How to Plan a Virtual Event or Webinar: Your Ultimate Guide

70% of Americans we surveyed said they plan to attend more virtual events or at least as many as they did last year. 

The convenience and possibilities of virtual event platforms give unique advantages that both attendees and creators love.

That’s why Eventbrite created one of the industry’s most powerful virtual events platforms — a one-stop shop for promoting, planning, and facilitating online events.  

But even with the best tool, there’s still much to figure out about hosting a virtual event. From identifying your competitive advantages to adapting to the unique challenges of presenting online, we’ve got you covered. We’ll go through all the factors to bear in mind when planning a virtual event and how to branch out into a digital world.

Table of Contents

Identify the unique benefits of virtual events

Key steps to successfully plan a virtual event

Manage the logistics of virtual events

Plan your marketing campaign

Plan a one-of-a-kind virtual event

Identify the unique benefits of virtual events

Virtual events have emerged as a viable and often preferred alternative to traditional in-person gatherings. Let’s delve into the numerous advantages that virtual events can offer.

Accessibility

Virtual event technology has democratized events by providing unparalleled accessibility. They eliminate geographical boundaries, enabling individuals from across the globe to participate without traveling. This inclusivity also extends to people with budget constraints, as virtual events can have lower ticket prices or even free options, making them a more economical choice for many.

For example, YogaTalk Global Network hosts free virtual yoga events accessible to everyone. If they had to rent a space for an in-person event, they might not be able to make the classes accessible to as many people because they’d have to charge a fee.

Sustainability

Event creators are increasingly conscious of their ecological impact, and many prioritize sustainability in their events. Virtual events align with this ethos by significantly reducing the carbon footprint associated with travel, venue setup, and other logistical elements inherent to physical events.

Large sales conferences used to mobilize thousands of salespeople across the country on expensive and carbon-costly flights. But creators like Reply.io are now offering virtual sales conferences instead, aligning attendance with the increasing number of companies with net-zero carbon emissions targets.

Interactivity

Digital events offer many opportunities to use innovative tools that enhance interactivity. Attendees can engage with speakers and each other through live chats, Q&A sessions, and interactive polls, fostering a collaborative environment. Virtual breakout rooms also allow for more intimate discussions and unique networking opportunities.

That’s why The Guardian’s Masterclass series ensures events include interactive components. From Q&As with industry experts to decoding maps and personalized advice, they use the virtual platform to let people interact across time zones and borders.

Cost-effectiveness

Virtual events are often less costly to organize compared to in-person counterparts. The savings on venue hire, catering, and travel can be substantial, allowing event planners to allocate resources more efficiently. 

You can also use a combination of in-person and virtual attendance to sell extra tickets to make more revenue — so-called hybrid events. For instance, if your venue is at capacity, you might sell virtual tickets at a fraction of the price to attract more attendees and expand your reach.

David McCrae creates virtual communications courses that anyone can log into. He offers them at various times so people can tune in from different time zones, and he doesn’t need a rented space to bring them all together. As a result, he can offer those classes for free to promote his brand and introduce attendees to his other offerings, where attending all of those people at in-person events would be prohibitively expensive.

Flexibility

The virtual format gives event creators a high degree of flexibility. You’re much less likely to have issues with in-person factors like rescheduling. It’s also easy to record virtual events for attendees to revisit later. That means people with last-minute emergencies have the flexibility to see the event another time.

Easy to collect feedback and data

Virtual events streamline collecting attendee feedback and information through digital channels. This instant, centralized data collection lets event creators gain insights into attendee preferences, behavior, and engagement levels. It also helps you reach out to them for your next event since you already have the email you sent with the video call link! 

Unlike physical events, virtual events can easily integrate feedback forms, allowing real-time responses. For instance, understanding which sessions were most engaging could help you plan even more exciting events in the future. You can also use that information to personalize the event experience and build an even better one. 

Key steps to successfully plan a virtual event

While virtual event planning has plenty in common with planning in-person events, there are a few unique steps you should take to ensure your virtual event goes off without a hitch. Here are some tips to guide you.

Determine if your event is suitable for an online audience

Not all types of events are fit for the virtual world. But that doesn’t mean your online workshop, class, or seminar has to be subpar. Providing a quality experience is possible in any format. 

A concert or performance live stream would be perfect for the digital experience because it makes online guests feel like they’re part of the action and broadens your event’s physical boundaries. In contrast, interactive workshops that require attendees to use physical materials they don’t possess won’t work. 

