the team with a clear understanding of what the attendees think and feel about information or a set product. The attendees will engage and share their opinion, which will dictate whether the team change the product or approach to a particular sector.

There are various methods to build and increase engagement for any virtual event. The main idea behind its engagement is to create pockets within the event where attendees can ask questions. This should not be left until a meeting or speaker talk ends.

Another method is to break the sessions into shorter, less dense, and straight to the point. This will prevent the attendees from becoming bored and irritated with the lack of breaks and oversharing unimportant information.

Differences Between Pre-recorded and Live Virtual Events

There is a big difference between pre-recorded and live virtual events. Pre-recorded events will run and display a video of the guest speaker that was recorded beforehand. The video will be played as if the individual is speaking at the amazing event.

The problem that many face with this type of event is that attendees cannot ask any questions or engage with the content that the keynote speaker shares with them.

The speakers share and speak directly to the audience in a live virtual event. The platform will allow the audience to ask questions, and the speaker will be able to answer them directly. There will be no pause and play of a video, just direct interaction between the audience and the keynote speakers.

What are Great Event Production Companies?

Event management companies come in all shapes and sizes. Each focuses on their trade, trying to provide an excellent service. Companies must first identify the type of event before finding a production company. After the type of event is clarified, the team will have time to create the ideal type of event that the production company will accompany.

Many know the MKG, Event Solutions, Evolve Activation, Conference Source, and AJ Williams virtual event production company. The company must use an interview faze to evaluate their suitability for the event. Some event companies specialize in a specific event, and this type of event must line up with the company’s direction and event goals.

When determining the best production company, the team must evaluate previous successful events and the number of virtual attendees that attended the event. The team must identify whether a post-meeting evaluation is included that will be completed by virtual attendees and the speakers.

What Can Conference Source Do For You?

Conference Source is a company that loves to assist and create events that fulfill a company’s virtual event desires. The team at Conference Source aims to bring any idea the company has to life, which will be shared through virtual online events.

The company can create any event and will use its network and connections to ensure that the client has the best equipment, virtual event platform, and venue according to the type of event. The team is well-educated and diverse, allowing the Conference Source to improve and advertise the event to the target audience. The team will ask for feedback from fellow attendees to ensure that they can improve the event and the graphic design of the entire event. 


What are Examples of Different Virtual Events?

Virtual conferences, summits, online trade shows and exhibits, music concerts, and other events. Companies hold product launches, team-building experiences, and meetings can all be done online through a virtual event platform.

How to Run An Excellent Virtual Event

The start of an extraordinary event is to create a goal and clear objectives. The planner will use these goals and objectives to create a checklist that will guide the team throughout the planning and building of the event. The team will be responsible for hosting an event encouraging engagement and adding value to its attendees.

What Should be Included in Event Production?

Cameras, a green screen, and mics should be the foundation of a virtual event production. Other items that should be included are an online platform, screens that the keynote speaker can use to see all the attendees, and speakers to ensure that the music and questions are heard.


Virtual event production can play a key role in the success of an event. The company must identify what they want to achieve through the event. Businesses can use virtual production to enhance the experience that the attendees will have at the online event.

Audiovisuals will be of great benefit to the actual event. The attendees will be able to experience the entire event by enhancing visual and audio cues. This will ensure that the company can share its information and knowledge with the audience in a trendy and interesting method.

Not only will online events cut costs, but they will also widen the event’s reach and allow the team to grow its market. A simple event will make the world’s difference if used correctly.

Sabine Ghali

Kelly Murphy


Certified Meeting planner with 20+ years of event management experience, founder of ConferenceSource, expert in meeting facility sourcing & contracting in North America, Europe, South America and Asia. Kelly will manage your budget as if they were her own, negotiating the best possible rate and hotel contract to benefit and protect every client and exceed all expectations for all planning aspects for sales meetings, educational meetings, product launches, incentive trips down to a small board of directors meeting. We make meetings easy understanding your meeting objectives and delivering meeting matched components.
Need Help Planning Your Next Corporate Event or Meeting?

