How to Host a Virtual Event That Doesn’t Suck

How to Host a Virtual Event That Doesn't Suck

Let's face it.

Most virtual events are about as exciting as watching paint dry.

But they don't have to be.

I've been involved in various virtual events, from intimate masterminds to massive online conferences.

And I've learned what works (and what spectacularly fails).

This guide will show you how to create virtual events people want to attend.

These are just actionable strategies you can implement today.

🔰 TL;DR: Master virtual event hosting by choosing the right platform, engaging your audience with interactive elements, and leveraging technology for seamless execution. Focus on value, interaction, and follow-up to create memorable online experiences that rival in-person gatherings.

Why Virtual Events Matter (And Why Most Fail)

Virtual events aren't just a pandemic-era stopgap.

They're here to stay.

In 2023, the global virtual events market size reached £58 billion. It's projected to hit £89 billion by 2030. [Source: Grand View Research, 2023]

That's massive growth.

But here's the problem:

Most virtual events are mind-numbingly dull.

They're glorified PowerPoint presentations with all the charisma of a wet paper bag.

Why?

Because organisers treat them like watered-down versions of in-person events.

Big mistake.

Virtual events require a completely different approach.

Get it right, and you'll create experiences that rival (or even surpass) traditional events.

Get it wrong, and attendees will reach for the “Leave Meeting” button faster than you can say “technical difficulties”.

Choosing the Right Platform (Without Losing Your Mind)

Your platform is the foundation of your virtual event.

Choose poorly, and you're building on quicksand.

But here's the truth:

There's no one-size-fits-all solution.

The “best” platform depends on your specific needs.

That said, here are some top contenders:

1. Zoom: The old reliable. Great for smaller events and webinars.
2. Hopin: Excellent for large-scale conferences with multiple tracks.
3. Remo: Perfect for networking-focused events with its virtual “floor plan”.
4. Run The World: Ideal for community-building and interactive experiences.

Pro tip: Don't just go with the most popular option.

Think about your event's unique requirements:

• How many attendees do you expect?
• Do you need breakout rooms?
• Is networking a key component?
• What's your budget?

Once you've narrowed it down, always do a test run.

I learned this the hard way when I hosted a 500-person event on a platform that crashed 10 minutes in.

Not fun.

Planning Your Virtual Event (Without Pulling Your Hair Out)

Planning a virtual event is like herding cats.

While juggling flaming torches.

On a unicycle.

But it doesn't have to be chaos.

Here's a step-by-step guide to keep you sane:

1. Define your goals. What do you want to achieve? Be specific. “Host a successful event” isn't a goal. “Generate 100 qualified leads” is.
2. Know your audience. Who are they? What do they want? What are their pain points? The more you know, the better you can tailor your event.
3. Set a realistic budget. Virtual doesn't mean free. Factor in:
   • Platform costs
   • Speaker fees
   • Marketing expenses
   • Tech support
4. Choose your format. Will it be a webinar? A multi-day conference? A hybrid event? Your format should align with your goals and audience preferences.
5. Create a detailed timeline. Work backwards from your event date. Include milestones for:
   • Securing speakers
   • Marketing pushes
   • Tech rehearsals
6. Assemble your dream team. You'll need:
   • A project manager
   • Tech support
   • Content creators
   • Moderators
7. Develop contingency plans. What if your main speaker's internet dies? What if your platform crashes? Have a Plan B (and C) for everything.

Remember: Flexibility is critical.

Virtual events are unpredictable beasts.

Be prepared to pivot at a moment's notice.

Creating Engaging Content (That Doesn't Put People to Sleep)

Content is king.

But in the virtual world, engagement is queen.

And without both, your event is doomed.

