Before the COVID-19 pandemic and the resulting shutdown of in-person events, many companies and employers were already regularly utilizing virtual event technology such as video conferencing to conduct meetings with remote teams. Some brands and event organizers were also incorporating livestreaming...

Virtual Event Planning Tips & Tricks

When it comes to virtual event planning, it’s crucial that presenters and attendees understand how to use the platform or software. Be sure to offer instructions on how to access the platform on various devices as well. In case of a dropped internet connection, a virtual event planner will need to have a backup plan such as having another presenter waiting in the virtual wings and notifying attendees of the change in plans. Some virtual event platforms such as SpotMe and vFairs offer event management services, which can be advantageous when it comes to customization.

When picking the date and time of your virtual event, make sure there are no competing events or holidays that could interfere with attendance, and, if it’s a global event, consider the different time zones of your potential attendees. Before going live, do a rehearsal and test everyone’s internet connection. Also, anticipate any tech troubles that attendees may encounter and designate someone to offer support. Keep in mind, presenters for virtual events should have a solid on-camera presence and good technical skills. Just because the speaker may be great on stage during a live, in-person event doesn’t mean that same energy will translate through a computer screen. Remember to provide captions and descriptions for audio to make the virtual event as accessible and inclusive as possible.

Virtual Event Planning FAQs

A: Like in-person event planning, virtual event planning includes establishing the event objectives, determining the target audience, and setting expected results or ROI as well as knowing how to measure those metrics. Virtual event planners also need to be knowledgeable about event tech platforms, understand how to produce a quality livestream, know how to effectively program a virtual event, and be able to implement engagement techniques specifically for a digital audience. Virtual event planning also involves providing the necessary tools and equipment, such as a webcam or microphone, to at-home speakers and presenters, which is typically not needed when planning a strictly in-person event.
A: To keep an at-home virtual audience engaged, first of all, the event content needs to be compelling in order to grab and hold the attention of the attendees. There’s a lot of digital clutter out there, with many other virtual entertainment options and events competing for your attendee’s interest, as well as the distractions of working from home. Also, enlist a host to help the event run smoothly and to facilitate interaction among attendees, and organize smaller groups of attendees to allow for easier networking and socializing to help offset the lack of face-to-face interaction that would normally occur at an IRL event.
A: Because of the lack of venue and travel expenses, clients might assume that a virtual event costs less than a live in-person one, but in actuality the budgets are comparable when you factor in the price of a platform and other tech extras. So you should expect virtual event planning services to cost the same (or slightly less) as they would for an IRL event. Virtual event planning pricing can be based on an hourly rate, per project, or by a percentage of sales or other metric.
A: Depending on the type of event and its scale, you may need to hire a virtual event planner a month to a year in advance. You might also want to consider hiring a freelance virtual event planner who may have more flexibility than a larger event planning firm.
A: A virtual event planner determines the best platform to use based on the type of event and the event needs, such as chat functionality and breakout rooms. Planners should be able to provide insight and detailed comparisons on the most popular virtual event software, as well as offer recommendations on which would work best for your event based on cost and features. After establishing the event requirements, you and the planner will be able to narrow down the options, and the planner can set up demonstrations with the platform providers to test out the product.
A: Just like planners who handle in-person events, virtual event planners work with their clients to establish an event strategy and organize all of the necessary components, coordinating logistics and hiring vendors to satisfy any and all of the event needs. Virtual event production companies are hired to, well, produce the event, including handling live streaming, pre-recorded segments, Q&As, registration, and the technical production. These companies also offer live tech support during the event.

A: It depends. If your company is experienced at hosting virtual meetings, webinars, and events and your team is comfortable with the current video conferencing platform in use then you might not need to hire a virtual event planner. But if you’re planning to host a large-scale event or conference with a lot of moving parts, you should consider hiring a virtual event planner who can help coordinate vendors and offer their expertise. Also, if your in-house team doesn't have the technical know-how to run a virtual event, you should seek out a production company that specializes in virtual events to work behind the scenes and offer support to internal staff members.
A: Yes. A virtual trade show allows exhibitors and attendees to interact in an online environment rather than a physical one. These virtual events include interactive features such as a live chat, chat rooms, Q&As, webinars, and more. Virtual event planners help their clients choose the best platform for their virtual trade show needs, as well as coordinate other elements such as virtual booths and sponsorships. Like a traditional in-person conference, a virtual conference requires extensive planning including organizing multiple sessions, keynote speeches, workshops, discussion areas or chat rooms, networking opportunities, and exhibit areas for vendors—all of which a virtual event planner can help facilitate.
A: A virtual event planner can offer their expert advice on determining the kind of virtual fundraiser an organization or nonprofit should host. For example, would a virtual run or walk make sense? Should a black-tie gala pivot to a live streamed program? What about hosting an online auction? A virtual event planner can help organizations create the fundraiser’s framework, coordinate programming, manage the guest list and RSVPs, and handle any follow-up and post-event surveys, as well as select the event tech platform that will work best.
A: Yes. Executing a successful hybrid event requires more than simply tacking on a live streaming platform to an existing in-person event. A successful hybrid event needs to cater to both an on-site audience and a virtual crowd, which means hybrid events oftentimes require twice as much work and the expertise of a virtual event planner. You’ll also want to consider employing an onsite event pro who will attend specifically to the virtual attendees. This person can interact with the at-home attendees and introduce virtual-only sessions or networking opportunities. Plus, virtual event planners can help create exclusive virtual-only content to keep those attendees engaged.

9 Virtual Event Planning Services in San Francisco, CA

TurnKey Virtual Events

by Glow Events

Virtual Offerings

by Entire Productions

Virtual Event Planning

by Cassis Productions

Virtual Party Planning Services

by Me & You

Virtual Events for Companies and Teams

by Marco

Virtual Event Production

by Bond Events

Virtual Event Management

by eventi Productions

Virtual Conferences

by ABCey Events

Internal and External Hybrid Events

by ABCey Events

About Virtual Event Planning

Virtual Event Planning Tips & Tricks

Virtual Event Planning FAQs