Events that are typically forums for discussion and thought leadership could add similar value in an online format. And if you’re worried about losing the benefits of networking, don’t be. By encouraging your target audience to participate in the chat section and leave comments, you offer a space for attendees to interact with one another and you and share their feedback in real time. 

Choose the right technology

You’ll need to decide on the virtual events platform to broadcast your live event or online presentation. If you’d like to display your venue’s set up and background — or feature a performer — a video streaming service like Vimeo is most appropriate. 

Sometimes, you’ll need to adopt a tool that prioritizes event-goer participation. For this type of event, we recommend Eventbrite’s virtual event platform, which allows you to: 

• Integrate with a variety of live-streaming services
• Improve interactivity with chat features
• Invite attendees through Eventbrite’s all-in-one platform
• Market your event and automate communications with leads and attendees

Through Eventbrite’s integrations, you can access unique features that make your event stand out like the creator JobfairX does. Through breakout sessions at their virtual hiring events, applicants at JobfairX can host individual interviews with employers via video, audio, and text chat. At the same time, the platform’s networking features allow them to contact one another and make industry contacts easily at networking events.

Of course, if you’re looking for a seamless registration and ticketing experience, you’ll need an advanced ticketing platform that will allow you to create a pricing strategy and offer multiple ticket types. Modern online event platforms like Eventbrite will make promoting your event effortless with registration and marketing integrations for Facebook and Instagram.

Don’t skimp on production equipment

Part of making attendees feel like they’re at a “real” event is having a seamless audio and visual experience. Here are a few checkpoints to make sure your target audience remains engaged:

• Pre-event technical checks: Schedule technical inspections at least a week before your event and a final check 24 hours before going live. This way, you’ll have ample time to address any issues. If you have guests or a keynote speaker, include them in the checks, too!
• The right equipment: Look for a camera with a resolution of at least 1080p and a microphone with a noise gate that won’t pick up background noise. A ring light or a well-lit room can significantly improve video quality.
• Backup internet connection: Having a backup internet connection is crucial. Consider having a mobile hotspot or a secondary Wi-Fi connection to switch to in case your primary connection fails. A wired internet connection can be more stable than Wi-Fi as well.
• Sound quality enhancement: Small rooms with carpet or furniture can help absorb echo and improve sound quality. Avoid rooms with a lot of echo or background noise, or choose audio equipment that facilitates this.
• Consider renting a professional space: Choose a studio or co-working space for the day to ensure a quiet, controlled environment. Many spaces include the essentials, such as a stable internet connection, furniture, etc. Choose an environment that best represents your event type. 
• Remote speaker equipment: If your speakers are in different physical locations, provide them with a checklist of preferred equipment specs and internet speed requirements. Offer to reimburse them for rentals of high-quality equipment or send a tech kit with quality equipment that has your event branding.
• Recording a backup: Consider recording a backup of key presentations or performances in advance. In case of technical difficulties during the live event, you can play the event recording for your audience.

Hone your virtual presentation skills 

You may be a skilled MC, but working with an in-person audience differs from engaging a virtual audience. Consider these tactics to engage your audience:

• Look at the camera: This tactic replicates in-person eye contact, helping virtual attendees to feel involved in the action and feel connected to speakers, hosts, etc.
• Use engagement tools: When appropriate, incorporate screen share, annotate shared content, send out polls, and solicit feedback in the chat to improve audience engagement.
• Use incentives for participation: Offer incentives like digital certificates, discounts, or giveaways to encourage participation and engagement.
• Use visuals and multimedia: Incorporate visuals, videos, and interactive slides to break up the monotony and engage the audience.
• Personalize content: Tailor your content to your audience’s interests and preferences. Use anecdotes or relevant examples to keep them connected to the topic.
• Create a program or agenda: By providing an event program or agenda that attendees can follow, they’ll know what to expect and can log into the event at intervals that most interest them.

For inspiration, follow the examples of event creators like the Five Oaks Museum, which hosts guest speakers in expert fields with presentations that speak to attendees’ local interests. They’re well-organized, with a variety of guest speakers and interactive components to encourage watchers to participate in real time. 

Manage the logistics of virtual events

Now that you know how to host an online event that will rival your in-person experience and wow your attendees, take a look at some of the logistical things you’ll need to manage when making the change: 

1. Online-only event setup: Customized ticket types improve attendee experience through easy check-in on Eventbrite for a seamless digital event setup.