Adapting to Change: Embracing the Virtual Event Planner Era


The online world has taken the globe by storm. Many thought the virtual event platforms would vanish as the world readjusted to life after the pandemic. The transformation from in-person events to virtually attending events was a big adjustment. This transition was of such a high quality that many companies use virtual events to reach their audience.

Virtual events have proven their relevance and strength within the business world. Many have transitioned to virtual events due to the reach, cost-effectiveness, and planning around these events. The ultimate guide to virtual event planning starts by identifying the need for the event.

Businesses have seen the potential that virtual conferences and meetings have brought to the table. However, the biggest struggle for many in every industry is the planning, creation, and setup of a virtual event. Only a few event planners have the skills and knowledge to create the perfect, influential online event.

What Does a Virtual Event Planner Do?

A virtual meeting planner has the critical job of bringing an idea to life. Companies all desire to broaden their reach while educating and informing their clients about the company’s products, services, and information. The planner, however, must find a suitable method to fill the gap between the business and their potential customer.

A virtual event planner aims to create a virtual event platform where the company can educate and inform the clients or customers about products, services, and the company’s brand and values. The company must host the event virtually online, allowing attendees to join from the comfort of their living room or office space.

The virtual event planner aims to build an understanding of the customer’s needs, goals, and direction, all incorporated into the event they want to host. The organizer must obtain the event goals and define clear objectives to create and build the customer’s desired event. Setting a budget for the event will be another task that falls into the hands of the planner.

They must determine the potential expenses and the accompanied categories to provide the customer with a budget for the event. The budget will give the company an expectant expense list to which they can agree.

There are multiple event types, and the format of each differs. It will be the event planner’s obligation to determine the best-suited event type and adapt the plan according to the event goals and objectives of the company.

Types of Virtual Events

There are a variety of virtual event types that companies can choose from. The format and platform of these events change, and the company can adjust its event goals and information according to the specific type of event that they want to host.


A webinar is an event that provides a business with a platform to share information or knowledge on a matter of expertise. A webinar will allow the company to share its knowledge online, where participants will receive and follow a presentation that the speaker will share directly to their screens.

Webinars will allow the company to communicate and interact with a specific group of people. The event will allow a certain number of people to join, where they can enjoy the information the keynote speaker shares and ask their questions once the speaker opens the floor.

The platform can generate excellent leads that the company can use to increase sales. The keynote speaker will be able to answer questions and concerns that the audience brings to the table. The platform will allow the company to share accurate information directly with the target audience.

Virtual Conferences

A virtual conference is an online meeting company leaders host to communicate with their staff. The company will use conferences to introduce a new product or provide new research or information to the employees. The aim is to educate, assist or provide guidance to all the team members within the company.

Virtual conferences enable company leaders to communicate with members within the company in separate locations. The employees can join the meeting from across the world, which makes communication and connection easier for all company leaders.

The platform will allow employees to ask questions throughout the meeting, or the planner can create breakout sessions, where employees will have a smaller virtual space to communicate with keynote speakers or company leaders. They can directly raise concerns, problems, or questions to management staff members.

Internal Hybrid Events

Internal hybrid events include in-person and virtual meetings. This type of event is helpful for more giant corporations with multiple locations that are widely spread. The company will use this platform to share specific information online to ensure the entire corporation receives the correct information.

The team can then use the in-person aspect to display a specific product or training to a set amount of employees. The internal hybrid event is helpful if a more significant portion of employees must receive the information while a smaller portion receives the practical aspect.

External Hybrid Events

An external hybrid event is similar to an internal mixed event. The only difference is that an external event will be hosted for customers, clients, and external individuals. An external event can have invited attendees only or be an open event for any possible attendance. This will all be determined by the company.

External hybrid events will allow potential attendees close enough to join in person to enjoy the event by physically joining. The other attendees that want to join but have no time to travel or have prior arrangements can join virtually by simply following a link shared by the company.

