With the world shifting towards digital experiences, event planners are unlocking the true potential of virtual events. According to Forbes, online events saw a staggering 1,000% increase since the start of the pandemic, and the format has stayed firmly in the mainstream ever since. In fact, Markletic reports that 87% of businesses now run virtual events to engage their audience.
So what exactly do you gain by moving an event online, and why does the format keep growing? Below is the short answer, followed by a detailed look at each benefit of virtual events – backed by data – plus the trade-offs to plan for and why the format matters for business.
What are the benefits of virtual events?
Virtual events give organisers lower costs, a far wider reach and richer data than in-person events, while cutting the environmental impact and logistics of a physical venue. The main benefits are:
- Lower costs – no venue, travel, catering or accommodation to pay for.
- Wider reach and accessibility – anyone with an internet connection can join, from anywhere.
- Greater flexibility – live, pre-recorded or hybrid formats, plus on-demand replays.
- Faster setup and shorter lead times – no physical build, shipping or on-site coordination.
- More room for creativity and engagement – polls, Q&A, breakout rooms and gamification.
- Richer data and analytics – every interaction is measurable, improving ROI.
- Lower environmental impact – far fewer travel and material emissions.
Table of contents
- What is a virtual event?
- Lower costs
- Wider reach and accessibility
- Greater flexibility
- Faster setup and shorter lead times
- More room for creativity and engagement
- Richer data and analytics
- Lower environmental impact
- Are there any drawbacks?
- Why virtual events matter for business
- Final thoughts
The importance of virtual events goes beyond convenience – they are reshaping how businesses, professionals and communities connect. Let's explore the key benefits of hosting a virtual event and why this format is here to stay.
What is a virtual event?
A virtual event is any organised gathering that takes place online rather than at a physical venue, with attendees joining through a browser or app from wherever they are. The format covers a wide range of event types, including:
- Webinars and online workshops
- Virtual conferences and summits with multiple sessions and tracks
- Product launches and demos
- Virtual trade shows and exhibitions with online booths
- Training sessions, town halls and community meet-ups
Many organisations also run hybrid events, combining an in-person audience with a virtual one to get the best of both. Whichever format you choose, the advantages below apply.
Main benefits of virtual events
Virtual events have revolutionised the way we network, learn and share ideas. Whether you're an event organiser, a business looking to expand its audience, or an attendee seeking valuable insights, virtual events offer unparalleled advantages. By removing logistical constraints and reducing costs, they open the door to broader participation and engagement. Below, we explore the core benefits that make virtual events an essential part of the modern digital landscape.
Lower costs
One of the biggest advantages of hosting online events is the significant reduction in costs. Physical venues, on-site staff, catering and travel are among the top contributors to high event budgets. A Markletic study found that 79% of event planners reported lower overall costs for virtual events than for physical ones, with some organisations saving up to 75% on event expenditure. Those savings can be reinvested in better content, marketing and audience engagement.
Attendees benefit financially too. With no flights, hotels or time away from the office, people can take part from wherever they are, needing only a stable internet connection and a device. That lower barrier to entry is a big reason virtual events attract larger, more diverse audiences.
Wider reach and accessibility
Unlike in-person events, where attendance is limited by geography and venue capacity, virtual events offer practically unrestricted access. Studies show that around 80% of event organisers have reached a wider audience through virtual formats (EventMB).
With no travel required, more people can join – whether they are in a different city, country or time zone. This accessibility strengthens networking opportunities and lets organisations attract a more diverse and inclusive audience, tapping into new markets and building a global community without geographical limits.
Hybrid event models – where both virtual and in-person attendance are available – are also gaining ground. By offering both, companies extend their reach while keeping the engagement of attendees who prefer meeting in person.
On-demand access boosts numbers further. Research from Skift Meetings suggests that 67% of attendees value being able to watch sessions at their convenience, even after the event has ended – so your content keeps being viewed and shared long after the live date.
Greater flexibility
A common frustration at in-person events is the clash of key sessions. Virtual events solve this with on-demand content: attendees no longer have to choose between two talks happening at once – they can catch the recording later. A Markletic report found that 64% of attendees appreciate accessing content at their own pace, which improves retention and satisfaction.
Organisers gain flexibility too. Booking high-profile speakers and moderators is far easier once travel is off the table, letting you secure top experts from around the world and raise the event's credibility. According to Bizzabo, 72% of event planners have attracted a broader range of speakers thanks to the removal of travel constraints.
Virtual formats also support varied content delivery – live-streamed discussions, pre-recorded webinars and hybrid models. A study by EventMB found that 81% of event professionals believe this flexibility has improved audience engagement and satisfaction, because it caters to different time zones, work schedules and accessibility needs. Events can even be spread over weeks rather than crammed into a few days, fostering continuous learning and deeper engagement with the themes.
