Virtual Event Pricing: A Clear Guide Before You Book Your Platform

Think virtual events are free just because there's no ballroom or buffet? Not quite. While going virtual can definitely save you money, it’s not a zero-cost game. From virtual event platform fees to speaker honorariums and production tools, there are still plenty of line items to consider, just a different set than you're used to with in-person events.

That said, let’s be clear: virtual is usually cheaper. You’re cutting out venue costs, catering, printed materials, travel, honestly, the big-ticket stuff. But here’s the thing: if you don’t understand how virtual event pricing works, you might still get blindsided by unexpected expenses. Maybe it’s a paywall for key features. Or overage fees when your attendee count spikes. Sound familiar?

That’s why this virtual event platform pricing guide is here. We're giving you the lay of the land so you can budget smart and avoid surprises. 

{{table-of-contents}}
‍

‍

Common Virtual Event Pricing Models

When it comes to pricing, not all virtual event platforms play by the same rules. Some feel like a gym membership, others more like a pay-per-view movie. Understanding which model fits your event, and your virtual event budget, can make all the difference in planning smarter, not pricier.

Here’s a breakdown of the most common virtual event platform pricing models you’ll come across:

1. Subscription-Based (Monthly or Annual Pricing Tiers)

Think of this like Netflix for events, you pay a flat fee every month or year, and get access to a set of features, usually based on tiered plans (basic, pro, enterprise, etc.).

Best for:

• Organizations hosting multiple events throughout the year
• Teams that want consistent access to features and support

Watch out for:

• Unused features in higher tiers
• Year-long commitments if you only need one or two events

Example: Remo offers flexible subscription tiers that scale with your needs—so whether you’re running quarterly trainings or weekly mixers, you’re covered.

2. Per-Attendee / Pay-As-You-Go

This is your à la carte option, perfect for one-off events where you only want to pay for what you use. You’re typically charged based on how many attendees show up or register.

Best for:

• First-time organizers testing the waters
• Budget-conscious teams with a very specific headcount

Watch out for:

• Last-minute RSVPs pushing you into higher pricing brackets
• Limited features in the base package

Tip: Always ask if they charge for registrants or actual attendees. That difference can hit your budget harder than you'd expect.

3. Freemium + Paid Add-Ons

Platforms with a freemium model give you basic functionality at no cost, but charge for “premium” features, like branding, analytics, breakout rooms, or customer support. Free sounds great, right?

Best for:

• Small nonprofits, startups, or community groups
• Simple events that don’t need all the bells and whistles

Watch out for:

• Essential features hidden behind paywalls
• Costs adding up quickly once you start customizing
  

4. Hybrid or Custom Pricing
   

This virtual event platform pricing model blends a flat base fee with variable costs depending on usage or selected features. You’ll often see this with platforms that cater to large-scale or more complex events.

Best for:

• Enterprises or agencies hosting multi-day or multi-format events
• Events with special needs like sponsor booths, API integrations, or white labeling

Watch out for:

• Things getting too complex, quotes pile up quickly
• That “just one more thing” turning into ten

Pro tip: Don’t be afraid to ask for a custom quote tailored to your goals. The best platforms are willing to flex if you’re clear about what you need.

Choosing the right pricing model isn’t just about what looks cheapest on paper, it’s about what fits your event goals, scale, and frequency. Think long-term. Plan for growth. And always read the fine print.

How Virtual Event Platforms Are Typically Priced

So, what exactly are you paying for when you book a virtual event platform? Spoiler alert: it’s not just access to a video chat. Pricing structures can vary wildly depending on what the platform includes (and what it quietly tucks behind an “add-on” paywall).

Let’s break down the key pricing mechanics so you know what to expect, and where Remo stands out.

Event Platform Pricing Basics

Most platforms base their pricing on a few core variables:

• Seat licenses: How many team members or event organizers can access the backend.
• Attendee limits: Pricing often scales based on how many guests you're hosting per event.
• Feature access: The more you want, like networking tools, branding options, or advanced virtual event metrics, the higher the tier.

In short: more people + more features = higher costs. But that doesn’t mean there aren’t good deals out there.

What’s Usually Included vs. Extra

Here’s what’s usually included in base plans:

• Basic event space
• Attendee access
• Standard support (think email or help desk)

And here’s what’s often extra:

• White labeling (custom branding with your logo/colors)
• Integrations with CRMs or analytics tools
• Advanced features like multiple breakout rooms, gamification, or virtual trade show booths
• Live-day support or dedicated reps

The result? Costs can add up quickly, but with a clear plan, it’s easy to stay on budget.

Common Hidden Costs to Watch For

Even experienced organizers can get caught off guard. Here are a few hidden costs to ask about:

• Overages: Exceed your attendee limit? That’s often an automatic charge.
• Onboarding & training: Not all platforms include guided setup in lower tiers.
• Live event support: Some platforms charge extra for real-time troubleshooting.
• Recording and storage: Many limit how long or how much you can store without paying more.