These events can be product launches, themed leadership meetings, or new knowledge and information discovered by a research team.


An exhibit is an event where a company, artist, or individual shares various documents, pictures, videos, or any other exciting display. An exhibition is one of the more challenging formats to transition to an online event. The idea, however, is to display one sculpture or piece at a time, allowing all attendees to witness it.

The planner can either display every piece once or ensure that all the details are displayed continuously to ensure the guests get all the portraits and pictures. Another method of using an exhibit is by creating multiple breakout rooms where the attendees can wander through on their own time. This will allow the virtual event to feel the same as an in-person event where all the attendees can walk and explore on their own time.

The exhibition event might be one of the least used forms of online events. This is due to the difficulty of clearly displaying the art and information on a screen. Some platforms can only hold a certain number of attendees, which might exceed the potential number of attendees wanting to observe the exhibition.


Seminars are small to medium meetings where students or individuals join a lecture or keynote speaker to obtain and gain information. A seminar will provide educated or informed speakers to share their findings or knowledge with others who want to learn or question the data.

Seminars will need a chat option on the virtual platform. The platform will allow the attendees to virtually raise their hands and ask questions as the speaker shares their information. This event will use the entire online equipment, such as allowing the speaker to see the video and activating the microphone. Enabling attendees and speakers to see and speak to each other. The microphone will increase the clarity of communication, which is vital for a seminar event.

Trade Shows

Trade shows are events where companies can display their products and services in booths. The attendees can witness the multiple businesses by walking through their booths at the trade show. These shows will advertise a specific industry and allow attendees to experience some of the best companies within the industry.

Trade shows provide attendees with the option of window shopping at all the possible stores in one front. The attendee has the opportunity to compare and experience various products and services. Multiple platforms cater for an online trade show event. The focus is to provide the attendee the chance to experience a trade show through the ability to walk around virtually and share every booth that is present.

Critical Skills Needed for Successful Virtual Events

As with any career, virtual event planners must acquire specific skills to provide them with the tools to be successful event planners. These skills will give the planner the foundation that will lead them to planning and organizing successful virtual events.

Check Out The Ultimate Guide to Virtual Events:

Create Clear Goals

The first skill a planner must have is gaining insight into company plans by creating clear goals and objectives. Many companies will have the desire to create a virtual event to connect with their attendees. Some companies need the knowledge or the direction to set clear and concise goals for an event.

The event organizer must, however, be capable of creating event goals with the company to ensure direction for the event. The event goals can be in the form of raising brand awareness, increasing sales, or educating the employees on products or information that will be critical in the future.

Without event goals and objectives, the team will aimlessly host a function that will hold no value to the company or the attendees. The goals will allow the team to evaluate the event’s success rate and improve any future event the company wants to host.

Create A Budget

There are many benefits to online events. One of the well-known benefits of an online event is the expenses. Virtual events will be cheaper to create and host. This is a great benefit to the company. What many still forget is the importance of a budget. This is even more true for a virtual event.

A budget is a document that states a company’s set expenditures and income over a specific time. A budget must be drawn up for a virtual event. The budget will include every area and aspect the company will spend the funding on to create and build the online meeting. The document must display the entire itinerary of possible expenses.

The main objective of a budget is to provide the company with a clear allocation of expenses for the event. The company will know precisely how they will be spending. The budget is only an estimate, which means the company can change it to save money or pay more if they feel that a specific item is short of finances.

Communication and Management

A planner must have the ability to communicate clearly. The main reason for this is the multiple teams and corporations they have to deal with. The planner will have continuously speak to the hosting company. Communication will include feedback and updates on the project. The planner will have to communicate with the platform host and other teams that will assist in building the venue for the company to host the event.

Communication is key. And with communication, the organizer must be able to manage the different teams that are part of the project. The planner will have to check in on all the teams to ensure they are on the right track and understand their objectives and tasks. The virtual event will only be possible with a group and an excellent manager. Thus managing and communicating with the entire team throughout the event is paramount.

