7 Tips For Hosting a Successful Virtual Event

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Human beings are social people. We crave a sense of connection and belonging with others. This is why even with the threat of the COVID19 still looming over us individuals and organisations alike are looking for alternatives to stay connected with as many people as they can in the safest ways possible.

In a study by Statista, 70% of people have moved their supposedly face-to-face events into a virtual events platform. These were either in the form of a webinar format, live stream, web conferences, and others.

As people adapt to the new normal caused by the outbreak, GM Insights predicts that the market for video conferencing and virtual events solutions will reach $50 billion by 2026 with a huge spike between 2020 and 2021.

There are many benefits from integrating such tools into your organisational processes. For one, it allows you to push through with your scheduled events despite the outbreak. This prevents further delays and setbacks in your overall plans during this trying time.

So, how can you spice up your events even though they're only done digitally? Here are some strategies for hosting a virtual event your guests won't forget.

Our 7 tips for hosting a successful virtual event are:

  1. Increase engagement through communication tools
  2. Streamline your event with event planning tools
  3. Utilise existing live streaming technology
  4. Incorporate an event ticketing system
  5. Consider membership passes for virtual events
  6. Don't let distance stop you
  7. Integrate your virtual event with social media platforms

1. Increase engagement through communication tools

Hosting an event virtually may seem limiting at first. At first glance, it sounds easy and convenient, but questions on how to keep your audience engaged and tuned in to the speaker despite being in their respective homes become a challenge.

Make use of communication tools to open up an avenue for interaction between you and your audience. This gives them a semblance of still being part of a larger group despite being stuck at home. They can interact with other people, voice out their opinions and questions, and stay engaged all throughout.

There are other ways, of course, to open up communication lines in a digital event platform. This all depends on the software you chose. Eventcube, for one, uses a live chat room where audiences can come together as they watch the event online.

You can also check out these top virtual team communication tools guide to discover how these communication tools can further enhance your virtual event software to keep your audiences engaged throughout your digital events.



2. Streamline your event with event planning tools

While virtual event software gives an avenue for you to hold conferences, webinars, and others online, it does not tell you how to host a virtual event. The strategies and the mechanics of which are still all up to you. Fortunately, there are digital tools for events planning to further optimise your virtual events.

By organising the entirety of the event within your chosen software, all pertinent documents and files are centralised within the system. This makes it easier for you to oversee and monitor the flow of the program and ensure that everything is in order for your event.

Event planning tools can also automate some tasks for managing your event, so that you can focus on developing your content and engaging with your audience. This also makes it easier for you to hold events digitally without having to hire third party organisers or a huge team just for it to happen. With just you and your virtual event platform, you can prepare and host any event you want in just a few clicks especially now during the COVID19 outbreak.

3. Utilise existing live streaming technology

There are many game-changing companies revolutionising how live streaming works for a pandemic-ravaged events industry. Lightstream is a name to take note of in particular. If you're looking to run anything from conferences to online Fortnite competitions online, there's no doubt you'll be helped enormously by the tools Lightstream provide.

We're particularly keen to shine a light on Lightstream's Studio product, so let's focus on that. Studio gives you all the tools to manage a virtual event with one computer, running Studio directly in the browser. It provides Photoshop style editing for your virtual event. Connect streams from multiple sources, add layers, images, create scenes & quotes. The list goes on. If you can imagine in, you can probably build it in minutes with Lightstream Studio. You can also manage your event from a mobile device to switch between scenes on the fly. TIP!



4. Incorporate an event ticketing system

With almost everything going virtual nowadays, you can take a step further and go completely paperless with tickets for your events. Use a ticketing system with your digital event software to streamline event management and make booking convenient and accessible to your audience.

In Eventcube, they've launched an initiative called Ticketing for Planet Earth, where they focused on enabling their platform to produce more events while lessening the aspect of physicality. This means handling ticket selling, purchasing, payment and registration within their own system.

Having everything in one place makes it easier for organisers to manage and oversee the event in their entirety. It also hastens the registration process and accounting for tickets because everything is computerised and managed by your software. You can also customise your tickets to put a bit of your brand into it.



5. Consider membership passes for virtual events

Membership passes are not only for the sake of exclusivity, but it is also one good way to ensure a steady stream of revenue from your events. It converts the audience into loyal customers and helps expand your online community and network.

Virtual event software like Eventcube offers membership features for your audience. You can easily set up an online portal for members to enhance their experiences with your organisation. This portal can keep them on the loop for your next events, streamline registration and payment, and receive other perks.


With this, you have a better idea of what your audience will be like for your event, and thus help you develop better content for them. It also makes it easier for you to manage the attendees of your virtual events and let you gain better insights from the membership database.

6. Don't let the distance stop you

The COVID19 outbreak has forced many people to put plans on halt. Events, huge or small, have been pushed back with no foreseeable dates of when they will get back up and running. But life must go on. Don't let social distancing delay your plans any longer.

The digital space is the new ground for social events especially if you're aiming for the massive scale. It is accessible, convenient, and safe. It also gives you a wider reach for the audience and allows for greater publicity for your events.

Make your events possible during this time through virtual event solutions. These programs will let you run webinars, conferences, and many more with other people despite the distance enforced by the outbreak. In fact, this might just be the future for events planning and organising as more and more organisations begin to see the benefits of such platforms.

You can look into the top virtual event platforms to see how they can help you with hosting your event digitally. But no solution is one size fit all, so it's best that you check out the set of tools and features they offer and see if they can cater to your specific needs. Likewise, enhance your experience further with your virtual events software through these strategies. With these, you can plan, organise, and host an event, anytime, anywhere, and at your and your audience's convenience.

7. Integrate it with social media platforms

Social media platforms are everyone's best friends at this point in time. This is where most people interact and connect with others while social distancing measures are in place. Likewise, many organisations are taking advantage of these channels for marketing their brands.

This makes these platforms the perfect place for you to broadcast your events to reach a wider set of audience. By integrating your software with high capacity streaming platforms, your virtual events become easily and conveniently accessible to your audience.

You can also use social media channels to promote your events and streamline campaigns around it. The chances of your events catching fire in social media networks can increase drastically through shareable links, posts, and hashtags.

Need more event management tips and advice? Take a read of some related guides below: