If you’re planning to host a virtual event in 2025, you’re definitely not behind the curve. The global virtual events market size is estimated to reach $297 billion. As a result, more event managers are now hosting virtual events to reach wider audiences, amplify engagement, and deliver memorable experiences, regardless of where attendees are tuning in from.
Hosting a virtual event is about understanding your audience, choosing the right format, crafting compelling content, and ensuring a smooth experience from the first invite to final feedback. It’s completely normal to feel overwhelmed by all the moving parts; every successful event planner has been there.
This guide will walk you through everything you need to know about how to host a virtual event. With the right approach, you’ll be ready to deliver an online experience that your attendees will remember and want to return to.
Key summary:
Virtual events are online gatherings where participants engage in activities, discussions, or presentations via digital platforms.
Make your event interactive with polls, networking, and personalized schedules so people stay connected and interested.
Don’t forget to follow up with surveys and share recordings to keep the conversation going and learn what to improve next time.
Pick an efficient event platform, like Wiz-Team, that’s reliable and packed with features to keep your attendees engaged and make registration a breeze.
What is a virtual event?
A virtual event is an online gathering where participants connect and engage in real-time or asynchronously via digital platforms such as live streams, video calls, and interactive tools, replicating aspects of in-person events.
These events use technologies like live streaming, video conferencing, chat rooms, and virtual networking spaces to replicate or enhance the experience of in-person events.
What are the types of virtual events?
Virtual events can range from small team meetings and webinars to large-scale conferences, trade shows, and entertainment performances, all accessible via computers, smartphones, or other internet-connected devices.
Event Type | Description |
Virtual Conferences | Multi-session events featuring keynotes, panels, breakout rooms, and networking opportunities are designed for large audiences and broad topics. |
Webinars | Educational or training sessions, usually focused on a single topic, with interactive features like Q&A and polls. |
Hybrid Events | Combine both in-person and virtual elements, allowing attendees to participate either onsite or remotely, maximizing reach and flexibility. |
Virtual Trade Shows & Exhibitions | Digital expos are where vendors showcase products, host live demos, and interact with attendees in virtual booths. |
Online Workshops & Training | Interactive skill-building sessions with hands-on activities and real-time feedback. |
Virtual Networking Events | Focused on connecting participants through small group discussions, one-on-one video chats, and themed chat rooms. |
Town Halls & Corporate Meetings | Company-wide updates, announcements, and alignment sessions, often with limited interactivity. |
Virtual Award Ceremonies & Social Events | Celebrations, recognition events, and entertainment experiences are hosted online. |
Why host a virtual event?
Virtual events play a critical role in modern event strategies because they reduce costs, broaden reach, offer flexible participation, provide detailed analytics, and minimize risks compared to traditional events.
Cost efficiency: Virtual events significantly reduce expenses by eliminating costs associated with venues, travel, catering, and onsite logistics.
Broader reach: They allow you to connect with a global and diverse audience, breaking down geographical barriers and increasing potential attendance.
Flexibility: Virtual events offer flexible scheduling and content delivery, including live and on-demand sessions that accommodate different time zones and attendee availability.
Data and analytics: Organizers can collect detailed data on attendee behavior and engagement to improve future events and tailor content more effectively.
Sustainability: By reducing travel and physical resource use, virtual events provide a more eco-friendly alternative to traditional gatherings.
Reduced risk: Virtual formats minimize risks related to weather, venue issues, and other unforeseen disruptions, making events more predictable and easier to manage.
A well-thought-out strategy and intentional execution are key to ensuring the event exceeds expectations and delivers real value. Here’s how you can host a virtual event that’s truly noteworthy.
How to host a virtual event the right way?
If you want your virtual event to deliver real results, not just clicks or logins, you need a plan that’s intentional from start to finish. Every decision, from platform choice to post-event follow-up, should support your goals and create value for your audience.
Here’s a step-by-step approach designed to help you host a virtual event that not only meets your objectives but also leaves attendees wanting more.
