How to host virtual conferences


How to Host a Virtual Conference.

  • 1. Create a solid plan. The first thing you should focus on is coming up with a solid plan. Your plan should decide what you want to achieve with your …
  • 2. Choose the right platform.
  • 3. Engage your audience.
  • 4. Decide on a budget.
  • 5. Host your virtual conference.
10 tips for hosting virtual events
  1. Set clear goals from the start. …
  2. Choose the right platform to host your virtual event. …
  3. Choose the right time for your event. …
  4. Promote your virtual event. …
  5. Develop a clear agenda that includes speakers and timeframes. …
  6. Include moderators at your event. …
  7. Engage your audience. …
  8. Prepare to troubleshoot.


Should you host a virtual conference or summit?

Deciding to host a virtual conference or summit – also referred to as an online conference – often seems like a a natural move for expertise-based businesses that already host face-to-face events or that are looking for new approaches to online education and events. As I’ve already argued, they can be a great business model.

How do I host a successful online conference?

In this post, I offer tips for hosting a successful online conference based off of my own experience as well as experience working with a long list of clients that host virtual conferences. So, let’s get started. 1. Add strong context to your content 2. Make it easy for others to market 3. Mix in meaningful social 4. Use at least some live video 5.

How to plan a virtual event?

Before planning your virtual event, you first need to establish what type of virtual event you’re going for. There are many types of virtual events to choose from whose purposes vary. Virtual Summits and Conferences – Usually hosted over several days, they aim to brand awareness, generate leads, build relationships and exchange ideas.

Are virtual conferences worth the risk?

In my experience, virtual conferences are significantly less risky and time-intensive than many of the alternatives, but that doesn’t mean they are easy and that they don’t take time. If I were to add a tip to the list above it would be “ Start well in advance !”


How do I set up a virtual conference?

What do I need to run a virtual conference?Define your conference strategy. You need to start by clearly outlining your target audience and who you want to attend your conference. … Prepare the content. … Choose your platform. … Market your conference. … Enable your attendees to network and interact.

How do you run a good virtual conference?

Virtual events take just as much advance planning as a traditional conference. … Time zones still matter – make sure participants aren’t shut out by being in the wrong time zone. … Provide both synchronous and asynchronous content during the virtual event.

How do you host a fun virtual event?

37 Virtual Event Ideas for Your Next Online EventPersonal Trivia Turned Into a Virtual Game. … Real-Time Illustrations During Sessions. … Live Games or Competitions. … Virtual Concert. … Health and Wellbeing Activities. … Build Unique Immersive Environments. … Attract Star Talent. … Cooking or Cocktail Class.More items…•

How do you host a successful conference?

Friday Finds: 8 Foolproof Conference Planning Tips & a Checklist for SuccessMake sure the venue aligns with the event. … Give every attendee a leg up on networking. … Build a detailed content plan with unique takeaways. … Create your conference marketing tree. … Spare yourself the most common conference planning headaches.More items…

What is the best platform for virtual event?

Quick Comparison – Best Virtual Event Platforms in 2022.Best Virtual Event PlatformsP2P RatingVimeo4/5 View WebsiteTwitch4/5 View WebsiteFacebook Live4.5/5 View WebsiteSpotMe4/5 View Website6 more rows

Which platform is best for virtual party?

Zoom considered the classic go-to app for any type of virtual gathering especially during the pandemic. Zoom started as a place to host virtual meetings, but is now used for so much more. This platform makes it easy to talk with multiple people at once.

How do you make virtual events more interactive?

6 ways to make more engaging and interactive virtual eventsCreate quizzes and questionnaires. … Encourage voting during virtual events. … Create a fun learning experience. … Create memories with interactive virtual events platform. … Communication.

How do you make a Zoom party fun?

Zoom party ideas to make virtual parties feel fresh againPlan the party around a specific group activity. … Send out physical favors beforehand. … Get creative with the aesthetic details. … Make bigger parties feel more intimate.Add a dance party.

How do I host a fun Zoom meeting?

8 Ways To Add Some Fun to Your Next Zoom MeetingUse Breakout Rooms. … Create a Theme. … Implement a Dress Code. … Mix Up Your Zoom Backgrounds. … Play online games together. … Do Your Own Version of MTV Cribs. … Zoom Karaoke. … Invest a Little Bit of Money Into a Special One.

