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How To Host A Virtual Event That Works

July 25, 2022

Virtual events cost far less than physical events and offer more convenience to organizations and attendees. As attendees can attend from home and organizers can work from different locations, it’s possible to make the process more cost-effective for the business. But, as event organizers agree, the most crucial goal of an event – virtual or in-person – is to engage the audience. 

According to Markletic, 49% of event marketers say that audience engagement is the most significant factor in creating a successful event. But creating a virtual event that meets its goals is a deliberate, intentional process. It involves activities before, during, and after your event. This article will explore the strategies involved in creating a successful virtual event as an event organizer. 

Before Your Event 

Before the date of the event, several things need to be put in place, from goal-setting to event planning and more. The level of preparation before the event sets the tone for how the event will proceed. Here are a few of these activities:

  • Set Clear Goals

Before starting anything regarding the event, it is essential to determine what you want the event to achieve. Whether it’s a conference, trade show, concert, or seminar, deciding on what objectives you want to meet is crucial. Your goals and objectives should follow the SMART principles – specific, measurable, achievable, relevant, and time-based. 

Your goals are the broad ideas representing what you’d like to achieve. For example, this may be creating awareness for a new product or enlightening attendees about new developments in an industry. Objectives are specific points that help you meet the goals you’ve set. If your goal was to increase the awareness of potential customers about your product, an objective might be to attract representatives from five of your biggest B2B clients to your event. 

By determining your goals and objectives, you can determine what’s most relevant to you and have a suitable yardstick with which to make decisions. Also, by sharing these goals with your team members, you can get ideas for the event that would improve the experience further. 

  • Know Your Audience 

It is crucial to have a good grasp of your audience’s psyche. This way, you can better tailor your event to appeal to them. To get this information, it’s a great idea to do the research yourself. Using a survey or discussion, find out what topics interest them most. Also, find out how best to engage them and what kinds of offers they respond best to. 

  • Choose a Suitable Event Platform 

A great event platform that works without glitches is essential for a smooth event. Each platform hosts different tools and functionalities, so choosing one that best meets your audience’s needs is critical. One great thing to look out for is a platform that offers adequate technical support, especially during the event. 

  • Choose a Suitable Time and Date 

Although virtual events allow people to attend from different parts of the world, one thing to remember is that time zones vary. So it’s essential to look at where your attendees are based and pick a time that best fits everyone’s location and schedules. This way, you’re able to have more attendees at your event. 

  • Brand and Promote Your Event

Yes, you’ve done a fantastic job planning and organizing a great event. But no event is complete without the attendees. So, it’s important to put a great deal of effort into the publicity. 

Most organizers recommend that you start publicity at least six weeks before the event. However, this may vary depending on your event. Maximize your social media channels – Facebook, Twitter, and email. You can also be more creative with your publicity – post videos on Tiktok, use memes to spread the word or even host a referral contest. 

  • Perform a Dress Rehearsal 

Tech malfunctions are one of the biggest causes of frustration at virtual events. So, all your tech equipment needs to function smoothly. You should perform a rehearsal a few days before the event to ensure everything works properly. 

During Your Event 

The following tips are crucial during your event:

  • Have a Professional Host/MC

The person who hosts your event is very important, as they become the spokesperson for your organization during the event. You can hire a professional or have an in-house person host it. Ensure the person speaks clearly and is comfortable with a virtual audience. 

  • Engage Your Audience 

Virtual events break many barriers, but one. Since attendees are spread across different locations, it’s easier for them to get distracted. To ensure they remain focused, think up exciting ways to present content to them. You can also include polls, virtual games, or trivia in your event. 

  • Deliver Great Content 

As the saying goes, content is king! With great content, you can establish more relevance for your company and boost organic growth. Avoid recycling as much as possible, and present your content creatively to enhance comprehension. 

  • Have a Tech Partner for Support 

Planning and making arrangements are essential, but remember that a tech glitch could ruin your event badly. It’s important to have tech support to take care of such moments effectively, so your event can progress smoothly. 

Performedia offers on-hand support during your program, so you can rest easy knowing someone has your back. 

After Your Event 

Your event doesn’t just end when everyone exits the virtual platform and closes their laptop. Here are some things you need to do when the event ends:

  • Send a Follow-Up Message 

Ensure to send a brief message to your attendees thanking them for attending. You can also use this medium to share other information with them, such as details for accessing the event recording or other opportunities your company offers. This will help attendees see what you offer and encourage them to attend your future events! Also, ensure to thank your sponsors and speakers for their help! 

  • Collect Attendee Feedback 

It’s also a great idea to send out a form to find out what your attendees think about your event and what they think could be better. This gives you insight on how to improve and what to prioritize for future events

  • Analyze Data To Gain Insights 

Analyzing the data from your events – such as engagement data – helps improve the quality of insights you can glean. This allows you to see better ways to boost your event ROI and attract sponsors for future events. 


An event that works is an audience’s delight. By creating a fantastic event, you help boost your organization’s relevance, popularity, and trustworthiness.

Performedia’s virtual platform offers a host of features to help you create amazing events. With a total boutique approach to assist you in all steps of the way, you’re sure to give fantastic value to your attendees. Reach out to us, and let’s elevate your event!

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