Faster setup and shorter lead times
Without a physical venue to build, kit to ship or on-site logistics to coordinate, virtual events can be planned and launched far more quickly than their in-person counterparts. There is no floor plan to sign off, no vendor scheduling to juggle and no travel to arrange – so teams can move from idea to live event in a fraction of the time.
That speed makes the format ideal for timely content: a reactive webinar on a breaking industry topic, a fast-turnaround product update or a last-minute training session. It also lowers the cost of experimenting, so organisers can run events more often and iterate on what works.
More room for creativity and engagement
Modern virtual event platforms build in features such as live Q&A, polls and breakout rooms to drive engagement. According to a 2020 Virtual Event Benchmark Report, 38% of attendees value direct communication with speakers, while 27% prefer interactive polls with real-time results.
The appetite for engaging content has fuelled AI-driven networking that matches attendees on shared interests, increasing the chance of meaningful connections. A Bizzabo report found that 68% of event organisers believe AI matchmaking features significantly improve engagement.
Gamification – leaderboards, quizzes and networking challenges – helps hold attention throughout. A study by Markletic revealed that 81% of virtual event attendees are more likely to stay engaged when interactive elements such as quizzes and live polls are built in.
Live chat and virtual meet-ups have gained traction too, with EventMB reporting that 65% of attendees consider interactive networking a crucial part of virtual events. Add virtual exhibition booths and live product demonstrations, and the experience becomes genuinely immersive – turning passive viewing into active participation that replicates the energy of being in the room.
Richer data and analytics
One of the most overlooked benefits of virtual events is the depth of data you can collect. Unlike physical events, where tracking behaviour is hard, digital platforms give you clear insight into:
- Attendance and registration rates
- Session engagement levels
- Poll responses
- Networking interactions
- Content downloads
- Average viewing time per session
These data points let organisers measure success, refine future strategy and improve overall ROI (HubSpot). According to Markletic, 89% of virtual event organisers use analytics to assess performance and improve their next event.
AI-driven analytics can also predict attendee behaviour and suggest personalised content. A study from Bizzabo found that 74% of event professionals consider real-time analytics essential for improving retention and content effectiveness. Combined with post-event surveys and feedback forms – which EventMB reports 78% of organisers use to refine their strategy – virtual events turn every session into a source of actionable insight.
Lower environmental impact
Virtual events align neatly with sustainability goals. A Stanford University study found that large-scale conferences can produce up to 7,000 metric tonnes of CO2 emissions – switching to a digital format removes most of that footprint. Research published in Nature Communications found that moving conferences online can cut their carbon footprint by up to 94% and energy use by up to 90%, largely by eliminating travel and physical infrastructure.
As environmental awareness grows, more organisers are choosing virtual and hybrid formats to meet sustainability targets while still reaching – and growing – their audience.
Are there any drawbacks to virtual events?
Virtual events aren't without trade-offs, and planning for them is what separates a good event from a forgettable one. The most common challenges are:
- Engagement and screen fatigue – it's easier for remote attendees to drift off. Interactive features, shorter sessions and strong hosting keep attention.
- Fewer spontaneous connections – the "corridor conversations" of in-person events need deliberate design, through breakout rooms and structured networking.
- Technical reliability – a poor connection or clunky platform undermines the experience, so a stable, browser-based tool matters.
- Security and privacy – events often involve sensitive data, making encryption and compliance essential.
The good news: each of these is solvable with the right platform and a well-designed programme. Choosing a reliable, secure, feature-rich tool turns potential weaknesses into strengths.
Why virtual events matter for business
Beyond the individual benefits, virtual events have become a strategic channel for growth. They let businesses generate and nurture leads at scale, educate customers, launch products to a global audience and build communities – all at a fraction of the cost of physical events, and with data that proves the return.
Because they remove the barriers of time, distance and budget, virtual events are also one of the most inclusive ways to reach an audience. Whether you're scaling your audience as an organiser or seeking high-value content as an attendee, the format delivers reach and measurability that in-person events struggle to match. If you're weighing up where the format is heading next, our guide to the future of virtual events explores the trends shaping the years ahead, and our guide to planning a successful virtual event walks through how to run one.
Final thoughts
The desire to connect and share experiences is deeply human. Today's technology lets us join events from anywhere in the world, making knowledge and innovation more accessible than ever. Virtual events remove traditional barriers such as time zones and venue limits, ensuring broader participation – whether you're an organiser looking to scale your audience or an attendee seeking high-value content.
With Digital Samba's platform for virtual events, you can create seamless, high-quality virtual events tailored to your needs. The platform is GDPR-compliant, with all data processed in the EU and optional end-to-end encryption, so it integrates smoothly with your existing systems while keeping your attendees' data secure.
Contact our sales team today to learn how Digital Samba can elevate your virtual events.
Photo by Jacob Lund from Noun Project
