Don't Just Host Events, Host Impactful Events: A Complete Virtual Event Planning Guide for 2024

Did you hear? Virtual events are here to stay! If you thought that with the pandemic in the past, virtual events would phase out too, let me be the one to break it to you: the virtual events industry is not only here to stay, but it’s growing at an exponential rate. Companies, educational institutions, communities, and more are embracing this new world and moving to the virtual space.

If you’re new to the virtual event planning game, don’t worry—we’ve got you covered. With this in-depth virtual event planning guide, we’ll take you through the complete A to Z of online event planning.

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Section 1: What are Virtual Events?

Before diving into the details, let’s define what virtual events are. Simply put, virtual events are gatherings hosted online using live streams, recorded videos, audio calls, or other forms of digital communication. Unlike traditional events, they don’t require a physical location—attendees can join from anywhere, even the comfort of their own home. All you need is a stable internet connection and a good virtual event platform!

While organizing virtual events can seem a bit tricky at first, with practice—and this guide—you’ll be a pro in no time!

Why Should You Host a Virtual Event?

You might be wondering, why host a virtual event instead of an in-person one? Well, let’s break it down. Virtual events offer greater flexibility, and they allow you to reach a broader audience. With attendees from different locations and backgrounds, virtual events can create more diverse networking opportunities.

Another big advantage is saving time and money. According to Zoom, 93% of marketers plan to switch from in-person events to virtual ones, and 85% of marketers believe video generates a stronger return on investment. Not fully convinced? Check out our comprehensive list of virtual event benefits to help you decide if you should host a virtual or in-person event.

Or, better yet - If you’re unsure which format will best meet your event goals, try our AI Event Assistant tool! This handy assistant analyzes your event details and helps you pinpoint the ideal format, whether that’s virtual, in-person, or hybrid, ensuring you make the right choice to meet your objectives.

If you are set on hosting a virtual event though, read on to learn more about how to plan the best online event!

How is Virtual Event Planning Different from In-Person Events?

While virtual and in-person events share similar goals such as encouraging networking or spreading awareness about a product or service, let’s take a look at how planning for these different formats differ!

1. Technology over Venue Logistics

Tired of roaming around looking for the perfect venue? Planning a virtual event saves you from the hassle of doing that. Instead, your focus shifts to selecting the right online event platform. Make sure the platform you choose has all the tools to make your event a success. Features like shuffle guests, participant lists, and live chat are just a few essentials that can turn your virtual event into an unforgettable experience. Plus, there’s no need to worry about seating arrangements or hauling top-grade AV equipment!

2. Audience Engagement

Keeping attendees engaged can be more challenging in virtual events due to the lack of physical presence. To maintain interest, planners often incorporate interactive elements such as live polls, Q&A sessions, and networking features. Since virtual environments come with potential distractions, more thought needs to be put in brainstorming creative strategies like virtual icebreakers or gamified experiences that can help boost engagement and replicate the energy of in-person events.

3. Budget Allocation

The budget for virtual and in-person events can vary significantly. Virtual events tend to be more affordable, with only 13.8% of organizations allocating over $500,000 and 18% budgeting between $10,000 and $100,000—budgets that would generally be higher for comparable in-person events due to additional costs like venue, travel, and catering. However, virtual events may require more investment in technology, platform subscriptions, and production quality (e.g., lighting, sound, or graphics).

4. Global Reach and Time Zones

With virtual events, reaching a global audience has never been easier—but it does add some new twists to planning. With a virtual event, you’ll want to think about things like juggling time zones to keep everyone in the loop, no matter where they’re joining from. Accommodating different time zones can be a challenge, so many organizers address this by staggering sessions or offering on-demand content, so attendees from all regions can participate at a convenient time. Plus, it’s a chance to make the experience more inclusive with language options and content that resonates across cultures, so everyone feels like they’re a part of it.

5. Event Analytics 

Another key planning difference between virtual and in-person events is the post-event analytics capabilities. Most virtual platforms will offer automatic tracking and reporting on key virtual event metrics, like attendee engagement, individual interactions, and participation, so you don’t have to worry about manual tracking. Not to mention, these metrics are extremely important when it comes to planning all your future events. With data insights, you'll be able to create an event roadmap that is tailored to your participants' needs. 

Virtual Events: The Events of the Future

Wondering what the future holds for future events? It's set to unfold with exciting possibilities. According to Cvent, “The events market was valued at $5.6 billion dollars in 2022, a substantial 37% increase from 2021’s $4.08 billion valuation. And event professionals have every reason to believe that this trend [virtual events] will continue…” 

Seems promising, doesn't it? People have realized the numerous benefits for hosting virtual events instead of in-person ones. Not only do these events provide a greater reach but with the cost savings and accessibility, virtual events are the hassle free way to connect, mingle and learn. 

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Now that you’re all caught up on what virtual events are, let’s discuss the different virtual event types. 

Section 2: Types of Virtual Events

The type of virtual event you host depends on your goals and objectives. Whether you want to encourage networking, share knowledge via webinars, or showcase a product at a virtual expo, finding an event format that suits your goals is key—but we understand that it can be confusing. To help you select the right virtual event type, we have done the legwork and picked out 7 virtual event types that you need to know about. 

1. Webinars

When you hear “Webinar” you might picture a monotonous session with a speaker droning on while a presentation plays in the background. Without the right tools, webinars can easily become a snooze fest. But with interactive webinar platforms like Remo, you can elevate your webinars to a whole new level. Check out these webinar examples to help you create a successful and engaging online conference.

You should host a webinar or online conference if your goal is to:

• Inform and educate 
• Raise awareness about your brand 
• Generate leads 

Your webinar agenda could look something like this:

• Opening Remarks – Welcome attendees and set the stage for what’s to come.
• Presentation – Deliver the main message or insights from a featured speaker.
• Q&A Session – Give attendees the chance to ask questions and engage with the presenter.
• Breakout Room Networking – Facilitate smaller group discussions for deeper connections.
• Closing Remarks – Wrap up the event with key takeaways and thank attendees for joining.
  

Take a look at, “How to Host a Successful Webinar” to make sure your event is unforgettable. 

2. Virtual Conferences

Think a virtual conference is just an online version of a traditional conference? Think again! Virtual conferences offer endless possibilities for interactive sessions, networking, and immersive experiences that bring people together from anywhere in the world. With online conference platforms like Remo, you can create a vibrant digital environment that captures the best of in-person events—without the travel.

You should host a virtual conference if your goal is to:

• Bring together industry experts and thought leaders
• Foster community and networking across your field
• Showcase a range of topics through multiple sessions and tracks

Wondering what your event agenda will be? How about this:

• Opening Keynote – Kick off with an inspiring or educational message from a featured, well-known speaker.
• Breakout Sessions – Dive into specific topics with smaller, interactive groups.
• Networking Break – Connect informally with other attendees and expand your network.
• Panel Discussion – Hear diverse perspectives on key industry issues from a group of experts.
• Closing Session – Wrap up the day with final thoughts and key takeaways.
  

Check out “Guide to Hosting a Virtual Conference” to know all there is to know about hosting online conferences.

3. Virtual Networking Events

Ever been to an orientation or a mixer? Virtual networking events are similar to those with the main focus on giving attendees the opportunity to create authentic and meaningful connections. Networking events can be formal business gatherings or laid-back social events, it all depends on your goals. Read our virtual networking guide to better understand how to host virtual networking events. 

You should host a virtual networking event if your goal is to:

• Help attendees meet new people 
• Build new connections 
• Expand professions/social network 

Here’s an idea for your event agenda:

• Welcome and Icebreaker – Warm up the group and set a friendly, engaging tone.
• Structured Networking – Facilitate purposeful connections with guided conversations.
• Group Discussion – Encourage open dialogue on key topics relevant to the group.
• Wrap-Up – Recap the highlights and provide closing thoughts.

Looking for virtual networking ideas? Check out these fresh networking ideas for your next virtual event. 

4. Hybrid Events

Have the best of both worlds by hosting a hybrid event! This event type perfectly blends virtual and in-person experiences. Hybrid event platforms bridge the gap between traditional and virtual formats, offering the benefits of both. You’ll be able to cater to a larger audience and increase your event's visibility. Still on the fence? Check out “Comparing Virtual and Hybrid Events” to help you decide.

You should host a hybrid event if your goal is to:

• Reach broader audiences
• Maximize flexibility for attendees 
• Boost engagement and networking opportunities

Your event agenda could be similar to this:

• In-Person & Virtual Welcome – Greet all attendees, whether they're joining in-person or online.
• Keynote Address – Feature a prominent speaker to deliver inspiring insights.
• Breakout Sessions – Offer smaller, focused discussions on specific topics.
• Live Polling/Questions – Engage attendees actively with live feedback and Q&A.
• Networking Reception – Wrap up with a relaxed networking session for informal connections.
  

Need help choosing the perfect platform for your hybrid event? Take a look at, “Best Hybrid Event Platforms”

5. Virtual Trade Shows & Exhibitions

Need to showcase your product? Host a virtual trade show or exhibition! These formal digital marketplaces allow companies to connect with potential customers, partners, and industry experts from around the globe. While trade shows and exhibitions may seem similar, there’s a key difference: trade shows focus on industry-specific networking, whereas exhibitions have broader appeal and attract a wider audience. 

You should host a trade show or exhibition if your goal is to:

• Generate leads
• Sell products or services 
• Network 

Here’s an idea for an event agenda for trade shows & exhibitions:

• Opening Ceremony – Kick off the event with a warm welcome and overview.
• Keynote Speech – Inspire attendees with insights from an industry leader.
• Exhibitor Presentations – Showcase products and innovations from top exhibitors.
• Exhibition Booth Exploration – Allow attendees to explore booths and connect with exhibitors.
• Closing Remarks – Conclude with key takeaways and a thank-you to attendees and exhibitors.

Check out Remo’s roundup of the 10 best virtual exhibition platforms to help you pick out the right one for your needs. 

6. Virtual Team-Building

Virtual team-building events are an internal affair, but that doesn’t mean they have to be dull. You can keep things simple and still have fun! These events focus on bringing a remote team together and helping them connect. Virtual team-building events don’t have to be complicated—actually, they’re easier to plan since your event’s target audience is easily reached and well-defined. 

You should host a virtual team-building event if your goal is to:

• Foster stronger connections between remote teams 
• Boost morale and engagement 
• Welcome new hires
  

Stuck on where to start with the event agenda? Take a look at this:

• Introduction – Welcome everyone and set the tone for the event.
• Icebreaker Games – Kick things off with fun activities to get people comfortable.
• Team Challenges – Engage participants with collaborative tasks to build teamwork.
• Reflection Session – Encourage attendees to share insights and takeaways.
• Wrap-Up – Close out with final thoughts and appreciation for everyone’s participation.

Looking for a quick guide? Check out our blog on “How to Host a Virtual Team-Building Event.”

7. Virtual Product Launches

Want to show off your shiny new product? That’s what virtual product launches are for. These events allow companies to introduce new products or services to the market with a splash, reaching a global audience without the limitations of physical location. A great example is Apple’s virtual launch event for the iPhone 13, where viewers worldwide tuned in to experience product demos, announcements, and exclusive reveals—all from the comfort of their own screens.

You should host a virtual product launch event if your goal is to:

• Create a buzz
• Showcase your product
• Reach a global audience

Here’s an idea for how to structure your event agenda:

• Opening Introduction – Set the stage and welcome attendees to the event.
• Product Demo – Showcase your product’s features and benefits in action.
• Live Q&A – Answer audience questions to engage and provide clarity.
• Call to Action – Encourage participants to take the next step, like signing up or exploring more.
• Closing Remarks – Wrap up with a summary and thank everyone for joining.
  

8. Workshops and Training Sessions

Virtual workshops and training sessions offer a mix of learning and hands-on practice, allowing attendees to develop new skills from the comfort of their own homes. These events can be instructor-led, with live teaching, or based on pre-recorded lectures. Whether it’s marketing, SEO, or creative writing, virtual training and workshops provide a flexible and convenient way to learn. Check out, “8 Virtual Training Activities” to learn how to get your employees excited for training sessions!