1. Define objectives & understand your audience
Before you get into logistics or technology, take the time to clarify what you want your virtual event to achieve and who you want to reach. Setting clear goals and objectives provides direction, helps allocate resources, and allows you to measure your event’s success.
Start by asking yourself these questions:
What is the main purpose of this event? (e.g., education, networking, lead generation, brand awareness)
Who is my target audience, and what are their needs or expectations?
How does this event align with my organization’s broader goals?
What does success look like for this event?
What specific outcomes do I want to achieve? (e.g., number of attendees, engagement rate, leads generated)
What challenges or pain points does my audience face that this event can address?
What type of content or experiences will resonate most with my audience?
Once you’ve answered these questions, set SMART objectives, goals that are Specific, Measurable, Achievable, Relevant, and Time-bound. For example:
Increase attendee engagement by 25% compared to last year’s event.
Generate 200 qualified leads during the event.
Achieve a 90% satisfaction rate in post-event surveys.
2. Select and configure the right platform
The ideal platform to host your virtual event should align with your event’s goals, scale seamlessly with your audience size, and offer the features that matter most for engagement, networking, and branding.
Key factors to consider when choosing a virtual event platform:
Ease of setup: The platform should allow for quick, intuitive event creation and management, saving you time and reducing complexity.
Scalability: Make sure the platform can handle your expected number of attendees without compromising performance or user experience.
Engagement tools: Look for interactive features such as live chat, Q&A, polls, breakout rooms, gamification, and networking lounges to keep attendees involved and energized.
Customization: The ability to brand the event environment and personalize attendee experiences is essential for creating a memorable and professional impression.
Live Streaming & On-Demand content: Support for both real-time and pre-recorded sessions ensures flexibility and accessibility for all participants.
Analytics: Robust data tracking and reporting help you measure engagement, attendance, and ROI.
Security: Ensure the platform protects attendee data and meets your organization’s privacy standards.
Customer Support: Responsive, multi-channel support is crucial for resolving issues quickly and keeping your event running smoothly.
A platform that checks all these boxes will not only help you in planning but also elevate the attendee experience, making your virtual event stand out.
Wiz-Team’s flagship platform, Event-Works, is designed to adapt to a wide range of event types and sizes, from small meetings to large-scale virtual or hybrid gatherings. With its flexible architecture, you can activate only the features you need, be it advanced registration, interactive engagement tools, or personalized attendee journeys.
3. Prepare your speakers and team
A good virtual event depends on how well your speakers and team are prepared, not just with their content but also with the technology, timing, and flow of the event. Proper preparation ensures confidence, minimizes technical hiccups, and delivers a polished experience for your audience.
Key Steps to Prepare Your Speakers and Team:
Early communication and briefing:
Send each speaker a personalized briefing email with a calendar invite, preparation instructions, and event details. Include reference materials and a clear outline of expectations.
Collect presentations and engagement materials:
Request final versions of slides, videos, polls, and Q&A topics in advance. This ensures all content is ready for integration and testing.
Create a detailed Run of Show:
Develop a comprehensive “Run of Show” document outlining the session order, timing, speaker transitions, and when to launch interactive elements like polls or videos. Share this with all team members and speakers so everyone knows what to expect.
Speaker training and Tech checks:
Schedule individual or group briefings to walk speakers through the platform, test their audio, video, and internet connection, and review key platform features (mute/unmute, screen sharing, chat, etc.). Test sound and lighting quality, and ensure backgrounds are professional and non-distracting.
Practice runs:
Conduct a full rehearsal with all speakers and moderators. Practice transitions, screen sharing, launching polls, and handling Q&A. This helps everyone get comfortable with the flow and technology.
4. Build a compelling agenda & content plan
Creating a compelling agenda is essential to keeping your virtual event engaging and valuable for attendees. It’s not just about filling time slots but designing a balanced program that offers variety, interaction, and flexibility.
Key considerations for your agenda:
Balance keynotes, panels, workshops, pre-recorded sessions, and demos to maintain variety.
Keep most sessions concise, ideally 30 to 45 minutes, to avoid screen fatigue.
Schedule regular breaks to help attendees recharge.
