Virtual Event Best Practices in 2024 for Succesful Execution

Gone are the days when event planning took months of meticulous organization. 

Now, with the power of the internet, you can pull off an amazing virtual event in just a day. Sure, some might feel nostalgic for the old way of doing things, but the benefits of virtual events—like increased accessibility, boosted brand awareness, and higher attendance—are undeniable.

But here’s the thing: if you want your virtual events to truly stand out, they need to be top-notch. So, how can you ensure your next virtual gathering is a smash hit? It all starts with mastering the virtual event planning best practices and putting them into action.

In this blog, we’ll dive into the best practices for virtual events that will not only grab your guests’ attention but keep them engaged and excited throughout. 

Let’s get started!

Virtual Event Best Practices

Hosting a virtual event can be a game-changer, but only if you know the ins and outs of doing it right. Here are some top virtual event planning best practices to ensure your event is a hit from start to finish:

Decide the type of event you’re planning to host

Before diving into virtual event best practices, the first and most crucial decision is determining what type of virtual event you want to host. 

Are you aiming to organize a virtual career fair? A virtual trade expo? Maybe an online sporting event? Or perhaps you’re leaning towards a more professional virtual conference or a smaller-scale webinar?

No matter your business type, there are numerous styles of virtual events to choose from. Your decision should be guided by what you aim to achieve with your event. Establishing clear expectations, objectives, and timelines is essential to picking the right type of online event for you.

Here are some examples to help you decide:

• Virtual Career Fair: Great for connecting job seekers with potential employers. It’s perfect if your goal is recruitment or networking within an industry.
• Virtual Trade Expo: Ideal for showcasing products or services to a broad audience, especially if you want to generate leads or sales.
• Online Sporting Event: If you’re in the sports industry, this can be a fantastic way to engage fans and create a sense of community.
• Professional Virtual Conference: Perfect for sharing knowledge, fostering industry connections, and positioning your brand as a thought leader.
• Webinar: Great for more focused, educational sessions where you can dive deep into a specific topic and interact with a smaller audience.

Choosing the right event type sets the stage for everything else. It helps you tailor your approach, define your goals, and ensure you’re meeting the needs of your audience. So, take the time to think about what you want to achieve and pick the event style that aligns with your vision.

Perform lead generation early

An online event is only as successful as the number of people who attend. That’s why lead generation is crucial to get the word out about your virtual event. Starting early ensures you build excitement and reach the right audience. Here are some effective strategies to consider:

1. Press Releases: Craft compelling press releases to announce your event. Distribute them through reputable PR platforms to gain media coverage and attract attention.
2. Blogs: Write engaging blog posts about your event. Share insights on what attendees can expect, highlight key speakers, and discuss the value they’ll gain by participating.
3. Email Marketing: Leverage your email list to send out targeted campaigns. Use personalized invitations, reminders, and follow-ups to keep your audience informed and excited.
4. Social Media Networks: Utilize platforms like Facebook, LinkedIn, Twitter, and LinkedIn to gather leads and promote your event. Create event pages, share regular updates, and engage with your audience through posts, stories, and live sessions.
5. Social Gatherings: Host small virtual gatherings or webinars leading up to your main event. This can help build interest and provide a taste of what’s to come.
6. Data Extraction Tools: Use tools like LinkedIn data scrapers to efficiently gather valuable data. These tools help you identify and reach potential attendees who match your target demographic.

Choosing the right lead generation tactics depends on your target customer base and where you’re likely to find the most success. For instance, if you’re a SaaS business planning to host a virtual event, you might find LinkedIn and specialized industry forums more effective.

If you’re unsure which tactics to use, consider partnering with a SaaS lead generation agency. These experts can help you identify and implement the most effective strategies tailored to your specific audience and goals.

By starting your lead generation efforts early and using a mix of these strategies, you’ll ensure that your virtual event attracts the right attendees and generates the buzz it deserves.

Choose the right virtual event platforms for your virtual event

Selecting the right virtual event platform is like choosing the perfect venue for an in-person event. It’s all about finding the best place to reach and engage your audience. With so many platforms available, it’s crucial to pick one that meets both your needs and those of your attendees.