You should host virtual workshops and training sessions if your goal is to:

• Train individuals 
• Provide hands-on learning 
• Encourage participation and collaboration 

Wondering what your event agenda should look like? Here’s an example:

• Introduction – Welcome attendees and set expectations for the session.
• Interactive Lesson – Engage participants with an informative, hands-on lesson.
• Breakout Practice Sessions – Let attendees apply what they’ve learned in smaller groups.
• Feedback & Q&A – Provide space for questions and gather participant feedback.
• Wrap-Up – Conclude with key takeaways and final thoughts.

Take a look at, “Best Virtual Training Platforms” to pick a platform that helps make your virtual training sessions immersive and engaging.  

Want a deeper dive into the different virtual event types and how they can help? Check out "Exploring the 9 Different Virtual Event Types". 

With a solid understanding of virtual events, let us walk you through all the steps of how to plan one (or many) virtual events. 

Section 3: How to Plan a Virtual Event

Planning a virtual event isn’t easy—there’s a lot to juggle, from selecting the right platform tools to creating a compelling marketing strategy and analyzing event data. With so many moving parts, it can get overwhelming and borderline hectic.

But don’t let that stress you out! This section is here to break it all down for you, covering every aspect of virtual event planning. Whether you're a seasoned organizer or just starting out, we've got you covered. Let’s dive in, shall we?

Set Clear Goals & Objectives

What do you hope to achieve with this event? Are you offering attendees networking opportunities, hard-launching a new product, or sharing valuable knowledge? Ask yourself these questions and determine the main objective of your event. Once you have a clear understanding of your goals, you can structure the event around them. Your event should clearly reflect these goals and objectives, with all sessions and activities tied back to your event’s purpose.

But, what makes a clear event goal? Setting SMART goals can help clarify your objectives and keep you focused throughout the planning process. SMART goals—Specific, Measurable, Achievable, Relevant, and Time-bound—act like actionable markers on your GPS, turning broad ideas into focused tasks. For instance, instead of saying, "we want more attendees," aim for something specific like, "we want 500 attendees from the tech industry."

Let’s break down each component of SMART goals:

• Specific: General goals are like vague travel plans—“somewhere sunny” isn’t helpful when planning a road trip. Instead, get specific about where you’re headed. The clearer your goals, the easier it becomes to map out your path and actually get there.
• Measurable: Measurable goals are like mile markers on a road trip—they let you know if you're on track. Defining clear, measurable outcomes allows you to check your progress along the way, whether that’s by tracking the number of attendees, engagement levels, or other metrics of success.
• Achievable: Setting realistic goals is like planning a route that fits within your time and fuel limits. Focus on what’s realistic based on your resources. Aiming for 200 qualified attendees, for example, is far more doable—and will lead to better results—than reaching for an unrealistic number, like 20000 attendees, and falling short.
• Relevant: Your goals should always tie back to your event's main objectives. Keep your focus on what matters. Every part of your event should be aligned with its overall purpose to avoid unnecessary detours.
• Time-bound: Just like planning your arrival time on a road trip, your goals should have deadlines. Setting clear milestones keeps everything moving forward and ensures the team stays on track.

By incorporating SMART goals into your planning, you’ll create a focused approach that helps tie back all your sessions and activities to your event’s purpose. 

Define Your Audience 

Once you’ve defined your goals, it’s time to define your target audience. Your guest list for an online event will be vastly different from any in-person event you’ve hosted, as your attendees can join from anywhere in the world. To narrow down your search, create attendee profiles based on factors like profession, interests, demographics, and more.

The next step is to tailor your event to suit your audience’s preferences. Your attendees should feel like the event was designed just for them, helping them connect and engage. For instance, consider incorporating topics that resonate with their interests, or offer networking opportunities that cater to their professional goals.

Don’t forget about time zones! While having a global guest list is a major advantage, you need to be mindful of time differences. Try grouping attendees by similar time zones, offering multiple sessions, or even providing on-demand content so no one feels left out.

Select an Event Type & Format

With your event goals in place and target audience defined, it’s time to choose the right event type. The success of your virtual event depends on selecting the best type—whether it’s a webinar, networking event, or something else.

Once you’ve settled on your event type, the next step is figuring out the format. This is all about how you’ll deliver your content. Think about what will really engage your audience. For instance, if you’re hosting a conference, you might want to mix in presentations, breakout sessions for deeper dives into topics, and some networking opportunities to help everyone connect.

To help you decide, consider a few questions:

• What are your goals? If you want to educate, a series of hands-on workshops could be great. But if networking is your focus, plan a few informal networking sessions where people can mingle.
• Who is your audience? Think about their preferences. Younger attendees might love interactive formats like speed mentoring or fun activities, while professionals might lean toward more structured presentations.
• How much time do you have? If your event is longer, you can fit in more formats. But for shorter events, you’ll want to keep it focused.

A mix of formats usually works best! It keeps things dynamic and caters to different learning styles. So, aim for a balanced schedule that includes content delivery, interaction, and networking—everyone will appreciate the variety!

With your event type and format in place, you can start building a structured agenda that maps out each session, ensuring a cohesive flow that keeps your audience engaged. To make things easier, consider using Remo's free Run of Show & Event Agenda Generator, which helps you create a tailored agenda that aligns with your event goals and format effortlessly.

Planning Your Budget

When it comes to planning your event, nailing down your budget is a game changer. It’s not just about crunching numbers; it’s about making sure your vision can come to life without breaking the bank. Think of your budget as your roadmap—it guides your decisions and helps you prioritize what really matters.

Start by listing out all potential expenses, from platform fees and marketing costs to speaker fees and tech support. Don't forget to leave a little wiggle room for unexpected expenses—you never know what might pop up!

A great way to keep tabs on your costs is to create a simple spreadsheet where you can itemize each expense in detail. If you're working with a team to bring your event to life, it’s crucial that everyone stays accountable to the budget. Brief your team on the budget and show them how to track their spending properly. This way, everyone is on the same page about how much has been spent and what it’s been spent on.