Here's how to create content that keeps people glued to their screens:

1. Keep it snappy. Attention spans online are shorter than a goldfish's memory. Break content into 20-30 minute chunks. Use varied formats: presentations, panels, Q&As.
2. Interactivity is non-negotiable. Use polls, quizzes, and breakout rooms. Encourage chat participation. Make your audience feel like active participants, not passive observers.
3. Visual appeal matters. Ditch the boring slides. Use high-quality graphics, videos, and animations. But remember: substance over style.
4. Storytelling > Data dumping People remember stories, not statistics. Use anecdotes and case studies to illustrate your points.
5. Bring in star power Feature industry experts and thought leaders. But make sure they're good on camera. A big name with zero charisma is a recipe for disaster.
6. Provide value, not fluff. Every session should have clear takeaways. Ask yourself: “What can attendees implement immediately?”
7. Embrace the unexpected Plan “surprise and delight” moments. Maybe it's a celebrity guest appearance. Or a live demonstration of a new product.

Remember: Your content should be a conversation, not a lecture.

Encourage questions—foster debate. Create moments of genuine connection.

That's how you keep people engaged in a virtual setting.

Technical Production (Without Becoming a NASA Engineer)

Let's be honest.

Technical glitches can turn your virtual event into a dumpster fire faster than you can say, “You're on mute”.

But you don't need a Ph.D. in computer science to pull off a smooth production.

Here's what you need to know:

1. Invest in good equipment. At a minimum, you need:
   • A high-quality webcam
   • A decent microphone (not your laptop's built-in one)
   • Stable internet connection (wired is better than Wi-Fi)
2. Lighting matters. Natural light is best, but it is not always possible. Invest in a ring light or softbox. Avoid harsh overhead lighting that makes you look like a ghost.
3. Set up a professional background. A cluttered or distracting background kills credibility. Use a plain wall, a tasteful bookshelf, or a branded virtual background.
4. Do multiple tech rehearsals. Test everything. Then, test it again. Run through the entire event flow. Have backups for your backups.
5. Use a production team. For larger events, consider hiring pros. They can handle:
   • Switching between speakers
   • Managing breakout rooms
   • Troubleshooting technical issues
6. Provide tech support for attendees. Have a dedicated team to help with login issues, audio problems, etc. Create a FAQ document for common problems.
7. Consider pre-recording some elements. It reduces the risk of live mishaps. But make sure to include live Q&A to maintain engagement.

Here's a personal anecdote:

I once hosted a virtual summit where my internet decided to take an unscheduled holiday.

Panic mode: activated.

But because we had a backup 4G hotspot ready, we were back online in minutes.

The audience barely noticed the hiccup.

Moral of the story: Always have a Plan B (and C, and D).

Promoting Your Virtual Event (Without Spamming the Entire Internet)

You've planned the perfect event.

But if no one shows up, does it even matter?

Here's how to get butts in virtual seats:

1. Start early. Begin promoting at least 6-8 weeks before the event. Create a buzz. Build anticipation.
2. Know your channels. Where does your audience hang out online? Focus your efforts there. LinkedIn for B2B. Instagram for B2C. You get the idea.
3. Leverage email marketing. It's not sexy, but it works. Create a drip campaign leading up to the event. Tease content. Highlight speakers. Offer early bird discounts.
4. Harness the power of partnerships. Team up with complementary brands or influencers. Cross-promote to each other's audiences. It's a win-win.
5. Create shareable content. Design eye-catching graphics for social media. Craft tweetable quotes from speakers. Make it easy for people to spread the word.
6. Use paid advertising strategically to retarget website visitors and past attendees. Use lookalike audiences to find new prospects. But don't blow your entire budget on ads.
7. Offer incentives for early registration, Exclusive content, one-on-one sessions with speakers, or discounts. Create FOMO (Fear of Missing Out).
8. Don't forget about PR. Reach out to industry publications and podcasts. Offer speakers as guest contributors. Get creative with newsworthy angles.

Here's a trick I've used successfully:

Create a “Virtual VIP” experience for a select group of attendees.

This might include:

• Exclusive breakout sessions with speakers
• A virtual “backstage pass.”
• Special swag delivered to their door

Not only does this drive registrations, but it also creates buzz and word-of-mouth marketing.

Remember: Your promotion should focus on value, not features.

Don't just list what's included. Show how it will benefit attendees.

Engaging Your Audience (Without Resorting to Cheesy Icebreakers)

Engagement is the holy grail of virtual events.

