How to Plan a Virtual Event

Wondering why didn’t the need for this plan cross your mind before? Well, there is always a first time and we want to make sure you are equipped for your first time. 
plan a virtual event

How often do you start working on a project without a structured plan? Almost never! This is exactly the case with organizing or executing an event. The stronger your understanding of the event is, the better you are able to plan a virtual event. 

Just as the attention of the business world has shifted to virtual platforms, companies focus on planning an event beforehand. Digital solutions have made life easier yet it is tricky to plan a virtual event. Likewise, hosting an event demands prior work which becomes the basis for a successful event. One cannot blame the intricacy as virtual events are run by careful work compared to physical events. 

An event is built upon research and planning. First-timers can have a tough time learning to go about it. That is why we have constructed an event plan for you to follow each time you book an online virtual event. A virtual events platform helps you plan and execute your event flawlessly. Wondering why didn’t the need for this plan cross your mind before? Well, there is always a first time and we want to make sure you are equipped for your first time. 

Follow these easy steps to create and execute a virtual event. 

1- Construct a Do-able Plan

Before starting on a virtual event, define your expectations from it. List down the dos and don’ts for your understanding which helps the team map their way through the event. A well-constructed plan is much needed to move forward. Consider this initial step as a torch and let it shine on the virtual event being executed. 

Use quantifiable measures for your goals and priorities. Once the plan is built, your team has a structured guideline to follow throughout the event. Be it a conference, job fair, or trade show, defined goals help with the success of a virtual event. Moreover, focus on creating do-able plans. Do not get trapped in something you cannot pull off as you plan a virtual event. Your success rate depends on a well-crafted plan. 

2- Choosing a Virtual Events Platform

The foremost step to creating a virtual event is to select a virtual platform. Choosing where to invest is a hard call. It is important that you examine and pick a virtual events platform that suits your event. Before you hop on and pick a platform, consider the following stances; whether the platform is well known for the services it provides, confirm how immersive the platform is, and check the previous events hosted at the platform to have a clear idea of the professionalism of virtual events platform. These are the easy ways to examine the competence of a virtual platform. 

A virtual platform should be an expert in providing an image of an in-person event. For instance, if you are to host a conference at a virtual events platform, make sure that the visuals and features are a glimpse of traditional conferences. Virtual platforms should look as real as possible, 3D events have attendees move about in the lobby just as they would at an event. Sounds crazy, right? Not to forget, make sure that engagement options like chat or Q&A are being offered by the platform. One can beautify the event with customizable booths and fully personalized designed lobbies. Hence, it is essential to opt for an events platform that offers maximum benefits, which further confirms the success of your virtual event. 

3- Reach out to Speakers

With virtual events, it is important to ensure that speakers are in good terms with the attendees. This is essential to notice when an event is run by the spirit of a speaker. The most important quality that a speaker should possess is the ability to keep the audience spellbound throughout the event. The more skilled a speaker is, the more chances are there for the event to go successful. 

Picking a speaker can be tricky. There are certain factors that should be taken into consideration. When selecting a speaker for your event, look out for speakers expert in the subject matter you are to conduct, thought-leaders around you should be preferred. Moreover, reaching out to speakers with a good fan following, be it an influencer or a PhD in the field. It is also suggested that you look for a speaker who is the choice of your attendees. Surely, this is an easy tactic for securing maximum engagement. 

4- Associate with Sponsors and Exhibitors

In planning an event, there is a need to get in touch with sponsors and exhibitors. For events like trade shows and non-profit events, one should associate with organizations in advance. The organizations you reach out to can be your partners or leaders in the field. You can invite them to exhibit at your event or sponsor the event. Once the deal is final, you can collaborate with them on the booth design.

5- Plan Activities

For increased user engagement, it is advised to plan interactive activities. Such activities will hook users to your event. Through these activities, you can impart further information to attendees to gain maximum attention. Schedule lucky draws and hourly prizes for interactive attendees. 

6- Construct a Schedule

With a well-constructed plan of events, businesses can achieve maximum growth. Once you have stakeholders on board and have activities planned out, it’s time to form an event schedule.
For a successful event, note that the event must be scheduled with a healthy balance of activities, speaking sessions, and break. For instance, the event can be scheduled as; 

1- Begin with an introductory session and include some time for questions and answers. 

2- Schedule a 10-minute break for attendees to get familiarized with the virtual platform. 

3- Plan a 45 minutes session, with 5 minutes of Q&A. 

4- Programme time for a lunch break or tea. 

5- Plan to present high-profile speakers at the start to gain maximum attention.

6- Schedule activities towards the end of the event when the attendees start to lose interest. 

7- Work on Promotions

Once you have all the things planned out it is time for working on promotions. Business communication is carried out through email marketing. It is cost-effective and highly personalized. With email marketing, send out emails to all your contacts. Add a call to action by keeping the message concise and clear. 


With a structured event plan, one can easily mark the success of their event. At Virtual Days, events are organized and executed with perfection. The steps to reach out to speakers, exhibitors and sponsors should be followed carefully. Planning activities to ensure user engagement and maximum attendee attention are vital for your event. Scheduling the event and working on promotions is as important as working on a set of goals. Make sure that the maximum number of your target audience gets invited to the event. You don’t want it to go down the hill in any way? Note and follow all the above-mentioned steps to mark the success of your virtual event. 

Author | Mubashrah Rahim



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