Having a clear budget not only helps you stay organized but also ensures you’re making choices that align with your event goals. With the right planning, you can create an unforgettable experience that fits your vision and your wallet!

Personalization & Customization

Is an event really complete without your personal touches? Once you’ve picked an event format, start thinking about your branding. How will your event showcase YOU? Personalization is what will make your event stand out from the crowd. If it feels like another dry, textbook setup, your attendees might be hovering over the exit button.

Make sure your virtual event platform offers plenty of customization options. For example, Remo provides immersive floor plans that you can customize to fit your needs. You can add content pop-ups, plaster the floor with your branding, and even create custom registration or landing pages.

Most virtual event platforms offer a wide range of customization features—the only limit is your imagination.

Virtual Event Planner

If you’re thinking about planning your virtual event without a guideline or roadmap, let me stop you right there. Going in without a solid plan will make everything ten times harder and nearly impossible to keep track of. There are so many unknowns in event planning that you might be blindsided. That’s why you need a virtual event planner.

A virtual event planner is a detailed document outlining all the tasks you need to complete, along with high-level details. These details can include delegated tasks, deadlines, session information, and more. In short, it’s your event planning checklist to help you stay on track. When it comes to event planning, lists are your best friend—capisce?

Choose a Host/Moderator

With the major details locked in, it’s time to choose a host or moderator to run the show. The person you select will set the tone for the entire event, so make sure they understand your goals and objectives—and bring plenty of energy.

Think of yourself as the mastermind behind the curtain, and your host as your right-hand person. They’ll be responsible for executing your vision and ensuring everything runs smoothly on the day. One key quality to look for in a host is adaptability and stage presence. Your host should be able to handle unexpected situations quickly and gracefully, as delays or slow reactions could disrupt the flow of your event.

Pick Your Date and Time

Checked off picking a moderator? Great! Now it’s time to finalize your event’s date and time. When choosing the best time for your virtual event, keep your audience’s availability front and center. With attendees potentially joining from different time zones, aim for a slot that’s convenient for the majority.

Consider your audience’s location and tailor your event schedule accordingly. For a global audience, it’s often ideal to group attendees by similar time zones or offer multiple sessions to accommodate everyone. According to research, midweek days like Tuesday and Wednesday tend to have the best attendance rates for webinars and virtual events, especially around midday in each region. Offering on-demand content is another way to ensure no one misses out, regardless of time differences.

Check out our blog post for more guidance on choosing the best days and times to host webinars or virtual events.

Choose a Virtual Event Platform

The next step is choosing a virtual event platform to host your event. This is one of the most crucial decisions in virtual event planning, as the platform you select will play a huge role in determining whether your event is a hit or a miss. In short—it’s important to do your research before settling on a platform!

With so many options available though, we understand it can get overwhelming. Each virtual platform offers something unique. For example, Remo is best known for creating an immersive attendee experience with features like free guest movement, user profiles, and presentation mode.

But don’t worry—we’ve narrowed down three virtual event platforms that you absolutely must check out. All the details are in the next section!

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Recruit Speakers and Sponsors

Finding the right speakers and sponsors can really take your event to the next level. Think of them as your secret sauce—they add expertise, draw in attendees, and enhance the overall experience.

Start by reaching out to industry experts or thought leaders who resonate with your event's theme. You can connect with potential speakers and sponsors through platforms like LinkedIn or Facebook Groups, where many professionals are looking to share their insights and engage with new audiences.

A few things to keep in mind when selecting potential speakers and sponsors:

• What value or expertise do they bring? Does it resonate with my target audience?
• Do you want to enlist your speakers and sponsors’ help with marketing your event? In which case, do they have a large following?
• What is your budget for speakers? What sponsorship opportunities or sponsorship tiers can you offer? 

Don’t be afraid to get creative with your outreach! Personalize your invitations and explain why their participation would be a win-win. With the right lineup, you’ll create an event that’s engaging, valuable, and memorable for everyone involved.

Market Your Event

Can your event really thrive without marketing? Probably not! If you’re not spreading the word across digital platforms, it might just fly under the radar. You need effective marketing to attract attendees and create some buzz around your event!

Start by figuring out who your audience is and where they hang out online. Social media, email newsletters, and your website are great places to start. Share engaging content that highlights what makes your event special—think speakers, activities, and networking opportunities. And don’t forget to add some eye-catching visuals to get people excited!

Consider teaming up with influencers or organizations in your niche to expand your reach. Plus, optimize your event page for search engines to help folks find you more easily. A little event reminder as the date approaches can go a long way in encouraging last-minute sign-ups!

Create a Contingency Plan

Having a contingency plan is like having a safety net for your event. No one wants to think about what could go wrong, but being prepared for the unexpected can save you a lot of stress down the line.

Start by identifying potential risks—whether it’s technical issues, speaker cancellations, or low attendance. Once you’ve pinpointed these, outline backup strategies for each scenario. For example, if a speaker can’t make it, have a list of alternative speakers ready to step in.

Also, consider communication strategies to keep your audience informed if changes occur. By planning ahead, you’ll be able to handle surprises with confidence and keep your event running smoothly, no matter what!

Reports & Analytics

Once your event wraps up, it’s time to dive into reports and analytics. This step is crucial for understanding what worked and what didn’t. By analyzing attendee engagement, session popularity, and feedback, you’ll gain valuable insights that can inform your future events.

Most virtual event platforms offer built-in analytics tools that track key metrics like registration numbers, attendance rates, and participant interactions. Look for trends and patterns that highlight areas of success and opportunities for improvement. Did certain sessions draw larger crowds? Were there particular topics that sparked more engagement?

Don't forget to gather feedback from your attendees, too! Post-event surveys can provide direct insights into their experiences, helping you better plan your future events. 

There you have it, a step-by-step guide to virtual event planning. Now let’s dive deeper into some of the key decision areas and what you should look out for, starting with the most important decision - your virtual event platform.

Section 4: Event Platform Comparison 

With an action plan laid out, the next step is to pick a virtual event platform for your event. How do you do that? – compare platforms based on their features, scalability, and pricing. Check user reviews to see what others are saying. Is the platform easy to use? Does it deliver on its promises? Does it offer plenty of tools? Is customer support responsive? These are the basic questions every platform should answer.