Without it, you're just talking to a screen full of bored faces.

Here's how to keep your audience active and interested:

1. Start with a bang. Open with something unexpected. A surprising statistic. A provocative question. A mind-blowing demonstration. Hook them from the first minute.
2. Use interactive tools such as polls, quizzes, and word clouds. Most platforms have these built-in. Use them regularly to maintain engagement.
3. Encourage chat participation. Have moderators seed the chat with questions. Acknowledge and respond to comments. Make attendees feel heard.
4. Incorporate gamification. Create challenges or competitions throughout the event. Offer prizes for the most engaged participants. It adds an element of fun and motivation.
5. Facilitate networking. Use breakout rooms for small group discussions. Set up virtual “coffee breaks” or “happy hours”. People attend events to connect, not just to listen.
6. Provide hands-on experiences, Workshops, live demonstrations, and virtual product trials. Get attendees actively involved, not passively watching.
7. Use the power of storytelling. Share case studies and personal anecdotes. Emotions drive engagement more than facts and figures.
8. Create “lean-in” moments Moments where attendees need to pay close attention. Maybe it's a live poll where results are discussed immediately. Or a limited-time offer revealed during the event.

Here's a personal example:

We used a “hot seat” format during a virtual mastermind I hosted.

One attendee would present a business challenge, and others had 5 minutes to brainstorm solutions.

The energy was electric. People were furiously typing ideas, building on each other's suggestions.

It was more engaging than any keynote I've ever given.

The takeaway: Create opportunities for attendees to contribute their expertise.

It's not just about what they can learn from you, but what they can learn from each other.

Following Up (Because the Event Doesn't End When You Click “End Meeting”)

The real magic happens after your virtual event ends.

How you follow up can turn a one-time attendee into a loyal fan (or customer).

Here's how to nail your post-event strategy:

1. Send a thank-you email immediately Within 24 hours of the event ending. Include:
   • A sincere thank you
   • Key takeaways or highlights
   • Next steps or calls to action
2. Provide recordings and resources. Not everyone can attend every session: share recordings, slides, and additional resources. But put an expiry date on access to create urgency.
3. Create a post-event survey. Ask for honest feedback. What did they love? What could be improved? Use this to refine future events.
4. Facilitate ongoing networking. Set up a LinkedIn group or Slack channel. Encourage attendees to continue discussions. Foster a sense of community.
5. Offer exclusive post-event content. A bonus webinar. A downloadable workbook. Something that adds extra value.
6. Personal follow-ups for VIPs or hot leads: Don't rely on automated emails. Pick up the phone. Send a personalised video message. Make them feel special.
7. Plan your next event. Strike while the iron is hot. Announce the date of your next event. Offer an early bird discount for current attendees.

Here's a strategy that's worked wonders for me:

After each virtual event, I create a “Best Of” highlight reel.

Short, punchy clips of the most valuable moments.

I share this on social media and with my email list.

It serves three purposes:

1. Provides value to attendees who want to revisit critical points
2. Shows non-attendees what they missed (hello, FOMO)
3. Acts as a powerful marketing tool for future events

Remember: The end of your event is just the beginning of your relationship with attendees.

Nurture that relationship, and you'll create a loyal community awaiting your next virtual gathering.

Conclusion: Your Virtual Event Roadmap

Hosting a killer virtual event isn't rocket science.

But it does require strategy, creativity, and a willingness to adapt.

Remember these key points:

1. Choose the right platform for your specific needs
2. Plan meticulously, but stay flexible
3. Create engaging content that provides real value
4. Nail the technical production (or hire someone who can)
5. Promote strategically across multiple channels
6. Engage your audience throughout the event
7. Follow up effectively to build lasting relationships

Virtual events aren't just a pandemic-era necessity.

They're a powerful tool for reaching a global audience, generating leads, and building your brand.

Master the art of virtual event hosting, and you'll have a competitive edge in the digital age.

Now, go forth and create virtual events that people want to attend.

Your audience (and your bottom line) will thank you.

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