6 Steps To Planning A Virtual Event

6 Steps Of Planning A Virtual Event

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With video-streaming services as part of the new norm, many companies are learning how to utilize these services in hopes of marketing their products and services to the mass. Many of them sometimes hold virtual events about exciting offers and announcements.

However, if this is your first time holding a virtual event, or if you’re looking to add some spice to your video marketing strategy, then you’re in luck! Here are six steps to help you run a successful virtual event for your cause.

Understand What A Virtual Event Is

“Before you think about doing an online event, you first have to know what a it is,” says Arlette Campbell, an event manager at State Of Writing and Coursework Writing. “It is something that can be viewed on either a laptop or a mobile device. Virtual events and real life events are often similar to each other, since they happen in real-time, provided that people’s connections – TV or the Internet – are sufficient.”

Know Your Audience

Now that you know what it entails, it’s important to know who you want to have attend your event. With that said, keep the following questions in mind:

  • How tech-savvy should they be?
  • What subject areas are they interested in?
  • How familiar/active are they with social media?
  • What types of offers do they want to see? (e.g. discount codes)

Pick A Format for your Virtual Events

There are many formats to consider when holding an online event. First, think of what your event will be. Is it a seminar? A workshop? Your virtual stage depends on what the event is.

If possible (say, if you have the budget for it), you can create a personalized theme, or hire someone to do it for you. Having attractive visuals in the background and an easy-to-navigate system allows staff and guests to actually taste the experience. Just keep in mind that the key here is to create a unique experience for everyone who attends the event.

Choose A Platform

Choosing a platform for your event should be easy, right? Well, that all depends.

Nowadays, there are many live streaming services out there such as Facebook Live, YouTube Live, etc. Livestreaming services from social media platforms tend to be free, although they might only have basic features. Or, you can opt for a live streaming service that lets you have all the fixings and trimmings (and creative leeway), despite a fee after the free trial ends. Again, that all depends on what you want out of your online event.

Have A Host Or M/C

Whether you have a staff member host the event, or hire a professional speaker or M/C, that’s all up to you. As long as your chosen host knows what they’re doing, and how to do say their lines, having a host will make the virtual events run smoothly. Also, the host has to be ready for anything, even if it’s responding to unexpected events with improvisation.

But wait! You don’t have to stick with just one host. You can even have two hosts to make the event more memorable – whether they shoot one-liners at each other, or respond to zingers. Showing two people having fun makes the experience fun for the audience.

Test Everything

“Testing everything before launch is crucial for all virtual events,” says Michael Cartwright, a business writer at BoomEssays and OXEssays. “Make sure to test things like your Internet connection, production, and other technical stuff before you start the event. Also, see that your guests can either log in, or click on a proper link to attend your event. It’s possible to run into audio or video glitches and bumps occasionally; however, if these technical worries are taken care of prior to launch, then you have little to no problems during the event. Even if you have to test everything over and over, do so. It’ll be worth it.”


As you read through these six steps, understand that virtual events take planning and sophistication; and it’s easy to not know where to start without the know-how. Whether you’re new to virtual events planning, or wanting new ideas, we hope that these simple steps will help you pull off virtual events that bring people together. Remember: prep, planning, and creativity are essential to creating a successful virtual event.

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