How to price a virtual conference


How To Price Virtual Conferences

  1. Do The Research. Collect data on what your event has charged in previous years and take a look at what similar events…
  2. Do The Math. Factoring in all the costs of your event, how much money do you need to break even? For the most part,…
  3. Be Realistic. How many tickets do you think you’ll likely sell? If you have data from…


How much can you charge for a virtual conference?

$2,500-10,000: This is the price range if you’re using a provider like Zoom or WebEx to host a single virtual event or managed webinar.

How much should I charge to host a virtual event?

For a smaller, single-day virtual meeting with presentations and breakout discussions, the price can range from $4,000 to $20,000. For a two-day event that includes a general session, multiple tracks, and breakout rooms, the price is typically between $20,000 to $75,000.

How do you price an online event?

How to Price Virtual EventsDon’t Call it “Free” … Consider Attendees’ Situations. … Determine if Sales Tax Should Be Charged. … Look for Value-Adds. … Don’t Get Stuck on One Rate.

How do you budget for a virtual event?

How to Build a Virtual Event BudgetStart with common event line items. … Determine what you need for your virtual event to be a hit. … Remember to account for the number of attendees. … Remember what is most important for your event. … Breaking down your budget. … Don’t assume virtual means cheaper than in-person.More items…

How much does it cost to host a zoom event?

Zoom Webinar charges from $40.00 per month for 1 host and up to 100 participants to $6,490.00 per month for 1 host and up to 10,000 participants.

How do you budget for a conference?

7 Steps to Simplify and Prioritize Your Conference BudgetReview your conference budget for accuracy. … Create a conference budget priority list. … Pay particular attention to big-ticket items. … Analyze your costs. … Automate what you can. … Don’t forget to give yourself a buffer. … Revisit your revenue.

How do you price an event?

Add the total cost of the food, venue, entertainment, and misc. expenses together and divide that number by the amount of people you want to attend. That will tell you the average cost for each attendee. Next, you’ll need to determine how much profit you want to make from the event to set your break-even point.

How do you sell tickets on virtually?

4:385:574 Easy Steps: How to Sell Event Tickets Online – YouTubeYouTubeStart of suggested clipEnd of suggested clipIf you want to sell tickets online for an event just follow these four steps. Create your ticket.MoreIf you want to sell tickets online for an event just follow these four steps. Create your ticket. Make sure it’s on brand simple and informative launch an event registration.

How much does it cost to host an event?

Average Event CostsServiceLowestAverageCatering$180$4,567Decor$250$1,775DJ$200$781Entertainment$175$38912 more rows

How much does it cost to host a convention?

Costs mount quickly adding up to many thousands of dollars. This totals $151,000, not including many other miscellaneous costs such as printing, shipping, etc.

How do I create a budget for an event in Excel?

To start with, give your Excel spreadsheet a title, e.g. “Event Budget”….Creating your event budget in ExcelIncome vs. expenses. … Event income. For the income part, you only have to fill in the “Description,” “Unit cost,” and “Quantity” columns. … Event expenses. … Event profit. … Expense breakdown chart. … Event budget report.

How much does it cost to host an event?

Average Event CostsServiceLowestAverageCatering$180$4,567Decor$250$1,775DJ$200$781Entertainment$175$38912 more rows

How much does it cost to host a webinar?

In summary As a guide, you should expect to pay between $3,000 and $5,000 to host a webinar on average. Of course, you can spend considerably more or less than this, depending on the size and scope of the event that you are planning.

Why are virtual conferences less expensive?

Virtual conferences are less expensive for attendees (and their employers) because they don’t have to pay for hotel and travel expenses. They also don’t have to worry about scheduling travel time away from the office.

Is free a sustainable business model?

You can’t afford to give it away. Free is not a sustainable business model. In the Virtual Conferences Report from Tagoras, based on a March/April 2020 survey, only 15% of respondents charged no registration fee for a previous virtual conference. As for the rest:

Do virtual conferences have sales tax?

Sales taxes are a complicated issue for virtual conferences. For in-person conferences, the hosting state determines sales tax rates. But for virtual conferences, sales taxes vary by state and size of event.

Should virtual conferences be free?

Despite what other associations have done, resist the temptation to give away your virtual conference. A virtual conference has value and shouldn’t be free. A virtual conference also has costs. You can’t afford to give it away.

Can attendees afford registration?

Even if attendees can afford registration, they can’t afford to waste their time. Sitting at their desk, they’re more aware of what they could be doing instead of listening to a speaker. The virtual conference experience must be worth more than the price of admission.