Where Remo Fits In

Remo offers clear, tiered pricing so you always know what you’re paying for, and what you’re getting. Here’s the breakdown of Remo Pricing: 

• Starter Plan: From $299/month, includes up to 200 attendees, 20 organizer licenses, immersive 3D floor plans, networking tools, polls, and both free and paid ticketing. Ideal for recurring events.
• One-Time Events: From $699, built for maximum flexibility. You can scale your layout, rooms, and content based on what you need, and only pay for the features you select.
• Enterprise Plans:  Fully customizable, with perks like dedicated success reps, SSO integration, unlimited “always-on” event spaces, and advanced analytics.

Here’s a quick comparison of virtual event platforms based on cost: 

‍

Factors That Influence Virtual Event Costs

Virtual events are generally more cost-effective than in-person or hybrid events, but that doesn’t mean they’re a flat fee across the board. The price you pay depends on a handful of key variables that can add up fast if you’re not planning ahead. Let’s walk through the biggest cost drivers you should be aware of.

1. Event Size and Length

Think of event size like ordering coffee. A tall doesn’t cost the same as a venti, and the same goes for attendees. Hosting 500 people is a very different ball game from hosting 5,000. Most platforms price based on the number of attendees or offer tiered pricing that increases as your guest list grows. More attendees often mean additional seat licenses for your team, more moderators, and beefed-up support to keep everything running smoothly.

And then there’s event length. A two-hour networking session is one thing, a full-day multi-track virtual conference is something else entirely. Longer events typically mean more tech support, more sessions to manage, and higher production costs, especially if you’re bringing in live talent or switching between rooms.

2. Format: Virtual vs. Hybrid

Here’s where things can really shift. Virtual-only events are often the most budget-friendly option. You pay for the platform, maybe a few extra features, and that’s about it. But once you go hybrid, adding an in-person component to the mix, your costs double up fast. You’ll need a physical venue, AV crews, catering, signage… and that’s all before you even get to the virtual platform.

Hybrid events also require more staff. You’ll likely need someone managing the live room and someone else ensuring the online audience gets just as much love. It’s doable, but not without a bigger price tag.

‍

Maximize Event Impact

Double registration & attendance

Boost engagement by 3.2x

Attendee data and analysis at your fingertips

Book Demo

‍

3. Level of Interactivity

The more interactive your event is, the more moving parts (and potential costs) you’re introducing. Simple webinar-style events are fairly low lift. But if you’re planning a fully immersive experience, with breakout rooms, networking tables, live polls, quizzes, or gamified challenges, those features can increase your platform costs depending on the pricing model.

The good news? Some platforms, like Remo, include these interactive features even in their base plans, which can save you from stacking up charges just to keep your audience engaged.

4. Production Quality

Here’s a big one that often gets overlooked until it’s too late. Are you planning to handle everything in-house, webcam-on-face style? Or are you aiming for something more polished, custom overlays, branded graphics, smooth transitions, and professionally pre-recorded content?

Higher production value can seriously elevate your event, but it comes with a cost. Hiring a virtual event production team or using a third-party AV provider can be a game-changer for big events with sponsors or high-profile speakers. For smaller, internal events, though, many teams stick with DIY and still see great results, especially with user-friendly platforms.

5. Support Needs: Before, During, After

Support is one of those line items that sneaks up on people. Before the event, you may need help setting up the virtual space, onboarding speakers, or running test sessions. On event day, technical support is essential; there’s nothing worse than a keynote speaker dropping off mid-presentation with no one around to help.

And after the event? Don’t forget about post-event reporting and analytics. Some platforms include this in their plans, but others charge extra for advanced data or integrations with your CRM or marketing tools.

Typical Expenses to Budget For

When you think “virtual,” it’s easy to assume you’ll just need a video chat link, but even digital events come with their own set of line items. Some costs are predictable, some sneak up on you, and a few depend entirely on how polished or interactive you want your event to be.

Let’s break down the most common virtual event expenses you’ll want to plan for.

1. Platform Subscription or License

This is your starting point, the cost of the virtual event platform itself. Some platforms charge a flat monthly or annual subscription, while others price per event or per attendee. You might also pay more for extra features like breakout rooms, branding, or analytics. Remo, for instance, offers tiered pricing based on your needs, whether you’re running one-off events or frequent series.

2. Speaker or Talent Fees

Even virtual speakers deserve to be paid, especially if they’re experts, influencers, or industry leaders who draw a crowd. Fees can range from a few hundred dollars for niche specialists to several thousand for keynote names. Don’t forget to account for their time in prep sessions, tech run-throughs, or even creating pre-recorded content.

If your event includes entertainment, like a live musician or comedian, budget accordingly, just like you would for an in-person show.

3. Virtual Event Production

Want your event to feel more like a Netflix special and less like a team meeting? That means budgeting for production. This could include AV teams, editors for pre-recorded content, graphic designers for overlays and lower-thirds, or even a live showrunner to cue speakers and transitions behind the scenes.

Some brands go full DIY, and that’s okay! But if your audience expects polish, production is worth every penny.