To help you narrow down your options, we’ve handpicked our top four virtual event platforms that you must check out! 

1. Remo
   

Remo is one of the best virtual event platforms, known for its immersive, interactive features that set it apart from competitors. With Remo, you can enable free guest movement, letting attendees navigate between different tables or rooms just like they would at an in-person event. Other standout features include real-time reactions, customizable floor plans, and flexible options for event formats, making it ideal for any type of virtual event. Whether you're organizing a large-scale conference, a networking session, a webinar, or even a casual internal meeting, Remo provides all the tools you need to create a truly engaging and authentic experience.

Best of all, with Remo, your virtual event doesn’t have to cost too much. Remo offers flexible pricing plans to accommodate different needs and budgets:

• Starter: Starting at $299/month with unlimited events and registrations
• One-Time Events: Starting at $699 - perfect for one-off events with customizable limits
• Enterprise: Custom pricing based on specific needs

With an impressive 4.5-star rating out of 258 reviews on G2, Remo is making waves in the virtual events industry for its ease of use and strong customer support. Here's a recent review from a satisfied user:

“Remo handles events smoothly, and the online help guide videos walk you through setting it up. The quality of everything seems nice. Flexible options for ticketing with free or paid events.
‍UPDATE: Nov/2024 - I just reached out to support chat to ask a question and received a human reply in less than 1 minute. Very impressed with the customer service knowledge level too.”

- J T, Design Specialist - Bedding Expert

What makes Remo even more appealing is its customization options, allowing event organizers to create branded, immersive environments that reflect the tone and theme of their event. The platform also includes strong networking features, like breakout rooms, live Q&A sessions, and interactive whiteboards, ensuring your attendees stay engaged from start to finish.

Interested in learning more? Schedule a demo to see Remo in action and discover how it can elevate your next virtual event.

2. Zoom

Who doesn’t know about Zoom? This virtual conferencing platform skyrocketed to fame during the pandemic, becoming a go-to solution for remote work, virtual meetings, and webinars. Over time, Zoom has evolved far beyond just basic video conferencing, offering a range of features to enhance webinars, meetings, and large-scale virtual events.

Zoom offers three affordable pricing plans:

Zoom Webinars:

• $79.00/month
• $690.00/year‍

Zoom Sessions:

• $99.00/month
• $990.00/year‍

Zoom Events:

• $149.00/month‍
• $1,490.00/year

Like Remo, Zoom also holds an impressive 4.5-star rating on G2, proving its popularity among users worldwide. Here’s what one Zoom user had to say:

"As a frequent user of Zoom for workplace communication, I find it to be an invaluable tool for keeping teams connected, especially in a hybrid or remote work environment. I also appreciate the screen sharing and whiteboard functions, which make it easy to collaborate in real-time on design mockups and marketing strategies."

- Matt C, Creative Director

Zoom’s reliability, ease of use, and suite of features make it a solid choice for virtual events, whether you’re hosting a small meeting or a large webinar. If you're looking for a robust webinar or meeting platform, Zoom may be the one for you.

3. GatherTown 

GatherTown brings a much-needed “fun” element to remote work by offering a highly interactive, game-like experience. Unlike traditional virtual platforms, GatherTown lets you design custom virtual spaces—whether it's an office, event hall, or campus—and adds an extra layer of spontaneity and connection with its playful features. From spontaneous hallway chats to collaborative workspaces, this platform, like Remo, makes virtual interaction feel more like real life. While it’s geared more towards a virtual office solution, it offers some features for online events as well.

GatherTown offers flexible pricing plans:

• Free: $0
• Premium: Starts at $5.95/user to $7/user
• Enterprise: Custom billing

With a 4.8-star rating out of 168 reviews on G2, GatherTown has become a favorite for teams looking for an innovative way to work and host events. Here's what one user had to say:

"Gather has revolutionized my remote work experience, turning what used to be boring and feeling antique into a dynamic and enjoyable process. Gather allows me to create my custom virtual office (it feels really mine), where you can walk around, interact with colleagues, and hold meetings in a way that feels incredibly close to being in a physical space."

- Alvaro C, Fullstack Developer

With GatherTown, you can make your virtual office or event feel truly unique, while encouraging natural, spontaneous interactions. Want to boost engagement and add some fun to your remote work experience? GatherTown may be the solution for you.

4. ON24

ON24 is all about creating virtual events that don’t just keep people watching—they keep them engaged and drive real results. Think of it as your go-to platform for mixing interaction with insights, so every part of your event supports your goals

ON24 offers three pricing options:

• Essentials
• Standard
• Advanced

You’ll have to contact support to get a custom quote. 

With a 4.3-star rating out of 1,114 reviews on G2, ON24 has earned its reputation as a top choice for marketers who want to turn viewers into leads. Here’s what one user had to say:

“On24 is easy to use, very customizable, and reliable. I know I can count on On24 to run smoothly and look great no matter how large my audience is. I also love the integration with Salesforce, it has made my post-webinar processing so much smoother and more actionable.”

- Dorene G, Marketing Operations Manager

‍Want to know more about what ON24 has to offer? Take a look at, “ON24 Review: A Virtual Event Solution Review”

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Now that you’ve chosen your virtual event platform, it’s time to get into the strategy. 

Section 5: Virtual Event Activities

Who doesn't love games? Adding interactive activities to your virtual event can really keep attendees engaged and help them get the most out of their experience. As you plan your event agenda, think about how these activities can fit in and boost the overall vibe. Here are six fun activities to consider for your next event:

1. Virtual Escape Rooms 

Who doesn’t love a good puzzle? A virtual escape room brings a sense of adventure to your event and is perfect for team-building or just giving attendees a break from the norm. Participants work together to solve riddles, find clues, and “escape” within a set time. Plus, with tons of themes out there, you can find one that fits the tone of your event—whether that’s a high-stakes heist, an intergalactic mystery, or a haunted mansion.

This activity not only energizes the group but also encourages collaboration, creativity, and communication. It’s all about solving puzzles and having fun under a bit of (friendly) pressure!