Knowledge of the Best Virtual Platforms and Creating a Live Stream

Even though the event planner might not need to create and set up the live stream or determine the best platform for the event, information on these topics is crucial. The platform will provide the attendees with the necessary abilities to communicate and interact with the speaker; thus, using the wrong platform will lead to an inability to interact, leading to an event’s failure.

The planner must know about creating a live stream setup. The education on live streams will allow the team to create a great and accurate setup without needing a professional or external individual. It saves the company money and provides the organizer with the platform to create the perfect stream for the upcoming event.

Another benefit of having the information on the best platform and creating the live stream is that the team can create multiple events without switching and changing staff. The planner can guide and assist the team with the necessary information to create the perfect event according to the event type.

Marketing the Event

The event planner will have a set strategy to market the event. The marketing strategy aims to inform the potential attendees of the event’s date, location, and format. The organizer must have marketing experience. If unsuccessful, this will provide the marketing team with guidance and opportunities to change the marketing strategy.

The planner must know to capitalize on the various platforms that will be used to promote the event directly to the target market. The planner must be able to change the strategy according to the type of event and the platform the target market enjoys using.

Measuring the Success of a Virtual Event

There are various methods and tools to measure the event’s success. Every tool and technique will calculate a specific aspect of the event, providing the team with much information depending on the method and tools used.

The planner must have the knowledge and capabilities to calculate and determine the event’s success based on the goals and objectives the company set at the event’s beginning. The success will solely be based on whether the goals were met. The feedback can be obtained through multiple methods and must be done most effectively.

Have Up-to-date Knowledge of the Latest Restrictions for In-person Events

As the world returned to the new normal, virtual events became a set way to host. Companies felt the method would broaden their reach and save the business money. These benefits of the virtual event made companies fall in love with these types of events.

There is, however, an opportunity for in-person events to return. And no one knows what the future of virtual events holds. All virtual event planners must consider this. They must keep themselves educated and informed on the in-person trends and restrictions. This will allow them to inform their clients whether virtual events will best suit their goals.

Key Responsibilities of a Virtual Event Planner and Manager

A set of responsibilities falls on the shoulders of the planner. The responsibilities can be changed into a checklist to ensure that every task and responsibility is ticked off as they are finished. These responsibilities lay the foundation for a successful event. And with these responsibilities, the company can host a successful event.

Virtual Event Technology and Equipment

Understanding the technology and the equipment needed for a virtual event is critical. The planner will pick a team that will capture and display the information on an online platform. An educated planner will know the equipment and technology needed to host the event.

This will allow the planner to identify the strongest team and equipment that will be able to host and run a successful event. The planner can save the company money if the technology specialist wants to sell extra equipment to raise more funds. An educated planner will have a greater impact and control over the event they wish to create.

Managing Virtual Event Logistics and Scheduling

Logistics, planning, and scheduling are the backbone of an event planner’s responsibilities. Every event planner knows the struggle of organizing and creating a schedule that suits every individual and team needed for the event. Not only will the organizer be responsible for finding the best in the business, but they must also create an event schedule allowing every part to come together to launch a virtual event that the virtual attendees can experience.

Logistics for the event will be crucial to the success of the event. The logistics can take up most of the planners’ time, and this will be their biggest responsibility, planning and moving the entire team according to the action plan created.

Managing and Delivering Event Details at Each Step

The planning and logistics of the event is key. Moreover, communicating these action steps and plans to the team will have the most significant impact. The planner must communicate and deliver all the detail to the specific teams to ensure they know what to do and when to be ready. This will provide every team member with information about their next task and the specific time of delivering or completing the task.

A clear and concise plan must be drawn up and delivered to every team member. If there are any updates, the planner must communicate to the individuals the change will impact. Another system that will increase efficiency is an online communication platform or app. The team can communicate through one platform, ensuring all details are noticed and remembered.