2. Paid webinar setup: Establish a paid webinar by utilizing Zoom and linking it with your Eventbrite account for smoother processing.

3. Transition to virtual: If transitioning your event from in-person to online, follow these steps on Eventbrite:

a. Navigate to ‘Manage events’ and select your event
b. Go to ‘Basic info’ on your Event Dashboard
c. Click the pencil icon next to your event location, select ‘Online event’ from the ‘Venue’ dropdown, and follow the steps to create a live-stream event page

Automation: Use automation workflows and plugins with Eventbrite to automate reminders and provide attendees links to access your online event.

5. Send a reminder: Send out reminder emails to build up momentum before the event, and send one an hour before the event starts so everyone has time to get prepared. 

6. Last-minute communication: Ensure you communicate any changes to your attendees. Eventbrite makes it easy to send them messages and emails automatically, so take advantage of that feature if you need to make any last-minute updates!

Plan your marketing campaign

A well-planned marketing campaign is crucial for a successful virtual or hybrid event. Eventbrite provides a seamless platform to kickstart your promotion efforts. Here are some top tips on event promotion: 

• Launch social media marketing efforts: Create event teasers, share behind-the-scenes content in social media posts, and use targeted ads to draw attention to your event on platforms like Facebook, Instagram, and LinkedIn. Be sure to follow social media marketing best practices to make the most of your ad spend.
• Leverage email marketing: Send personalized invites, updates, and reminders to prospective attendees through email campaigns. Use catchy subject lines and engaging content to keep your audience informed and excited.
• Collaborate with influencers: Partner with industry influencers to promote your future events. Their endorsements can reach a broader audience and add credibility to your event.
• Use content marketing: Write blog posts, create videos, or host free webinars related to your event topic. Share this content on your website, social media, and email newsletters.
• Offer early bird discounts: Encourage early registrations by offering discounts or special perks to those who register in advance.
• Utilize Eventbrite’s promotional tools: Eventbrite’s promotional tools can help you reach a wider audience. Utilize its built-in SEO, promotional codes, and tracking tools to analyze and optimize your marketing efforts.
• Engage previous attendees: Reach out to attendees from your past events. Their prior interest makes them a potential audience for your upcoming virtual or hybrid events.
• Offer interactive contests and giveaways: Host online contests or giveaways to stir up excitement through experiential marketing and encourage shares and registrations.
• Engage with community partnerships: Collaborate with other organizations like local businesses or online communities to promote each other’s events and offerings.
• Utilize press releases and media outreach: Draft compelling press releases and engage with local or industry-specific media to cover your event.

Plan a one-of-a-kind virtual event

45% of event organizers use engagement to measure whether they had a successful event. That can create a lot of pressure, but remember, there’s plenty of opportunity to boost audience participation.

Whether you’re hosting an online yoga workshop, a multi-session industry conference, or live streaming folk concert, your virtual gathering will benefit from solid communication. Here are some tips to assist you:

• Plan natural pause points for people to chime in: Virtual attendees can only give their full attention for so long. Working moments of pause into the rhythm of your event, where viewers can comment, vote, or ask questions about the content, can help you keep interest high.
• Plan moments for engagement and interaction: Live polls, live chat, and responding to suggestions during or at the end of an online event help to connect the audience with the host. If you’ve got a virtual conference, consider also making virtual booths available.
• Recruit a passionate speaker, performer, or talent: There’s nothing worse than getting into a webinar and realizing that the speaker is on autopilot about their content. Make sure your speakers are excited, knowledgeable, and organized.
• Test everything to be sure your technology is up to the task: Make sure you’re ready for success. That means researching different software and choosing the best platform to host your virtual experience.

How to plan a virtual event without the hassle

From overcoming geographical and financial barriers to fostering a sustainable and interactive experience, virtual events’ unique advantages make them more appealing to creators than ever before. 

Eventbrite is here to help make them easy to organize, offering a seamless experience from planning to marketing to executing your virtual event. 

Its robust integrations with various live streaming services, interactive features, and effortless registration and ticketing system make it a go-to choice for many. 

The journey from conceptualization to realization of a virtual event might seem daunting. But with the right tools and meticulous planning, you’re well on your way to hosting an event that resonates with your audience and stands out in the virtual space.