2. Themed Cooking or Mixology Class
   

Turn your event into a culinary adventure! A live, themed cooking or mixology class invites attendees to get hands-on, right from their own kitchens. You could go for anything from sushi-making to a cocktail hour, or even a coffee-tasting session for an earlier event. Send a list of ingredients ahead of time, or arrange to have kits delivered to attendees.

This activity is super engaging and creates a shared experience that’s both memorable and delicious. Plus, a little cooking or cocktail shaking is the perfect way to relax and connect in a fun, informal setting.

3. Trivia Nights

Looking for some friendly competition? Choose a theme that aligns with your event or go for a general mix of pop culture, history, and fun facts. Divide participants into teams, set up breakout rooms for discussion, and fire away with questions. You could even add a “lightning round” for an extra bit of excitement.

Trivia night is a fantastic icebreaker and lets everyone’s competitive side shine. Plus, with a variety of questions, it ensures there’s something for everyone to enjoy, no matter their interests or knowledge level!

These are just a few activities you can try at your next virtual event. If you're looking for even more inspiration, check out Remo’s free AI Event Idea Generator. It’s a fun tool that can help you come up with creative ideas tailored to your audience!

Section 6: Pre-Event Strategy 

Before the actual event, there is a lot of planning and strategizing that goes on behind the scenes that makes your event a hit. Here’s all you need to know. 

1. Event Agenda

This should be at the top of your list when you start planning your virtual event! A well-structured agenda is extremely important for keeping everything on track and ensuring your attendees stay engaged. Think of it as your event's roadmap. Start by outlining your main objectives and breaking them down into specific sessions. Mixing things up with presentations, discussions, and interactive segments can make your event more dynamic and cater to different audience preferences.

Timing is key, so be sure to allocate specific durations for each session and include Q&A periods to encourage interaction. Don’t forget to build in breaks for attendees to recharge and network! Once you've crafted your agenda, share it with your attendees ahead of time. This way, they'll know what to expect and can plan their participation accordingly. A clear and inviting agenda not only enhances the attendee experience but also showcases your professionalism in organizing the event.

2. Event Marketing
   

Your event won’t be a success if no one knows about it! That’s why virtual event marketing is crucial to driving registrations and building hype. Start your promotions early by taking advantage of email campaigns, social media posts, and partnerships with influencers. Create teaser content like sneak-peek videos, behind-the-scenes blog posts, or countdowns to get people excited about what’s coming. The key is to keep your event front of mind, so sending timely reminders as the date approaches can help boost turnout.

Don't forget to make use of your event landing page or registration platform for marketing. Use clear CTAs (calls to action) to nudge people toward registering, and highlight event details, your event agenda, guest speakers, or incentives like exclusive content or giveaways. 

3. Pre-Event Engagement
   

We can not emphasize this enough! Don’t wait for the actual event to start before engaging your audience. Build anticipation by creating opportunities for interaction beforehand. You can set up a dedicated discussion space on platforms like Slack, Facebook, or LinkedIn, where attendees can introduce themselves, share expectations, and get a feel for the event. It’s also a great way for you to ask for feedback or throw in a fun pre-event poll to get people excited.

In addition, try sharing sneak peeks of your event content. Whether it’s a short video from a keynote speaker or highlights of a panel discussion, these little teasers give your audience something to look forward to. By the time your event rolls around, they’ll already be invested and ready to dive in.

4. Tech Setup and Dry Runs
   

Nothing puts a damper on an event like technical difficulties, so always, ALWAYS plan a tech run-through with your team, speakers, and any other important stakeholders. Test the platform, make sure your internet connection is stable, and check your video and audio quality. It’s also a good idea to rehearse any transitions or presentations in advance to avoid awkward pauses or hiccups. These dry runs are crucial to catching any potential issues early, so you and your team feel confident when it’s showtime.

Also, think about having a backup plan. Prepare your team for what to do if there’s a last-minute issue, such as someone’s mic not working or slides not advancing. This is when a reliable customer support team from your chosen virtual platform comes in handy (so make sure you evaluate their support!). 

5. Speaker Coordination and Support
   

Speakers and sponsors are the heart of your virtual event, so it’s important they feel supported and prepared. Start by coordinating with them well in advance—confirm their session times, discuss any technical requirements, and see if they need help with presentation materials. Remo actually offers a speaker/sponsor onboarding service where speakers are given a demo of the platform, so they can check their setup and ask any questions directly to Remo. The bottom line though is make sure your speakers and sponsors know how to navigate the platform comfortably, so they feel confident when it’s time to go live.

A few days before the event, schedule a speaker briefing or dry run where they can test their equipment and get a sense of the event flow. This not only ensures everything runs smoothly but also builds their confidence. Remind them of the event’s overall goals and objectives, and reassure them that you’re there to assist them if anything comes up.

Did you think we forgot about engagement? Of course not! Let’s get into it, shall we?

Section 7: Boost Engagement at Your Virtual Event

Keeping attendees focused on your event is one of the biggest challenges for virtual event planners today. With Zoom fatigue on the rise, getting people to sign up for an event is hard enough—ensuring they have a great time and stay for the full duration can be even tougher. Wondering how you can keep eyes on screens and smiles on faces? Check out these engagement tips!

1. Get Your Attendees Talking 

An event without interaction feels pretty dull, doesn’t it? Silence can be deafening, especially during a virtual event. To keep the energy up, choose a platform with fun, interactive chat features—think emojis, GIFs, and easy ways for guests to chime in. A live chat feature is a must, so make sure your platform supports both group and 1:1 conversations. 

When it comes to social events or speaking with others, some attendees might feel a bit shy and need a little nudge to get the conversation flowing. So, to encourage everyone to speak up, why not give them some conversation starters, like ice breakers or talking points. If you need some help brainstorming those, try Remo’s free AI-powered icebreaker question generator. It’s a great way to spark tailored conversations and eliminate those awkward silences!

Another key tool? Polls and surveys. These not only spark engagement and conversation but also give you real-time feedback and insights from your attendees. A win-win!