Here are some steps to guide you in choosing the best virtual event platform:

1. Identify Your Needs: Start by outlining what you need from a platform. Are you hosting a small webinar or a large conference? Do you need breakout rooms, live polling, or networking capabilities? Knowing your requirements will narrow down your options.
2. Research Features and Pricing: Dive into the features and pricing options of different platforms. Look for user-friendly interfaces, integration capabilities, and strong customer support. Compare costs to ensure you get the best value for your budget.
3. Read Reviews and Case Studies: Check out reviews and case studies to see how other event organizers have used various platforms. Learn about their experiences, challenges, and successes to get a clearer picture of what might work for you.
4. Ask for Recommendations: Reach out to colleagues or industry peers who have hosted virtual events. Ask them which platforms they used and why. Their insights can provide valuable guidance and help you make an informed decision.
5. Test Platforms: Many platforms offer free trials or demos. Take advantage of these opportunities to test out the features and see how easy the platform is to use. This hands-on experience can be instrumental in making your final choice.
6. Consider Attendee Experience: Think about your attendees’ experience. Choose a platform that offers a seamless, engaging experience with easy navigation and interactive features. Happy attendees are more likely to stay engaged and return for future events.

Here are some popular virtual event platforms to consider:

• Zoom: Ideal for webinars and smaller meetings, offering features like breakout rooms and polls.
• Hopin: Great for larger conferences with multiple stages, networking areas, and expo booths.
• Microsoft Teams: Excellent for corporate events and internal meetings, with strong integration with other Microsoft tools.
• Webex: Suitable for both small and large events, known for its robust security features and flexibility.
• Airmeet: Designed for virtual conferences and summits with features that promote networking and engagement.

Bring value, not pitches

It might seem obvious, but the key to a successful virtual event is to deliver real value to your attendees, not just sales pitches. You might think, “If they buy my product, they’ll get value,” but your clients might not see it that way. This is especially important if you’ve promised attendees that your event would be no-strings-attached.

Instead of focusing on sales pitches, fill your sessions with valuable content like interviews, master classes, and expert speakers. By providing high-quality, informative sessions, you can leave the pitching to your digital marketing team and focus on building trust and delivering value to your audience.

Don’t skimp on production quality

Time is our most valuable resource—once it’s spent, we can’t get it back. So, don’t expect people to trade their time for a mediocre experience. While audience participation and engagement tools are helpful, production quality is often the defining factor.

To stand out, you need top-notch speakers and engaging topics. Your organizers should actively engage and listen to the audience, using tools like polls and surveys to gather feedback. We’re all learning and striving to create the best virtual event experience possible.

Investing in high production quality shows respect for your audience’s time and can significantly enhance their overall experience. Whether it’s high-definition video, clear audio, or professional lighting, every detail counts in making your event memorable and impactful.

Record sessions and make them available after the event

Recording your virtual event sessions is a no-brainer. If you’re not recording, you’re missing out on a valuable revenue stream and an opportunity to extend your event’s impact. Here’s how to make the most of your recorded sessions:

1. On-Demand Access: Post recorded sessions online for attendees who missed the live event. This not only caters to those who couldn’t attend but also adds value for those who want to revisit the content.
2. Webinars and Lead Generation: Leverage popular sessions as webinars after the event to attract new prospective clients. These can serve as powerful lead generation tools.
3. Repurpose Content: Think beyond just the video. Turn these sessions into infographics, blogs, or eBooks. This repurposing can engage your audience on multiple levels and extend the life of your content.

Create a human experience in a virtual world

At the heart of any successful event is the “Human Experience.” It’s all about keeping it real and creating genuine connections, even in a virtual setting. Here’s how to enhance the human element in your virtual events:

1. Engaging Conversations: Ensure that your sessions foster good conversations, regardless of the subject matter. Authentic interactions increase attendee focus and engagement.
2. Group Chats and Real-Time Collaboration: Utilize the virtual environment’s features like group chats and real-time collaboration tools. These features help attendees connect and engage more deeply.
3. Global Sensitivity: Stay sensitive to the global context your attendees are experiencing. Addressing this reality helps make your event more relatable and grounded.

Market your virtual conference

Promotion is key—people can’t attend an event they don’t know about. Here’s how to effectively market your virtual conference:

1. Start Early: Give yourself at least three months of promotional lead time. Begin with monthly notices, then increase the frequency to weekly or daily as the event approaches.
2. Leverage Social Media: Use social media to create buzz. Platforms like LinkedIn are great for reaching professional audiences. Monitor your campaigns using social media moderation tools to ensure consistency and maintain a positive online presence.
3. Create Quality Content: Develop engaging content about your virtual conference. Share highlights, speaker spotlights, and sneak peeks to generate interest. Post strategically on different platforms to maximize visibility and engagement.