How do you make a Zoom party special?

Have everyone prepare a favorite memory, toast, or roast. … Or make it a game of show-and-tell. … Host a game night. … Fake a restaurant outing. … Decorate your space. … Re-create a bar trivia night. … Record the “Happy Birthday” song ahead of time. … Or make a full video of birthday messages.More items…•

How do you host a virtual party on Zoom?

You need to set up a Zoom account to send meeting invitations and host your Zoom parties. You can sign up for a free Zoom account at Zoom.US. A basic account allows you to host up to 100 participants, hold video calls for up to 40 minutes at a time, and join unlimited one-on-one meetings, all for free.

Hosting a virtual conference

Here, we’ll cover six different steps that will help you host a virtual conference for your business.

1. Create a solid plan

The first thing you should focus on is coming up with a solid plan. Your plan should decide what you want to achieve with your virtual conference and how you’re going to do that with your content. It’s important to consider the main goal and purpose of your virtual conference before you start brainstorming content ideas for it.

2. Choose the right platform

A big part of hosting a virtual conference is choosing the right platform according to your requirements and branding. Since everything is virtual and online, you need to put your faith and trust in a virtual conference hosting platform.

3. Engage your audience

It’s important to encourage your audience to engage with your content before and after your virtual conference. This keeps them interested in your content and builds hype for the virtual conference event.

4. Decide on a budget

Deciding on an accurate budget is also important for hosting a successful virtual conference. You don’t want to promise your audience big things only to later not fulfill them due to a shortage in budget.

5. Host your virtual conference

When hosting your virtual conference, it’s your responsibility to make sure everything is going according to your main goals and plans. This way, you can ensure every event activity is on track with your timelines and all your staff members are following your plan.


Hosting a successful virtual conference can be quite intimidating, especially if this is your first time doing so. A great way to start is by planning your virtual conference and then executing your plan properly.

The Key To Success: Amazing Hosts & Presenters

High on Cummins’ list of how to plan a virtual event is to hire engaging presenters who are not only well-versed in your content but are also experienced in—and skilled at—addressing the camera.

15 Virtual Conference Best Practices

The following virtual event best practices were culled from a variety of experts and will be helpful for anyone learning how to host a memorable and engaging virtual conference.

Step 1: Develop a conference program and invite speakers

You start off the same way you always do – putting together the agenda by identifying relevant topics and recruiting speakers. The advantage of hosting a virtual conference is the fact that you and your speakers are no longer limited by the geographical location.

Step 2: Pick out the best virtual event platforms for your needs

Picking the best virtual event platform depends on the size of your event, your budget, and the features you are looking to utilize. For example, Hopin allows you to sell event tickets, analyze event data, and offer your attendees a number of interactive tools like a live chat function and breakout rooms.

Step 3: Advertise your virtual conference

Use all the same channels you would normally use for an offline event. This includes email marketing campaigns, paid advertising, search engine marketing, media partnerships, affiliate marketing, etc. However, keep in mind that you can now vastly increase the scope of your promotional efforts.

Step 4: Test your tech

Even the best virtual event platforms can glitch if set up wrong. Check, double-check, and triple-check everything! Do test runs, train your speakers on how to use the platform, and learn its every single aspect. There really is no such thing as being overprepared when it comes to hosting events, be they in-person or virtual ones.

Step 5: Host your event

When the day arrives, make sure you have enough staff support to manage the event. The bigger the event, the more people you will need. Make sure you have clearly assigned roles. For example, someone in charge of moderating the chat, another person for technical issues, a third person to keep track of speakers, and so on.

Step 6: Do your post-event attendee care

Any event, be it online or offline, should strive to strengthen and expand a network. This, in turn, requires engaging your attendees before, during, and after the event. Make sure to send them the conference materials as soon as the event is over and keep them updated on relevant industry developments long after the event.

What Are the Benefits of Hosting a Virtual Conference?

The main benefit to virtual conferences is cost savings related to travel, meals, and accommodations. Second, virtual conferences increase audience reach to anyone, anywhere. Finally, virtual conferences provide more data (metrics and reporting). Every attendee activity is tracked and measured including content views.

How long does it take to set up a virtual conference?

The answer depends on the complexity of the event. A simple, single-room environment with links to webinar presentations and downloadable resources can be set up in a week.