2. Try Out Event Gamification 

Who says virtual events have to be all business? Adding a little fun through gamification can instantly boost engagement. Incorporating virtual event games is another great way to keep attendees engaged. Whether it’s trivia, scavenger hunts, or interactive quizzes, games add a layer of excitement and encourage participation. The best part? They help your guests connect with each other in a fun, low-pressure environment. 

3. Let Your Brand Shine

Your virtual event is the perfect opportunity to show off your brand! Customize your booths and rooms, so whether you’re going for a sleek, professional look or something more playful, your brand will shine through. At Remo, we’ve even seen event organizers send guests customized, branded virtual backgrounds for guests to use!

And who doesn’t love free stuff? Virtual giveaways are a fun way to keep people engaged. Think digital gift cards, exclusive downloads, or event-themed swag—these little perks keep your brand top of mind and give your attendees something to get excited about.

4. Keep an Eye on Event Data

Data is your best friend when it comes to improving your virtual event engagement. From registration numbers to post-event surveys, tracking event data helps you figure out what worked and what didn’t. Make sure your platform offers solid reporting features so you can keep an eye on attendee engagement, participation levels, and even how long people stuck around.

Not to mention, they’ll give you insights into which sessions were the most popular and what your attendees found valuable. With this info in hand, you’ll be able to fine-tune your future events and keep raising the bar.

With these tips, you can make sure your attendees never face a dull moment at your event! Before we move on check out, “Best Engagement Virtual Event Tools” to know about the must-have tools to increase your engagement.

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Section 8: Post-Event Strategy 

Just because the event has wrapped up doesn’t mean your event planning work is done! Analyzing data and following up with your attendees is key to measuring your event’s success and keeping the momentum going. Let’s break down some essential steps to ensure you get the most out of your post-event strategy.

1. Data Collection and Analysis
   

After your event, you need to sit down and start making sense of the data collected. Your data set might include session views, chat activity, poll responses, and more. By analyzing this data, you can gain insights into what resonated with your audience and what might need tweaking for future events. Every piece of data tells a story, and understanding it will help you make informed decisions moving forward.

Once you’ve gathered the data, take time to reflect on the overall performance of the event. Identify trends or patterns that stand out—were certain sessions more popular than others? Did specific engagement strategies lead to higher interaction rates? This analysis will help you not only celebrate your successes but also pinpoint areas for improvement. Remember, the more you learn from this data, the better your future events will be!

2. Follow-Up with Attendees
   

Once you’ve gathered your data, don’t forget to follow up with your attendees! A simple thank-you email can go a long way in building relationships and showing appreciation for their participation. In your follow-up, consider sharing key takeaways, additional resources, or recordings from the event. This keeps the conversation going and reinforces the value they received, making attendees more likely to engage with you in the future.

Following up also provides an opportunity to encourage further interaction. You could invite attendees to join a community group, subscribe to your newsletter, or attend future events. By maintaining this connection, you’re fostering a sense of community and ensuring that attendees feel valued beyond just the event itself.

3. Nurture Leads and Prospects
   

Finally, don’t let those connections fade! Nurturing leads and prospects after the event is essential for building relationships that could lead to future opportunities. Consider sending targeted content based on their interests expressed during the event. This could include relevant articles, videos, or invitations to upcoming webinars that align with their needs.Engage with them on social media, and encourage conversations that keep the dialogue alive. 

By actively nurturing these connections, you not only strengthen your relationships but also position yourself as a valuable resource in your industry. This ongoing engagement can lead to increased loyalty and interest in your future events and offerings.

Makes sense? If you want to get more out of your events, why not consider monetizing them? Here’s everything you need to know about monetizing your virtual events.

Section 9: Monetization of Events

Confused about how to monetize your events? Well, we’ve been there and have gathered all the know-how on how to monetize your events and maximize ROI in just a few easy steps. 

1. Ticket Sales and Registration Fees
   

Want to know the easiest way to monetize your virtual events? The simplest method is through ticket sales and registration fees. Charging for access not only helps cover your costs but can also lead to a healthy profit margin. Not to mention, when you set a price for tickets—whether for an educational workshop, an engaging webinar, or a large virtual conference—it creates a sense of value around attending your event. This perceived value can encourage even more people to register and participate!

To make it even more enticing, consider introducing tiered pricing options or discounts. For example, early bird discounts can create a sense of urgency, encouraging attendees to sign up sooner rather than later. Platforms like Remo simplify event ticketing by allowing you to easily set up multiple tiers, so you can maximize event revenue while focusing on delivering an unforgettable experience.

2. Sponsorship Opportunities

Next up, let’s talk about sponsorship opportunities. Finding the right sponsors can significantly boost your event’s revenue. Approach companies that align with your audience’s interests and needs. For instance, if you’re organizing a virtual wellness retreat, consider partnering with health and fitness brands that want to reach a motivated audience. In return for their support, offer them visibility during your event—whether through branded sessions, virtual booths, or product giveaways. 

This not only provides sponsors with valuable exposure but also enhances the overall experience for your attendees, who get to discover new products and services that align with their interests. Think of it as a collaboration where both parties benefit; the sponsors get to showcase their offerings, while attendees gain access to resources that could enhance their experience. Want to know more about sponsorships? Take a quick look at, “Exploring Sponsorship Opportunities for Virtual Events” 

3. Affiliate Partnerships
   

Another clever way to monetize your virtual event is through affiliate partnerships. This approach allows you to team up with brands or services that complement your event's theme, creating a mutually beneficial relationship. For example, if you’re hosting a digital marketing conference, consider collaborating with a software company that specializes in email marketing or social media management tools. You can promote their products during your sessions, providing your audience with valuable recommendations while earning a commission on any sales generated through your referral link. 

It’s a creative way to increase your event's value while adding a potential revenue stream. Plus, it helps foster a sense of community among participants who may be seeking resources to support their professional growth.

4. Monetizing Content

Once your event wraps up, don’t let that valuable content go to waste! One effective strategy is to offer on-demand access to recorded sessions for a fee. It’s similar to selling the DVD of a blockbuster movie—some attendees may want to revisit the material, while others might have missed the live experience altogether. To maximize this opportunity, consider creating exclusive content packages that include additional resources, extended Q&A sessions, or even bonus interviews with guest speakers. 