Invest in swag for attendees

Corporate gifts and swag are excellent ways to engage attendees and leave a lasting impression. Everyone loves receiving freebies, so choose gifts that resonate with your target audience. For instance, if your audience includes prospects, consider branded gear or useful gadgets. If you’re targeting Millennials or Gen Z, something trendy like Pokémon cards can spark joy and excitement.

You can also use these gifts strategically as prizes to incentivize engagement during the event. Offer them to attendees who actively participate, answer questions, provide feedback, or join interactive chat rooms.

Technology can make or break your virtual conference

Here’s how to ensure you’re using the right tech to create an exceptional event experience:

1. Choose the Best Platform: Don’t settle for just one tech solution. Explore multiple platforms to find the best fit for your event’s needs. Look for features like seamless integration, interactive tools, and robust technical support to enhance the attendee experience.
2. Select the Right Tool: Selecting the right tech is like cooking a meal. You can opt for a pre-packaged meal, but it might not satisfy everyone. Instead, investing in various tech tools is like preparing a custom meal from scratch—it ensures your attendees leave fully satisfied.
3. No One-Size-Fits-All Solution: Understand that there isn’t a one-size-fits-all tech solution for virtual events. Customize your tech stack based on your event’s unique requirements and audience preferences to deliver a standout experience.

Include moderators at your event

Virtual events can sometimes bring out unexpected behaviors online. To maintain a positive and controlled environment, consider having dedicated moderators. 

These moderators can swiftly handle disruptions by muting or banning attendees if necessary, ensuring a smooth and respectful event experience for everyone involved.

Prepare attendees for the event

Not everyone attending your virtual event will be tech-savvy, so it’s crucial to ensure everyone can fully participate. Here’s how to prepare attendees for a smooth experience:

1. Offer Tech Support: Provide clear instructions and tech support for using event features like vendor booths, breakout rooms, and virtual booths. Ensure attendees know how to connect and navigate these tools effectively.
2. Communicate Clearly: Avoid assuming prior knowledge. Send out detailed guides or video tutorials ahead of time to help attendees familiarize themselves with the platform and event logistics.

Hire a professional emcee

To seamlessly connect sessions and enhance engagement at your virtual event, consider hiring a professional emcee. A skilled emcee can:

1. Unify Event Components: An emcee can bridge gaps between sessions, keynotes, and networking events, ensuring a cohesive flow throughout the event.
2. Lead Interactions: They can lead engaging Q&A sessions, make announcements, and provide transitions that maintain energy and enthusiasm.
3. Set the Tone: Choose an emcee who aligns with the tone and style of your event—whether it’s formal, lively, or interactive. Their presence should reflect and enhance the overall atmosphere you want to create.

Use virtual features to their full potential

When planning your virtual event, take advantage of the unique features available to enhance attendee engagement. Consider tools like networking lounges, live Q&A sessions, one-on-one video calls, breakout sessions, and interactive reaction buttons such as clapping or raising a hand. These features aren’t just for show—they’re designed to make your event more interactive and dynamic.

For instance, real-time Q&A sessions and polls can keep attendees actively participating throughout the event. You can use these tools to gather valuable insights into your audience’s interests and preferences, helping you tailor future events to better meet their needs. Plus, features like a subtitle generator ensure that your content is accessible to all attendees, enhancing inclusivity and engagement.

Find unique ways to engage attendees

To ensure your virtual event is a hit, focus on creating an interactive and memorable experience for attendees. Encourage engagement through creative means, such as using specific hashtags on social media to spark discussions or facilitating real-time messaging within the event platform.

Quick responses to attendee questions and comments show that you’re attentive and value their participation. By keeping people invested and excited throughout the event, you not only enhance their experience but also increase the overall success and impact of your virtual gathering.

Have a plan or an agenda prepared

When organizing a virtual event, having a solid plan in place is crucial for its success. A structured agenda not only keeps your guests engaged but also ensures the event runs smoothly and stays on schedule.

Sharing the agenda with attendees in advance helps set expectations and allows them to prepare accordingly. It’s also beneficial for speakers, as they know exactly when they’re scheduled to present. Consider using features like scheduled tweets on platforms like Twitter to promote your event agenda, increasing engagement and anticipation among your audience.

Set a realistic timeline

Choosing the right time and date for your virtual event is key to maximizing attendance. Unlike in-person events where location is a factor, virtual events bring the challenge of accommodating attendees across different time zones.