4. Registration and Marketing Tools

If you’re charging for tickets or need to collect detailed info from attendees, you’ll likely need a registration platform. Some event platforms include this, others don’t. Same goes for AI event marketing tools, email campaigns, landing pages, promotional videos, and social media ads. Whether you use all-in-one software or cobble together your own stack, there’s often a cost attached.

Look out for transaction fees, especially if your ticket sales go through a third-party service.

5. Virtual Swag or Gifting

Yes, swag still exists in the virtual world. Think digital gift cards, eBooks, discount codes, or even physical items mailed to attendees before or after the event, snack boxes, branded mugs, fun desk accessories.

Virtual swag bags are optional, but memorable. Just don’t forget to budget for shipping if you’re sending physical gifts internationally.

6. Staffing and Tech Support

Even virtual events need a team. Who’s handling the registration questions? Who’s helping speakers get set up? Who’s troubleshooting when someone’s camera freezes five minutes before their panel?

You might need event producers, moderators, chat support, or a virtual stage manager. Some platforms offer built-in support (or add-on services), while others require you to bring your own crew.

7. Buffer for Surprises (Trust Us on This One)

Things happen, someone cancels at the last minute, you need a backup speaker, your streaming service needs an upgrade. That’s why we recommend adding a 5–15% contingency buffer to your budget. It’s not exciting, but it’s smart. You’ll thank yourself later.

Now, with the basics in mind, take a look at the cost breakdown of each event format. 

Maximize Event Impact

Double registration & attendance

Boost engagement by 3.2x

Attendee data and analysis at your fingertips

Book Demo

‍

Virtual vs. In-Person vs. Hybrid: Quick Cost Comparison

While each event format has its perks, they come with very different price tags. Here’s a side-by-side comparison of virtual vs. in-person vs. hybrid costs:

‍

‍Note: Cost estimates vary based on size, location, and production needs, but this gives a helpful estimate.

Tips for Choosing the Right Virtual Event Pricing Model

Feeling overwhelmed by pricing tiers, usage caps, and hidden fees? You’re not alone. Choosing the right virtual event pricing model isn’t just about picking the cheapest option, it’s about finding the best value for your unique goals and setup. Here are a few tips to help you make the smartest decision:

1. Start with Your Event Goals

Are you hosting a networking-heavy mixer? A multi-day virtual conference with breakout sessions? Or maybe a monthly webinar series? Your goals should shape your pricing decisions. For example, if interaction is a big priority, make sure your platform includes features like virtual tables, Q&A, or live chat, without charging extra for them.

2. Match the Pricing to Your Format and Frequency

One-time event? A pay-as-you-go or per-attendee model might make the most sense. Running recurring workshops or a monthly series? You’ll likely save more with a subscription-based plan. And if your event format shifts between virtual and hybrid, flexibility in pricing is key, some platforms (like Remo) offer customizable options that grow with your needs.

3. Look Beyond the Price Tag

Cheap doesn’t always mean cheerful. A lower-cost platform might save you a few bucks upfront, but cost you in clunky UX, missing features, or poor attendee engagement. Prioritize total value, things like onboarding support, analytics, branding tools, and overall user experience matter more than you think, especially if you’re hosting a larger or high-stakes event.

Maximize Event Impact

Double registration & attendance

Boost engagement by 3.2x

Attendee data and analysis at your fingertips

Book Demo

‍

4. Plan Ahead to Maximize Discounts

Rush fees and last-minute add-ons are real budget killers. The earlier you start planning, the more you can negotiate, bundle, and choose the right tier before crunch time. Some platforms even offer early-bird pricing or annual discounts, worth asking about.

5. Ask for a Custom Quote

Got a unique format or audience size? Reach out and ask for a custom quote. Many virtual event platforms will work with you to create a custom plan, especially if you’re doing something outside the standard use case. Bonus: it shows them you’re serious, and you might unlock features or pricing flexibility that isn’t advertised publicly.

Virtual Event Pricing Doesn’t Have to Be a Mystery

At the end of the day, virtual event pricing isn’t one-size-fits-all, and that’s actually a good thing. It means you’ve got options. Whether you’re running a one-off panel discussion or building out a full-scale series, there’s a pricing model out there that can fit your goals and your budget.

The trick is understanding what you’re paying for: platform features, support, production, and all those little extras that can sneak up on you if you’re not careful. Hopefully, this guide helped unpack the moving parts so you can plan with more clarity and fewer surprises.

Still not sure which model makes sense for your next event? Book a demo with Remo and we’ll help you find the right fit, transparent, flexible, and tailored to your needs.

Frequently Asked Questions about Virtual Event Pricing

1. How much does a virtual event cost?‍

It depends on your event’s size, format, and tech needs. Smaller events might cost a few hundred dollars, while larger or high-production events can run into the thousands. Most platforms offer flexible pricing to match.

2. What factors should influence the price of a virtual event?

Key cost drivers include the number of attendees, event duration, platform features, support needs, and production quality. The more interactive or complex your event, the higher the cost.

3. How does the number of attendees affect virtual event pricing?

Many platforms use tiered or per-attendee pricing, so as your guest list grows, so does the cost. Larger audiences also require more bandwidth, support, and potentially upgraded features.