Introduction
Virtual events have quickly become an essential solution for bringing participants together globally, without the logistical constraints of physical events.
Whether for conferences, webinars, trade shows, or workshops, these online events allow for immersive and interactive experiences, while addressing issues of flexibility and accessibility. However, organising a successful virtual event requires much more than simply using a streaming platform: every detail must be considered, from designing the programme to engaging participants.
In this guide, we will explore the key steps for organising a virtual event that will leave a lasting impression, from defining objectives to promotion and managing technical logistics. Follow our advice to create a memorable and engaging experience that will captivate your audience from start to finish.
1. Understanding the foundations of a virtual event
Organising a virtual event is much more than simply placing people in front of a screen. It’s about creating a collective experience remotely, accessible to everyone, without geographical constraints. This type of event can take various formats. It could be a webinar focused on knowledge sharing, an online conference bringing together experts around a subject, or even a virtual exhibition with different spaces for online meetings. With video conferencing and streaming tools, you can bring together dozens or even thousands of participants through a single link.
This format is increasingly appealing to organisers because it removes physical limits. No need to rent a venue, arrange travel or accommodation. Virtual events save considerable time, money, and energy while being more environmentally friendly. It’s also a flexible solution, offering the possibility of providing a replay for those who cannot attend the live event. Finally, it’s a modern format, in line with our everyday digital habits.
Popular Formats
- Webinar: focused on training or information.
- Online conference: with multiple speakers and chat.
- Virtual trade show: a virtual networking space, with breakout rooms.
- Digital workshop: interactive sessions with screen sharing.
2. Designing a coherent, interactive, and smooth event
Before diving in, it’s crucial to define what you want to achieve. Are you looking to inform your audience, train them, sell a product, or create a connection around a cause? Depending on the objective, the content, duration, and tone will vary. It’s equally important to understand your target audience. An event for professionals won’t be designed the same way as a workshop for students or a live session for a passionate community.
Choosing the platform
The platform choice is a pivotal moment. Both the technical aspects and the user experience need to be considered. A good platform should offer a clear interface, smooth navigation, the ability to share screens, manage sound and video, moderate chat, create polls, and handle Q&A sessions. Some platforms even offer advanced features like automatic recording, breakout rooms for small group work, or virtual networking spaces to encourage informal exchanges.
Building the programme
The next step is creating a captivating programme. This isn’t about stacking presentations one after another, but rather building a dynamic flow. A good balance of listening, interaction, and breaks is essential. Presentations should be visual, paced, and adapted for digital formats. It’s important that speakers are comfortable with the format, know how to address a camera as if speaking to a real audience, and engage participants through the screen.
3. Promoting effectively and managing online registrations
The success of a virtual event also depends on how it’s announced. Pre-event communication is crucial. A simple post won’t suffice. You need a real promotion strategy: crafting a personalised invitation, sharing information on social media, creating a dedicated event page with all the essential details. The goal is to spark curiosity, generate desire, and most importantly, clearly show the value of what participants will experience.
Registration process
The registration process must be simple, quick, and frictionless. The smoother it is, the more likely people are to sign up. It’s useful to send an automatic confirmation email with the event link, followed by a reminder a few days before or even on the day itself. Some platforms allow you to automate these steps, track registration numbers in real time, and tailor communications based on participant profiles.
Pricing
Offering a flexible price or even making the event free can also impact participation, especially if the goal is to build a large community or raise awareness about a project. This decision should align with the event’s positioning and target audience.
4. Orchestrating flawless technical logistics
Technical tests before the event
The technical side is the invisible yet fundamental foundation of any virtual event. It’s not enough to have a great idea and solid content; everything must work perfectly, or the user experience will suffer. A full rehearsal is essential. All speakers should test their microphones, cameras, internet connection, and screen-sharing capabilities. They should also familiarise themselves with the chosen platform’s features to avoid any unpleasant surprises during the live event.
Technical support
In parallel, it's crucial to have a technical support team available throughout the event. This team should be able to intervene quickly if a problem arises, whether it’s helping a participant who cannot connect, or resolving sound or video issues. The moderator’s role is also vital. They ensure that the chat runs smoothly, relay participant questions, and allow speakers to focus on their message.
Recording the event is also a great idea. It allows you to offer a replay for those who couldn’t attend the live session, extending the lifespan of the event. A link to the recording can be sent in a thank-you email, along with a summary, additional documents, or a personalised note.
5. Encouraging engagement and creating a memorable experience
Fostering live interaction
One of the biggest challenges of a virtual event is keeping the audience’s attention. Behind a screen, distractions are plentiful. Therefore, it’s crucial to maximise points of interaction. Rather than solely relying on content delivery, invite participants to express themselves, share opinions, and ask questions. Live chat is an excellent way to encourage this exchange, provided it is well-managed and moderated.
Polling and feedback
Offering live polls throughout the session also helps gauge opinions, take the virtual room’s temperature, and adjust content based on responses. Q&A sessions add a human dimension, creating a dialogue and allowing participants to feel heard and valued.
Networking opportunities
Just as in-person events facilitate exchanges over a coffee, virtual events can integrate digital networking sessions via breakout rooms. These small group discussion spaces offer an opportunity to get to know each other, exchange ideas, and build human connections despite the physical distance.
6. Evaluating impact and post-event engagement
Analysing event data
Once the event is over, the work is not finished. It’s essential to analyse the outcomes to understand what worked well and what can be improved. Platforms often provide detailed statistics: the number of participants, average connection time, number of messages in the chat, survey response rates, etc. This data helps refine the format for future editions.
Maintaining engagement with participants
Maintaining a connection with participants is a great opportunity for retention. A thank-you message, bonus content, an invitation to a future event, or simply a follow-up newsletter enhances the feeling of belonging. You can even ask for feedback via a survey to gather qualitative insights and further improve the experience.
Conclusion
Organising a virtual event is not just about making a better Zoom call. It’s about creating a real, structured, lively, and human digital experience. Behind the screen, real people are waiting to be touched, informed, entertained, and inspired. With careful preparation, flawless logistics, and engaging content, you can create an event that leaves a lasting impression and encourages participants to return.
FAQ
What’s the main difference between a physical and a virtual event?
A virtual event relies on an internet connection and a digital platform, whereas a physical event requires a physical location. Virtual events can reach a broader audience, but they require more precise technical logistics.
Can you really create human connection in a virtual event?
Yes, as long as you use the right tools: interaction, moderation, digital networking, small group sessions... Human connection doesn’t disappear with distance, it just needs to be adapted.
What are the best tools for running a virtual event?
It depends on the needs, but platforms like Zoom, Livestorm, or Hopin, combined with tools like Mentimeter or Slido, can offer dynamic and interactive experiences.
Can a virtual event be monetised?
Yes, you can sell tickets, offer pay-what-you-want pricing, or even seek sponsors who will get visibility during the event.
Why offer a replay?
Because it extends the lifespan of your content, allows those who missed the live event to participate afterward, and increases the perceived value of the event.