How to Host a Virtual Conference: A Step-By-Step Process

Though day-long in-person events are common, much of that time includes meals and socializing. The best practice for a virtual conference is four hours or less per day. The typical virtual conference is 1-3 days duration.

How Can Organizers Practice for a Virtual Event?

When hosting an in-person conference, it’s easy to get to the space a few hours ahead of time to practice and ensure that all equipment and tech are working properly.

What is a Virtual Conference?

People often confuse a virtual conference with a virtual meeting or a meeting. Generally, virtual conferences are hosted online and include live sessions, panel discussions, demos, and more. The purpose of virtual conferences is lead and demand generation, adoption and retention, brand awareness, and relationship building.

How do you create a virtual conference strategy?

You will come across many free webinar platforms online. Although they are free, they do not provide all the requisite features needed to host a large-scale virtual conference. Here is a checklist that you must run through before choosing your pick:

Parting Thoughts

And finally, don’t be afraid to go virtual. The world is changing rapidly and you will need to buckle up and pace up with its offerings. As you rebuild your event programs and look to the future, take advantage of virtual events and experiences. Follow these six steps and you are halfway through a stellar virtual conference anyways.

What Is a Virtual Conference?

A virtual conference is simply an event that takes your regular in-person conference into the digital space. You can host the same keynotes, workshops, and breakout sessions — just in an interactive, branded, virtual world.

What Your Audience Will Expect To See

Virtual conferences are big, impressive virtual events that bring together different formats to create something people won’t want to miss. They can catch keynotes from industry experts, take part in interactive activity sessions, and uncover new ideas in workshops.

How To Plan Unmissable Virtual Conferences

Virtual conferences give you so many advantages over in-person events, but they can also present challenges. You have new things to consider like time zones, how to handle multiple activity tracks, and balancing technology you might not have used before.

6 Fun Virtual Conference Activity and Engagement Ideas

Sometimes it’s hard to encourage event engagement and interaction at a virtual conference. After all, there’s none of that in-person atmosphere. To help you create a fun virtual experience that people can’t help but take part in, here are some of our best activity and engagement ideas.

3 Virtual Conferences To Inspire Your Plans

Trying to plan an online conference can be a challenge, and often one of the hardest things is finding inspiration and new ways to make your event stand out. To help you, we’ve brought together some ideas and case studies from popular virtual conferences.

How To Use Hoppier To Supercharge Your Virtual Conferences

Digital events don’t have to lack the atmosphere that you find at in-person events. With Hoppier, you can make your event experience feel truly immersive by adding a physical element to your event.

Host Your Virtual Conferences Like Never Before

With more virtual conferences planned now than ever, you need to work a little harder to help yours stand out. Offer an unrivaled customer experience with thoughtful customer support, streamlined booking processes, and an interactive hub where people can access the kind of content they want when they want it.

1. What is a virtual event?

Similar to in-person events, a virtual event is a gathering that allows a group of people to communicate, share ideas, and enjoy a shared experience. Virtual events occur online rather than in person, which is the only difference between physical and online events.

2. What are the benefits of virtual events?

Several benefits of virtual events are gaining massive traction among companies and event planners. Here are some of the attractive benefits of virtual conferences:

3. What are the types of virtual events?

Before planning your virtual event, you first need to establish what type of virtual event you’re going for. There are many types of virtual events to choose from whose purposes vary.

4. How do you create a virtual event?

It’s more important now than ever for event planners to learn how to create a virtual event. If you’re looking at organising one, here are some steps you can consider organising a successful online event:

5. What are some good virtual event ideas?

As virtual events have become the norm, there’s now some pressure to set your virtual event apart from the competition. But the great thing about hosting online events is that you can be engaging and successful without racking up costs; you just need to flex your creative muscles.

6. How to attract attendees to a virtual event?

Organising a virtual event is just one piece of the puzzle. The other thing you need to think about is how to get people to take an interest and sign up. Fortunately, as more people are glued to their mobile phones, there are many simple yet effective ways and tactics to promote a virtual event on digital.

7. How do you make an event unique?

Beyond the usual virtual event ideas, many participants are looking for the x-factor to make them sit through the entirety of a virtual event. For event planners, this can mean thinking outside of the box and integrating next-gen technologies to truly make a virtual event unique and set it apart in a saturated market.


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