How to make virtual event attractive?

One way to make your virtual event attractive to attendees is to implement tiered pricing. Obviously an online VIP package is going to look much different than it would at an in-person event, but it is still possible.

What is perceived value in virtual events?

An event’s perceived value is the value that guests receive by attending. This value can come from learning, being entertained, contributing to a valuable cause, or feeling part of a community.

What is virtual trade show?

A virtual trade show can provide virtual booths to vendors and exhibitors, allowing the audience to experience their products or services in real-time and in a way that is far more direct and personal than wandering a showroom floor in a crowded convention center .

What is virtual event?

Virtual events can offer live sessions, webinars, chats, lectures, and networking events. You are still providing a unique experience. Instead of bringing attendees to you, you are coming to them and doing so provides a lot of value to both vendors and attendees.

What is the idea of free admission?

Offer free admission. One idea that is being test ed is events offering free admission, which is underwritten by the event sponsors. When individuals register and attend a virtual event, they give up a larger amount of data making them even more valuable to sponsors and vendors.

Do you need to travel to a virtual event?

A virtual experience requires an internet connection and can be accessed from anywhere in the world, meaning attendees do not need to travel. This saves airfare, car rentals, hotel bookings, meals, and other incidentals.

Is virtual event value lower than other events?

Unfortunately, the perceived value of virtual events is already lower than that of other events even though the perception is false. One of the most valuable things about attending a conference is the opportunity to network with other individuals in the same industry. Going online doesn’t change any of that.

What is a virtual conference?

Instead, a virtual conference is typically a multi-day event that accommodates sponsors (exhibitors), presenters, and facilitates networking opportunities. In order to achieve this, a simple Zoom license is only a small piece of the overall puzzle you’ll need to put together.

How to get sponsors for virtual conferences?

With a better idea of the costs associated with putting on a virtual conference, here are some of the revenue opportunities you can find: 1 Charging attendees for access 2 Continuing to charge for access even after the conference is over 3 Sponsorship mentions on the website which includes a dedicated website page containing a video, materials and a clear call to action to schedule sales discovery calls 4 Allowing sponsors to co-host specific sessions 5 Giving sponsors participation data like surveys, chat logs, and email addresses

What are the drawbacks of virtual conferences?

Perhaps the largest drawback to virtual events is the loss of in-person networking. Virtual conference software can help overcome this by educating attendees and providing simple tools through your virtual conference platform.

What is a zoom license?

Zoom licenses are typically based on attendees and the number of “rooms” or sessions you’ll need to run simultaneously. For example, a conference that is physically held in one room will have much fewer Zoom requirements than a conference with hundreds of sessions and/or several sessions running at the same time. 2.

Don’t Call it “Free”

During the webcast “Pricing and Sponsorship for Virtual Events,” part of 360 Live Media ‘s Event Innovators Exchange series of webcasts, Beth Surmont, director of experience design for 360 Live Media, outlined strategies for pricing and other monetary questions related to events.

Consider Attendees’ Situations

Surmont acknowledged that with this situation evolving so quickly, there are no set best practices when it comes to pricing.
“We’re seeing everything from free events to those that are their original registration rate — and everything in between,” she said.

Determine if Sales Tax Should Be Charged

Sales tax must be taken into consideration when pricing a digital event. While in-person events are relatively straightforward (taxes are charged based on the rate of the state in which they’re held), it’s more complicated for virtual events, varying by state and size of the event.

Look for Value-Adds

Surmont emphasized that in conversations she and other members of 360 Live Media have had with those in the market, many expect to pay for virtual events — as long as they get plenty of value in return.

Don’t Get Stuck on One Rate

Surmont urges getting experimental with traditional pricing models. For example, ask, “what’s earlier than the Early Bird Rate?” Rethink the usual tiers. Or take the registration rate for the live event and cut it in half for virtual, while keeping your audience’s situation in mind.
“You don’t have to just put one rate out there,” said Surmont.

Is virtual conference cheaper than live conference?

Whilst hosting a virtual conference should, in theory, be cheaper than live events, the innovative technology can sometimes come with a hefty price tag.

Can you make a virtual event memorable?

Ok, so we’ve all heard this before but it really is true. Ultimately, if you want to make your virtual event memorable, you need to make your content top-notch. Unlike at a live event, if people aren’t engaging with your content, they can leave with a click of a button or start doing something else whilst your event plays in the background, which definitely isn’t ideal.


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