Develop a detailed internal document that outlines the flow of the event, including timing, transitions, speaker cues, and tech checks.
Choose presenters and speakers who are knowledgeable, engaging, and comfortable in virtual settings.
Build in interactive elements to keep attendees actively participating throughout.
5. Attendee engagement at virtual events
When participants are actively involved, they’re more likely to retain information, interact with your content, and build meaningful connections, all of which drive satisfaction and event ROI. To create a lasting impression from the start of your virtual event, you need to:
Kick Off with energy: Start with an engaging icebreaker or entertainment segment to set a positive, interactive tone for the event.
Personalize the experience: Personalize the experience by tailoring content and recommendations to attendee interests using data-driven insights.
When hosting a virtual event, it is also essential to be intentional and creative with your engagement strategies. Here are some proven strategies to amplify engagement:
Engagement Strategy | Description |
Live Polls & Quizzes | Interactive polls and quizzes to increase participation and gather instant feedback. |
Breakout Rooms | Small group discussions or workshops for deeper conversations and networking. |
Virtual Networking Lounges | Themed chat rooms or lounges for informal attendee connections. |
Speed Networking | Timed one-on-one video meetings to help participants make quick, meaningful connections. |
Gamification | Challenges, scavenger hunts, or leaderboards to add fun and competitive elements. |
Meet-the-Expert Sessions | Bookable personal meetings with speakers or industry experts for deeper engagement. |
Live Q&A and Reactions | Real-time attendee questions and interactive reactions to engage with speakers. |
On-Demand Access | Session recordings and resources are available for attendees to revisit at their convenience. |
Social & Entertainment Activities | Virtual happy hours, contests, or performances to foster community and enjoyment. |
Share a “Get Ready” checklist:
Provide a last-minute checklist 1 to 2 hours before the event, reminding speakers to use the same setup as the rehearsal, check their internet speed, silence notifications, and minimize distractions.
Keep communication open:
Use backchannels (like chat or messaging apps) for real-time coordination during the event, allowing the team to resolve any issues that arise quickly.
6. Promote your event & manage registration
Effective event promotion and registration management can make the difference between a well-attended, memorable event and one that goes unnoticed.
6.1 Build a branded, personalized event Landing Page
A compelling event landing page is the first impression attendees have of the event. Personalized touches, such as addressing different attendee segments (e.g., professionals, students, or industry partners) with tailored messaging, can significantly increase trust and interest.
Clear value proposition:
The landing page should immediately answer, “What’s in it for me?” Use concise headlines and bullet points that speak directly to the needs and aspirations of your target audience.
Essential event details:
Include all relevant information: date, time (with time zones), agenda highlights, speaker bios, and registration fees if applicable.
Visual appeal and branding:
Consistent colors, logos, and imagery build credibility. Featuring photos or testimonials from previous attendees can add a layer of authenticity.
Strong, personalized CTA:
Use action-driven calls to action like “Reserve Your Seat” or “Join Industry Leaders” phrases that resonate with the specific audience.
Mobile optimization:
Ensure a seamless experience on any device, recognizing that many will register via mobile.
Streamlined registration form:
Only request essential information. Consider pre-filling forms for returning participants or using smart forms that adapt based on user input.
6.2 Execute multi-channel, audience-centric marketing
Reaching the right people requires meeting them where they are and speaking their language. The most effective marketing efforts use multiple communication methods and personalized messages to reach people.
Email campaigns:
Segment lists by interest or past engagement. Personalized subject lines and content (e.g., referencing previous attendance or professional interests) can significantly boost open rates.
Social Media promotion:
Share tailored content across platforms using branded hashtags and tagging speakers or partners.
Partner and Influencer outreach:
Equip partners and industry influencers with customized graphics and suggested copy, making it easy for them to promote the event authentically to their audiences.
Content Marketing:
Publish blog posts, interviews, or sneak peeks that address attendee pain points or highlight unique event features.
Paid advertising:
Use targeted ads to reach specific demographics or interest groups, ensuring every dollar spent is directed toward the most relevant audience.
6.3 Streamline registration and enhance attendee communication
A frictionless registration process, followed by thoughtful and timely communication, reassures attendees and reduces drop-off.
