Online Events(opens in new tab) Online events offer numerous advantages over traditional events, such as greater reach, lower costs and greater flexibility in terms of event planning.

In this article, we will show you how to organize a virtual event and what steps you need to take.

Do you need help? Book a demo(opens in new tab) with our event experts and we'll help you plan the perfect virtual event.

1. Planning a virtual event: what do I need to think about?

Before you start planning your virtual event, you should consider a few basic things - above all, the question "Who should actually take part in my event?".

By following these steps, you can ensure that you plan a virtual event that is tailored to the needs of your target audience and within your budget. In the next sections, we will look at the details of event planning.

2. Choose the right format

The format of your virtual event depends on various factors, such as the type of event, the target group and the available budget. Here are some popular formats for virtual events:

  • Webinar: A webinar is an online presentation(opens in new tab) that is usually designed as a lecture or workshop(opens in new tab). Webinars are a good option for dealing with a specific topic and facilitating an interactive discussion.
  • Conference: A virtual conference(opens in new tab) is similar to a conventional conference, but it takes place online. It offers the opportunity to bring together a larger number of speakers and participants from different locations.n.
  • Networking-Event: A virtual networking event can be organized in the form of online workshops, discussions or roundtables. You can bring participants together in smaller groups to encourage conversations and build relationships.
  • Hybrid-Event: A Hybrid-Event(opens in new tab)  combines a virtual event with a conventional event. This makes it possible to reach a larger number of participants and encourage interaction between the participants and the speakers.

Of course, the boundaries between formats are not clear. You can combine features of several formats to find the right event for your needs.

3. Program design: The most important step for alert participants and good discussions

The program design of your virtual event is critical to ensuring that your event is informative and engaging for attendees. Here are some important steps to take when designing your program:

  1. Select content and speakers: Choose content and presenters that are relevant and interesting to your target audience. Make sure they are well prepared and able to engage participants.
  2. Create a schedule: Set a schedule for your virtual event that allows enough time for each presentation or discussion. Make sure that the schedule is realistic and gives participants enough time for breaks and networking.
  3. Create opportunities for interaction: Offer participants the opportunity to ask questions, hold discussions and take part in surveys. This encourages interaction and engagement among participants.

By following these steps, you can ensure that your virtual event is a success and is informative and engaging for attendees.

4. For hybrid events or streams: Technical equipment

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Good technical equipment is crucial for the success of your virtual event. Here are some important things you should consider:

  • Internet connection: Make sure that your internet connection is fast and stable enough to ensure uninterrupted transmission of the virtual event.
  • Cameras and microphones: Use high-quality cameras and microphones to ensure good video and audio quality. Make sure that all presenters and participants have good technical equipment.
  • Platform and software selection: Choose a platform and software(opens in new tab) that is easy to use and offers the required functions. Make sure that the platform and software are compatible with the devices used by the participants. A good option in the DACH region is Veertly(opens in new tab).
  • Technical support: Make sure that technical support is available during the virtual event to solve technical issues. At Veertly, our support team is available on request during your event to help with technical issues.

5. No event without participants: how to market your event

Effective marketing and promotion of your virtual event is crucial to reach a high number of participants. Here are some important steps to consider when marketing and promoting your virtual event:

Now you're ready to go!

Organizing a virtual event requires careful planning and preparation. By choosing the right platform and format, designing an effective program, ensuring good technical equipment and effectively marketing and promoting your event, you can organize a virtual event that is informative, engaging and successful.

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