How to plan a virtual event?

2 min read
April 20, 2021

In today's digital era, virtual events have emerged as a groundbreaking way to assemble people, transcending geographical boundaries. Whether it's from the comfort of your home or office, these events create an engaging, captive environment.

Why virtual events?

The shift to a remote-centric world has illuminated the numerous advantages of virtual events. They offer an unparalleled opportunity to connect with a broader audience while significantly reducing costs associated with physical venues, equipment, catering, and more.

With more than 20 years of experience in web conferencing, our team at Digital Samba wants to share four tips for an epic online event. This way you can relax and enjoy your successful virtual event.

1. Decide which type of virtual event to plan

The initial step in planning a virtual event is to understand your target audience. Preferences may range from smaller, intimate meet-ups to larger-scale global conferences featuring keynote speakers. Tailoring your event to align with the desires of your viewers is crucial.

Varieties of virtual events:

  • Workshops and webinars: Ideal for educational or instructional content.
  • Interviews and networking: Facilitates connections and discussions.
  • Conferences and summits: Suitable for large-scale professional gatherings.
  • Hybrid events: A blend of in-person and virtual elements, expanding accessibility.

Time zones play an important role when attracting global viewers. If you want to encourage attendance, run your virtual event in the time zones where at least 60% of participants will login in. Holidays and specific national events could restrict user presence.

2. Make it engaging

According to Peak Performance Center, passive attendance at an event has a retention level of 5%. Instead, active participation can engage and help your audience up to 50%.

Here is how you can keep your virtual event dynamic:
  • Q&As and live polls: Encourage interaction and real-time feedback.
  • Quizzes: Make learning fun and interactive.
  • Feedback mechanisms: Collect valuable insights and improve future events.

3. Have a plan B

Technical difficulties are an inevitable aspect of virtual events. Having a well-prepared contingency plan is essential.

Key roles to assign:

  • Event manager: Oversees the overall event.
  • Event planner: Coordinates the logistics.
  • IT support: Handles technical issues.
  • Moderator: Manages audience interaction and flow.

4. Plan your post-event strategy

Maintaining momentum post-event is crucial for continued engagement and to set the stage for future events.

Effective post-event actions:

  • Share highlights: Offer 'Best of' snippets and links.
  • Encourage social media sharing: Use event-specific hashtags to widen reach.
  • Archive content: Ensure accessibility for those who couldn’t attend.

Reliable virtual event solutions

Digital Samba specializes in providing organizations with the tools to host high-quality video meetings, webinars, trainings, and events directly from browsers. This encompasses high-definition video and audio, ensuring a seamless and professional experience for all participants.


In conclusion, the essence of a successful virtual event lies in understanding your audience, engaging them actively, being prepared for any technical hiccups, and having a solid post-event strategy. Digital Samba’s expertise in the field makes it a go-to resource for anyone looking to plan and execute a flawless virtual event.

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