User-Friendly registration:
The process should be intuitive, with instant confirmations and “Add to Calendar” options. For returning attendees, consider recognizing them with a “Welcome Back” message.
Automated, personalized reminders:
Schedule reminders that include the attendee’s name, session recommendations based on their interests, and clear joining instructions.
Clear joining instructions:
Provide step-by-step access guides, FAQs, and a direct line to support, anticipating common questions and concerns.
Segmented communication:
Tailor pre-event messages for different groups (e.g., speakers, VIPs, first-timers), ensuring everyone receives information relevant to their role and expectations.
At the SAP Forum, over 1,000 delegates registered and customized their event experience using Wiz-Team’s Event-Works platform. The system managed registration, accreditation, and session selection, while integrated mobile apps provided digital agendas and real-time updates.
Simplify your virtual event registration process with Wiz-Team’s intuitive platform. From customizable, mobile-friendly registration forms to automated confirmation emails and seamless attendee communication, Wiz-Team helps you manage registrations effortlessly.
7. Post-Event Follow-Up & Analysis
One of the standout advantages of hosting a virtual event is the depth of reporting and analytics available. To fully capitalize on this, it’s essential to design your post-event survey and feedback strategy with both engagement and future growth in mind.
Send thank-you emails within 24 hours to reinforce appreciation and keep your event top-of-mind.
Deploy concise, mobile-friendly post-event surveys to capture feedback while the experience is fresh; incentivize completion with virtual swag or exclusive content.
Share session recordings, highlight reels, and key takeaways promptly to extend the event’s value and support ongoing learning.
Analyze engagement metrics (attendance, chat activity, poll responses) alongside survey data to measure event success and identify actionable improvements.
Invite attendees to join post-event communities or forums, keeping the conversation alive and nurturing loyalty for future virtual events.
Easy ways to level-up your virtual event hosting
Consider your audience’s time zones and pick an optimal timing that maximizes live attendance. Use polls or past data to identify when your attendees are most likely to engage.
Got sponsors? Give them real value by setting up a virtual exhibit hall or sponsor booths where attendees can interact and explore.
Don’t let the networking end with the last session; plan a virtual happy hour or after-party so people can connect in a relaxed setting.
Make networking effortless with a searchable attendee directory so people can find and message each other directly.
Let attendees build their own schedules and send them reminders, so they never miss what matters most to them.
Offer a mobile app version of your event; people love joining sessions and networking on the go.
Keep your event platform open after the main event wraps up. This way, people can revisit content, connect, and keep the conversation going.
If you want to add a dash of excitement, send out physical swag bags before the event; everyone loves a surprise in the mail.
Make registration self-serve so attendees can easily manage or update their details without hassle.
Communicate early and often. Send clear instructions and reminders before the event, and include troubleshooting tips to keep things smooth.
How Wiz-Team can help in your virtual event logistics
From managing sign-ups to keeping sessions on track and ensuring every attendee feels connected, flawless coordination is what makes the experience memorable.
That’s where Wiz-Team steps in.
With its modular Event-Works platform, Wiz-Team empowers organizers to handle every logistical detail, from hosting a focused webinar to a multi-day global conference. Some of the key features that will help you host your virtual event are:
Registration & Access: Streamline sign-ups and secure entry with customizable forms and real-time credentials.
Engagement Tools: Encourage interaction with live polls, Q&A, and networking features.
Analytics: Track engagement and attendance to measure ROI and improve future events.
Integrations: Connect easily with third-party apps for a seamless event experience.
Conclusion
Hosting a successful virtual event demands clear goals, thoughtful planning, and a focus on meaningful engagement every step of the way. By resorting to data-driven insights, personalized experiences, and continuous feedback, you can host virtual events that not only meet your objectives but also build lasting connections with your audience. Remember, the key to standing out is the intention and making every interaction count.
Partner with Wiz-Team to make your virtual event hosting better with customized strategies and advanced tools designed to deliver measurable results. Get in touch with Wiz-Team today to host the most successful virtual event.
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