Planning and Managing an Event That Encourages Sales Leads

The idea behind an event is to reach the goals set by the company. The planner’s responsible for creating an event that generates sales leads and encourages interaction between the company and the attendees.

This will allow the sales team to contact the leads to turn the target audience into loyal customers. The planner must build an event that provides a platform for the company to inform, educate and interact with its customers.


The post-meeting evaluation is one area many meeting professionals must be aware of. The evaluation aims to gain insight and feedback from the customers, attendees, team, and the company on the planner’s ability to arrange a high-quality digital event. The event organizer can identify weaknesses in their planning that they can improve. Send attendee surveys to collect their feedback for the virtual experience.

Attendees will provide accurate feedback on the entire experience of the virtual event. The planner can send every attendee a questionnaire or feedback form where they can describe their experience. The form can include strengths, weaknesses, and critical areas the event planner can improve.

Check-in with Speakers, Volunteers, and Moderators and Express Gratitude for their Efforts in this Special Event

Another part of the feedback evaluation will be to receive information on the speakers’ experience, the hosting company, and the rest of the event team. The meeting professional can share a document or organize a physical event where each part of the team can raise problems and share their experience. This will allow the event planner to adjust and change their event strategy to build and create a positive experience.

Virtual Event Planning Checklist

A planner must create a checklist of the entire event content that must be completed. The tasks will include pre-meeting tasks and event day objectives that the entire team must complete to ensure the attendees have a fantastic event experience. 

The event coordinator will be in charge of creating the entire checklist. This list must be shared with the event management partner to ensure approval. After the approval, the team will receive the checklist with tasks and objectives assigned to each. 

The professional event planners will use their organizational skills to determine which tasks are important and will be added to the checklist. The checklist must include the physical meeting or the online event on the set date. 

How Can Conference Sources Assist Your Virtual Event?

Conference Source is an event planning organization that aims to bring any event idea the company has to life. The team takes pride in building an experience that will stay with the attendees and the company.

Conference sources will reduce the stress of planning a virtual event and create a safe environment where the company can share and build the exact experience they want for their customers. The team has the knowledge, connections, and information to build the best virtual event,


What Are The Different Types of Virtual Events?

There are a variety of virtual event strategies that companies can choose from. Popular events such as seminars, conferences, and webinars are significant events. Companies can use internal and external hybrid events to inform employees and customers of new products or knowledge.

Why Host A Virtual Event?

There are many benefits to using online platforms to host an event. Not only will the event increase the reach and potential attendance, but the company can also increase sales all over a particular area and educate a wider audience on the importance of the company and the project. There is a drastic increase in virtual events, and online platforms are growing into effective and easy-to-use systems.

How to Become a Virtual Event Planner

The road to becoming a virtual planner can be through a degree in hospitality or any business-centred degree. Another option is to obtain an event planning diploma and then build experience and knowledge in virtual event planning.

Which Platform To Use?

There are many platforms that companies can use for their event. The first factor in identifying is the number of individuals attending, while the second is the capabilities these virtual attendees must have. If the attendees will break into smaller rooms or will have to interact with the speaker, the platform must provide them with these options. There are many platforms. The idea must be to identify the event’s needs and key features before rushing into an outlet. 


There are a variety of options for companies to share the information and knowledge that they have. The business can lead the innovation charge and use virtual events to connect and share information. Virtual events will provide any company with multiple benefits, and the planner who leads the charge can use the connections and knowledge to bring the best virtual ideas to life.

Sabine Ghali

Kelly Murphy


Certified Meeting planner with 20+ years of event management experience, founder of ConferenceSource, expert in meeting facility sourcing & contracting in North America, Europe, South America and Asia. Kelly will manage your budget as if they were her own, negotiating the best possible rate and hotel contract to benefit and protect every client and exceed all expectations for all planning aspects for sales meetings, educational meetings, product launches, incentive trips down to a small board of directors meeting. We make meetings easy understanding your meeting objectives and delivering meeting matched components.
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