Hosting a Virtual Event: Things to Do

Murtuza Ali
May 5, 2020

Virtual events and virtual conferences have become a formidable course of action for event planners and managers.

You can reach out to a large pool of audiences and prospective attendees. And attract the best speakers to speak at your event.

You can boost your creativity and add up to the taste of your attendees.

Transforming your physical events into virtual events is the best option to democratize your experience.

- Create a complete plan for your virtual conference event

Be clear about why you want to go virtual. What kinds of technologies you need.

Create your game plan. Understand your audience types.

Consider optimization for mobile. You, attendees, would also want to access the event on mobile, not just on computers.

- Define the timeline for your virtual event

No matter what kind of events you organize, define a clear timeline for your event. Segregate the tasks and activities you need to complete for your full event.

The timeline is the most critical aspect of your virtual conference. Set the timeline for pre-event and after event engagement and activities too.

When you manage or need to manage a team working under you, ensure that you communicate the project deadlines to them clearly, covering their responsibilities and duties.

- Resource planning

This is people management. How you plan your people into performing activities for the whole skeleton of your event and how you get your work done by them will help you envision your overall event success.

Have full visibility into the skills and abilities of your team members and assign the tasks to them accordingly.

Never underestimate the power of clear and timely communication with anyone, including your teammates. They need to have clear and full information and direction on how you want them to establish and perform towards the conference.

- Costs consideration

Virtual events are more cost-effective than physical events for sure. However, there is a need to consider all the costs of your virtual conference. A virtual event software provider, video conferencing, marketing, good internet, etc.

However, there wouldn’t be any cost to attendees’ accommodation, foods and travel. No need for this as your conference is virtually happening over the internet.

- Make your virtual conference a huge success for speakers

When you execute your event right, it’s going to be a great victory for you, your online guests and speakers.

Provide some unique opportunities to your speakers so that they will be more motivated to provide their knowledge bombs to their listeners.

Allocate more time for them to speak. Allow them to have some marketing or branding opportunities for them while speaking and delivering on their subjects.

- Develop the right virtual event marketing strategies

When you go virtual, marketing becomes all the more critical for you. You want to solidly spread the word of your event to your target audience in your target countries.

With the boom of social media and digital technologies, you can easily optimize your marketing efforts and best capitalize on the available pool of marketing techniques and tools.

Consider these:

  • Email marketing
  • Blog marketing
  • Social media marketing
  • Listing on popular event sites
  • Paid marketing if feasible
  • Video marketing

- Use social media platforms

It’s clear that we need to be where our audiences are.

Your guests and attendees are on social media platforms — such as LinkedIn, Facebook, Twitter, etc. You can strategically target them on social media and push your early registrations.

You also have an excellent opportunity to run your ads and further penetrate into the audience you want in.

- Consider preparing great content

Content is still the king in 2020. This is especially for those who have their business and events online. Great digital content can pay you off big time and make your events look far more professional and engaging.

Consider sharing short videos, images, and GIFs along with blogs to attract your attendees and speakers too.

- Sponsor and exhibitor booths

Virtual events can make it extremely easy for you to set up virtual sponsor and exhibitor booths for your attendees to visit.

Host sponsors videos, product demos, and documents. Get visitor analytics.

- Form an online community

When you’re online doing your events, you can increase your community engagement exponentially.

People are online and they like human to human interaction. Create an online community to keep them engaged and updated about your current event and others too, happening in the future.

- Record presentations

In virtual conferences, many attendees would demand pre-recorded videos of presentations. Always record presentations delivered by speakers.

There are chances that some of them would not be able to attend a few of the live sessions. It’s better to have the recordings ready for them.

Utilize those videos for the marketing purposes of your next event. Show off to your potential attendees how your last event went — sessions, interactions and quality content.

- Make attractive and flawless landing pages

You want a hub where you can direct your attendees to see and register for the event.

When you have an event website, make your event registration landing pages super attractive and flawless. Use a short video and provide compelling content.

Make sure that the landing pages are error-free from both the perspectives — technically and content-wise.

- Send reminders to attendees

Reminders are key to keeping them informed about your event and any changes you need to make.

Ensure you provide them updates in a timely fashion.

- Test things

Once you have everything up and running, do test all things you developed before the launch.

Try to track any errors and glitches. Sort them out and optimize. Make it ready to go.


Once you’re assured that you have all running perfectly, It’s time to launch your event.

Ensure you go as per your plan and keep tracking its progress. Make changes if you need them.

Bonus tips to catapult your virtual conferences

- Address time zone differences properly

This depends if you’re inviting attendees from outside your country.

If you invite attendees from other countries too, keep the time of your event that should be suitable for most of your attendees.

Imagine your e-attendees are from the USA, UK and Australia. Work out the best time for your event, schedules, sessions, etc.

- Make registration easy for your attendees

Make it hassle-free for your attendees. Do not put a lot of questions for them to answer.

They would also want to register on mobile, so ensure that you make your registration mobile-friendly too.

- Pre-record presentations (if streaming videos fail)

You may face any technical glitches and you would not be able to live-stream your presenter sessions.

In this case, it’s advisable to keep your pre-record presentations ready. You can use it for your attendees if anything unfortunate happens.

- Plan for Q&A and networking

When you go online, things will be fast and demanding for more networking and engagement.

Live Q&A during the sessions will be one of the best ways to keep your attendees captivated. You can present the same on the screen so that everyone can view it.

Let your attendees schedule one-on-one meetings with each other and do networking. Allow them to have control of their availability — meeting timeslots.

Your people would still want an advanced level of networking while being virtual.

Consider all sorts of networking strategies for the same.

- Understand your audience requirements

Try to understand your audience’s requirements. What they want and need. What kind of content can make them happy?

Mold that into your content including speaker sessions.

- Look to implement their suggestions to the content

Suggestions are great. But know what to take and what to leave out.

When you implement your attendees’ suggestions, they will be excited and delighted. They will feel more important.

- Designing pre-event activities

Let’s just not stop at registration. But figure out a way how you want to engage them before the event begins.

List out your engagement strategies and go for them.

Your event ROI is judged on content and networking & engagement opportunities.

Virtual networking and engagement can immensely help your attendees:

They can access the attendee listExchange business cardsConduct virtual meetings1–1 chatsPollsGlobal feed hubContestsAccess to sessionsAnd much more.

Try Hubilo virtual event platform and see how it brings life to your next online event.

Murtuza Ali

Ali brings 12 years of rich experience in sales and marketing domain. He is passionate about following and writing new trends in consultative sales, event & digital marketing. He is an avid follower of cricket and loves following IPL matched while he’s away from work. Connect with him on LinkedIn.

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