7 Best Practices for Hosting a Virtual Event

2 min read Last updated: 13th July 2023

We have seen an increasing trend of virtual events. Over the past couple of years, the world has experienced a great shift in dynamics. Just over two years ago the meaning of hosting an event was very narrow, constrained to all gathering in one place at a particular time. Nowadays, owing to the restrictions COVID brought about, events are being held across the world in several time zones and at far greater capacities. How can you as an event organiser deliver a high-quality event over virtual means?

virtual event

1) Clearly decide on the type of virtual event you want to host

Before you begin planning, you must have a clear idea of what you want to achieve with your event. As with in-person events, you must outline clear objectives to organise and configure with your virtual event.

2) Choose the appropriate platform for your event

You must ensure that the platform you use to host your virtual event is fit for your purpose, allowing you to e deliver your goals and vision. Some things you might consider are the type of sessions you are looking for, analytics that will be made available to you, design options, engagement tools, third-party plug-ins and accessibility features.

3) Set realistic timelines

It should take 7-9 weeks for an event to be up and running but it is recommended that you have it booked far in advance so you have time to perfect it and market it to your attendees.

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4) Create an immersive experience with your virtual event

The design and layout of the virtual event should capture your audience from the get-go as user interface plays a significant part in their impression of the event. The marketing also needs to captivate your audience in order to maximise your sign-ups. You can also try to replicate the environment of an in-person event or try and bring it as close as possible.

5) Utilise social media to your advantage

Use your following on various social media such as Instagram, LinkedIn, TikTok, Twitter and Facebook to your advantage by spreading the word about your events. Make sure you make use of the platforms that your audience is likely to engage with.

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6) Invite Keynote speakers

One of the most effective tools to address your audience is to use webinars. One of the benefits of being virtual is that you can invite keynote speakers from anywhere in the world, and don’t have to pay for travel and accommodation costs. You can also host Q&A sessions with these speakers to maximise engagement.

7) Incorporate game elements into your virtual event

You can incentivise your audience to complete certain parts of your event by making it into a game. For example, scavenger hunts and leader boards and quizzes will increase the time your audience spends at your vent but also leaves a good impression after the event.

virtual event

Whilst the idea of hosting a virtual event can seem daunting at first, especially if you have never hosted one, these tips should hopefully provide some guidance through the process. Businesses have come out stronger by hosting h=virtual events so it is something you should give a go at. With clear objectives, realistic aims, and the right provider you can achieve amazing results.

About Vivus Create: We are not your conventional events platform and we’ll never try to be. Vivus Create was built with 2 things in mind, maximising the event organiser’s revenue and creating a friendly experience. To learn more on how to get started with events, check out this blog post or if you would like to get started right away, check vivus create web or our app out.