Planning to host a virtual event should take place eight to ten weeks in advance to allow ample time for marketing efforts and event preparation. This timeline also buffers against unexpected delays or issues that may arise during planning or development. Early planning gives your marketing team the opportunity to build momentum and ensures your event organizers have enough time to fine-tune every detail for a successful outcome.

Showcase your sponsors

Give your event sponsors the visibility they deserve by creating dedicated spaces for them within the virtual event platform. This can include displaying their logos, showcasing their content, or even creating a branded virtual waiting room that attendees visit before sessions begin.

By highlighting sponsors in meaningful ways, you replicate the impact of in-person sponsorships and sometimes enhance it with interactive features unique to virtual environments. This not only strengthens your sponsors’ presence but also adds value to your event by fostering meaningful connections between sponsors and attendees.

Track engagement

One of the great advantages of virtual events is the ability to track engagement in real-time, unlike traditional in-person gatherings where it’s harder to gauge attendee interest after the fact. Utilize the tracking capabilities provided by your virtual event platform to monitor attendee participation and behavior.

You can see exactly when attendees become less engaged or start leaving, giving you valuable insights into which parts of your event resonated most and where improvements are needed. Additionally, leverage social media analytics to gauge online buzz and identify peak engagement periods. Analyzing viewer stats and content preferences helps you refine future events for even greater impact and engagement.

Gamify your event

Make your virtual event interactive and memorable by incorporating gamification elements. Activities like scavenger hunts and leaderboards can incentivize attendee participation and create a lasting impression. Encourage attendees to explore different aspects of your event, interact with content, and compete for rewards such as prizes or recognition on leaderboards.

Gamification not only enhances engagement during the event but also boosts post-event interactions on mobile apps or your website. It’s a fun way to increase attendee involvement and drive valuable leads while leaving a positive impression long after the event ends.

Send out a post-event follow-up

After your virtual event concludes, don’t let the momentum fade. Send a thoughtful post-event follow-up to attendees to show appreciation and reinforce the positive experience they had.

Express gratitude with a simple “Thank You” message and include valuable resources such as event recordings, additional content, relevant readings, or invitations to upcoming networking events. This follow-up not only nurtures relationships but also keeps your brand top-of-mind with attendees, fostering continued engagement and loyalty.

FAQ About Virtual Event Best Practices

1. How can I ensure that my virtual event is engaging and interactive for attendees?

Ensure engagement with polls, Q&A sessions, breakout rooms, and gamification.

2. What are some effective ways to promote my virtual event and attract a larger audience?

Promote via social media, email campaigns, influencer marketing, and paid ads.

3. How can I create a compelling agenda for my virtual event?

Create a compelling agenda aligned with audience interests and event objectives.

4. What are the best practices for managing virtual event logistics, such as audio and video quality?

Test audio/video beforehand and provide clear joining instructions.

5. How can I facilitate networking and relationship-building among attendees in a virtual event?

Facilitate networking with sessions, breakout spaces, and virtual lounges.

6. What are some effective ways to measure the success of my virtual event?

Measure success with attendance, engagement metrics, lead generation and participant feedback.

7. How can I create a sense of community among virtual event attendees?

Build a community with interactive experiences and post-event communication tools.

8. What are some ways to incorporate gamification into a virtual event to increase engagement?

Incorporate gamification with leaderboards, point systems, and rewards.

9. How can I keep attendees engaged during breaks and downtime in a virtual event?

Keep attendees engaged with entertainment, casual talks, and wellness breaks.

10. What are some strategies for keeping virtual event attendees focused and productive throughout the event?

Maintain focus with interactive segments, clear session goals, and engagement tools.

Can You Implement These Virtual Event Best Practices Into Your Business?

Many people fear the idea of running virtual events, but hosting virtual events can prove to be a lifesaver for many companies.

Using the virtual event best practices, you have the building blocks of a great event. Just remember, always put yourself in your attendee’s shoes. Think about what they want to get out of your event, and then think about the needs of your sponsors, exhibitors, and organization.

Want to go beyond virtual events best practices?

We’ve got more resources about virtual events that will help you drive engagement and achieve KPIs:

• Virtual Event Survey Questions
• How to Add a Virtual Events Calendar on Your WordPress Website
• The Best Event WordPress Themes
• Virtual Events Checklist
• Top 13 Types of Virtual Events That Drive Engagement
• How to Host a Virtual Event: The Ultimate Guide
• The Most Interesting Virtual Event Statistics You Could See

Author Tamara Jovanovic

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