What is a Virtual Event & How Does It Work?

During early 2020, nations went under the lockdown scenarios to fight against the coronavirus global pandemic. The sudden outbreak of the deadly virus has impacted almost every nation around the world. With the change in scenarios, live physical events planned up for the whole  year have either got postponed or cancelled. It resulted in the upheaval of events happening in day to day life. In the past few months, the percentage of virtual events have spiked up suddenly. With time, virtual has become the new normal. As an outcome, virtual events became phenomenally popular and started replicating physical events closely.

Many organizations around the world leveraged virtual event technology instead of cancelling the events completely during uncertain times. Whereas organizations that never imagined moving their events online are hosting their events in a visually rich virtual environment. Thus, enabling attendees around the world to access the event with the same enthusiasm as physical events. The perks offered by virtual events are far beyond the capabilities of live physical events. Wider reach, better accessibility, increased attendance, participation, engagements, improvised ROI, reduction in expenses, carbon emissions, etc. are some of the virtual event benefits. Moving ahead with the changing times, more and more organizations and businesses started adopting new ways of hosting events. Virtual events help businesses to tap and attract global audiences seamlessly and enable them to interact in real-time in a digital environment. If you are new to virtual events and are confused about how it works, this article will be of your help. In this post, we have shared a brief virtual event guide.

Virtual Event

Time to get started!

What are Virtual Events?

Virtual events are an online event organised on a web-based virtual event platform. It involves a gathering of people over the internet instead of a physical venue, where they communicate, share ideas and experiences. Virtual events enable attendees to attend an online event from their remote location via any device or browser. It enables attendees to exchange information and have free-flowing conversations via live audio/video/text chats in real-time. Virtual events offer enormous merits that inclined the interest of organisations, businesses, and event planners towards the same. Today, it has become the most powerful tool and the first priority of marketers and event planners.

Nowadays, a number of virtual event platforms are coming up every day that offer engaging tools and features. Today, virtual meetings and conferences have become an integral part of every industry to connect with remote workforce & global delegates. Many large companies that have a widespread presence globally are benefiting from virtual events long before COVID-19 came into the picture.

As the scenario has been changed completely, organizations that never thought about hosting events online leverage virtual event technology. A virtual event platform which enables you to host virtual meetings, conferences, trade shows, exhibitions, job fairs, product launches, music concerts, and more in a safe and secure digital environment. To ensure a successful virtual event, the right planning, SEO strategy, and selecting the right virtual event platform is a must. The massive competition is on, between virtual event platform service providers nowadays. Picking up the right platform entirely depends on the needs and requirements of your business. If you do not know how to host a virtual event and how it works, we have shared a brief virtual event guide to get started!

Virtual Events

How to organise a successful virtual event and how does it work?

With the right planning, strategy, and technology you are sure to deliver a successful virtual event. We have enumerated a few steps to organise a successful virtual event and deliver immersive event experiences to attendees. Let’s Get started!

  • Determine the purpose of hosting a virtual event

Outline the purpose of organising a virtual event and what you want to achieve out of it. Whether you are planning to organise a virtual event to reach a wider segment of the audience? Or to generate better business leads and revenues? Or showcase the latest product offerings? The purpose of organising virtual events should be clear in the mind of the presenter before planning and making any virtual event strategy.

  • Create an effective virtual event strategy

Once the goals you want to achieve out of your virtual event are pre-defined, you can move ahead. Create an effective game plan and virtual event strategy to deliver a successful virtual event. Decide beforehand will you like your event to be free or gated? What engaging features do you need in your event? How will your attendees interact? Do you need a platform that enables two-way communication? or you are planning an event only with live polling and survey features? Analyse the answer to all the relevant questions and create an effective virtual event strategy.

  • Pick the right virtual event platform

Selecting the right virtual event platform is a must to make your virtual event work and deliver immersive experiences. Pick the platform that offers engaging tools, robust chat functionality, and data tracking features. Live audio/video/text chats, engaging features such as live polls, surveys, Q&A, gamification, etc. helps in keeping attendees hooked throughout the event. Whereas robust digital footprinting keeps a record of every digital attendee move. It helps in offering a detailed analytics report and measuring the performance and success of the event.

Virtual Event Platform
  • Create engaging content

Engaging content is the major criterion that helps in engaging the attendees with the event. Create an engaging, informative, and exciting piece of content to hold your virtual attendees and impart information in a fun way.

  • Select the date and time of the event

Select the date and time of the event by keeping time zone consideration in mind if you target any global attendees. Apart from it, do a little research before finalising the day to see that there are no holidays on that day. Ensure that your virtual event should not clash with any competitive events on the same day. It will result in affecting the attendance at your event considerably. 

  • Promote the event

Promoting the event is a crucial step to make it successful. Utilize social media strategy and channels to create a buzz about your upcoming event. Promote your event on websites, via direct mails, public relations, and so on.

  • Enable real-time interactions once the event is Live

Enable your virtual attendees to have free-flowing conversations via live audio/video/text chats in real-time during virtual events. It enables attendees to exchange information at the virtual booths and have 1:1 or group chats.

  • Engage attendees during the event

A comprehensive virtual event platform enables you to organise live polls, surveys, contests, games, etc. amid sessions. It also helps in keeping all the attendees engaged with the event throughout.

Virtual Event Tech
  • Keep a record of valuable data

Every digital attendee move is kept in record with virtual event platforms. It helps in creating a detailed analytics report that helps in measuring performance metrics.

  • Follow up survey

By sending a follow-up survey you can get the attendee feedback on what they enjoyed at the event and what does not hold their interest. It is an effective step to analyse the engagement hotspots at the events and know about the areas which need improvement.


In this article, we have discussed a brief virtual events guide. What are virtual events? How to structure a successful virtual event and how it works? If you are new to virtual events and have never hosted one, then this article will help you to get started your virtual event journey!