This not only allows your audience to engage with the material at their own pace but also extends the revenue potential long after the event has ended. Just as in the film industry, a successful sequel or extended edition can bring in additional viewers and income, so think about how you can leverage your existing content for ongoing monetization!

That’s all to it folks! Virtual event planning might be a tad mind-boggling at first but practice makes perfect. Learn from your experience and keep trying new innovative strategies to make sure your event outshines the rest! 

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Boost engagement by 3.2x

Attendee data and analysis at your fingertips

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Section 10: Virtual Event Planning Checklist 

This checklist will guide you through all the steps needed to organize an engaging virtual event that wows your audience from start to finish.

Pre-Event Considerations

• Set Clear Goals and Objectives: Start with the “why.” Define your purpose—be it brand awareness, lead generation, or knowledge-sharing. Clear goals are your roadmap, helping you focus every detail of your event!
  

• Define Your Audience: Who are you targeting? Pinpointing your audience’s needs, interests, and pain points will help you create a tailored experience that resonates with them.
  

• Select an Event Type and Format: Will it be a hands-on workshop, a webinar, or a casual panel discussion? The format should align with your goals and audience preferences, helping you deliver content in the most engaging way.
  

• Plan Your Budget: Getting your budget sorted is key to a successful event. Consider all potential expenses—like platform fees, marketing, and speaker fees. By aligning your budget with your goals, you can make smart choices and keep the planning process on track.

• Detail a Comprehensive Virtual Event Plan: A dedicated event plan is essential to keep all moving parts in sync. Use a detailed virtual event planner document to outline all tasks, deadlines, and responsibilities.
  

• Choose the Right Virtual Event Platform: Now that you know your goals and audience, pick a platform that fits. Do you need breakout rooms, live polling, or a networking lounge? Choose a platform (like Remo, Remo, Gather, or Airmeet) that has the tools to keep your audience engaged.
  

• Select Date and Time: Picking the right date and time is super important for getting people to show up. Think about when your audience is available and any potential conflicts, so your event gets the attention it deserves.

• Recruit Speakers and Sponsors: Bringing in great speakers and sponsors can really boost your event’s appeal. Look for industry experts and partners that fit your goals, as their involvement can attract more attendees and add credibility to your event.

• Craft an Engaging Event Agenda (and share it!): Design an agenda with clear time slots and variety. Balance presentations, Q&As, and networking sessions to keep things lively. A flexible, engaging agenda keeps everyone interested and invested.
  

• Pick the Perfect Host: Your host sets the tone! Choose someone who’s dynamic, engaging, and skilled at keeping the energy up. A good host will be the thread that holds the entire event together.
  

• Plan Your Event Marketing Strategy: Your event deserves an audience! Create a buzz with social media teasers, email campaigns, and any other channels your audience loves. Highlight unique selling points like key speakers or exclusive content.
  

• Tech Setup and Dry Run: Avoid any last-minute hiccups by testing everything in advance. Conduct a full rehearsal with your team to ensure tech, timing, and transitions are smooth.

Main Event

• Do Final Checks: Give everything a once-over before go-time! Double-check your tech, confirm team roles, and review the agenda. A little preparation now can prevent big issues later.
  

• Welcome Your Guests: Kick things off with a friendly welcome and a quick overview of the event. Let them know what’s in store and get them excited right from the start!
  

• Engage, Engage, Engage!: Keep energy high and attendees involved with interactive elements—polls, breakout sessions, and live Q&As are perfect for keeping people engaged and connected.
  

• Gather Real-Time Feedback: Check in with your audience as the event unfolds. A quick poll or emoji reaction can give you a feel for their engagement and shows you value their experience.

Post-Event Follow-Up

• Send Out Giveaways: Show your appreciation with a small token of thanks, whether it’s digital swag, a discount code, or a free resource. A thoughtful giveaway leaves a positive, lasting impression.
  

• Say Thank You with Personal Messages: Send personalized thank-you notes. Mention a memorable part of the event or a shared insight. These small touches strengthen the connection with your audience.

• Data Collection: Gather metrics on attendance, engagement, and feedback. This data is essential for evaluating the event’s success and planning for future improvements.
  

•  Analyze and Reflect: Take a close look at the data. What worked? What could be improved? This analysis will give you invaluable insights to make the next event even better.
  

•  Nurture Those New Connections: Continue the conversation beyond the event! Follow up with leads, share additional resources, and keep in touch. A great event is just the beginning of an ongoing relationship.

With this checklist, you’re all set to deliver a virtual event that’s organized, engaging, and memorable. Time to bring your vision to life!

Section 11: Plan Your Virtual Event with Remo

Whether you’re planning a networking event or your monthly town halls, make your next gathering shine with Remo! Think of Remo as your all-in-one virtual event toolkit—with everything you need readily available.

With cool features like customizable floor plans, engaging networking virtual tables, interactive presentations, and even AI-driven agendas, Remo makes it super easy to create memorable events that everyone will enjoy. Curious to learn more? Schedule a demo with our team today, and let us show you all the amazing things Remo can do!

Section 12: Frequently Asked Questions about Virtual Event Planning

1. What is a virtual event planner?
   

A virtual event planner is a professional who organizes and manages online events. They oversee logistics, technology setup, and attendee engagement to ensure a smooth experience. In short, they act as project managers for virtual events.

2. How to become a virtual event planner?
   

To become a virtual event planner, develop strong organizational and communication skills. Gain experience with virtual event platforms and consider online courses or certifications. Building a portfolio and networking within the industry can also help you land opportunities.

3. What types of events can be hosted virtually?
   

Virtual events can be of a wide range of formats, including webinars, workshops, conferences, networking events, trade shows, product launches, and team-building activities. The flexibility of virtual platforms such as Remo, allows you to tailor your event type to meet your specific goals and audience preferences.

4. What are the key benefits of hosting a virtual event?
   

Hosting a virtual event offers numerous advantages, including the ability to reach a global audience, reduce costs associated with physical venues, and provide attendees with flexible participation options. Additionally, virtual events often facilitate greater engagement through interactive features like polls, Q&A sessions, and networking opportunities.