What Should Event Planners Consider when Turning their in-Person Event into a Virtual One?

Event Planners Should Consider when Turning

The vision of the year 2020 seems to be taking things to the virtual level. Since people have been relying on the impression that the COVID-19 outbreak has swept away the culture of reality in the world and has changed the concept of normalcy in the minds of people.

Nevertheless, the impression that we have imbibed is partially true but not completely when it comes to transitioning to hosting virtual events. The truth in this scenario is that even before COVID-19 hit the world, many community managers and content marketers were already planning to transpose from organizing offline events to hosting online events.

We, humans, have the tendency to adapt ourselves to changes and since we are being more specific about the event industry, event planners are the ones who work in a dynamic and reactive environment, so having faced last-minute changes is nothing new for them.

But when the reason for transposing your offline event to an online one is sturdy enough, then what scenarios would you keep in mind before encountering new things in the other context?

Well, here I’ve listed out the aspects that you need to consider while switching to the virtual environment.

Decide the Genre of your Event

It comes up as the first and foremost factor that you need to consider. There are many kinds of events that don’t fit into the picture of the digital world such as – food fests, wine-tasting events, or fashion show events. But, other events can be picturized in the concept of going virtual.

Before you proceed with anything, ask yourself these questions first:

  • What type of events can be seamlessly hosted virtually?
  • How can we map out the entire thing?
  • What ways can we use to promote the event?

Once you find answers to these questions, you’re all set to go for the next factor.

Think of your Event on a Global Scale

When you plan to host a virtual event, you lose the human interaction that a live event indulges. But doing it virtually brings you better opportunities to take your event to a global scale. With an online location-based event, you get abundant opportunities to invite people to your event from across the globe.

Employ Humor in your Virtual Event Strategy

Since virtual events lack human interaction, there are chances that your attendees might feel discorded and might shut their laptops. To avoid such a situation, having a humorous engagement plan in your event strategy plan would make the sessions more engaging.

Communication with the Audience

man and woman discussing the event planning

When you’ve decided to move to a virtual platform, you must think of the ways you’ll communicate with your audience. While you communicate with them to need to understand what they’re perceiving at that moment. You need to provide them with clear information about what should be done when they can’t or don’t wish to attend the event.

Be supportive at every moment, as this might be their first time attending a virtual event. Also, try to avoid a sense of urgency.

Management of Experience

Since there are many kinds of virtual event software that are being used to host various kinds of events. So, generating that experience is in your hands. If hosting a small event, then simple video conference or webinar hosting software would be suitable.

When hosting large events with a massive number of participants then you must choose a virtual event platform that can help you host the event with a large number of attendees providing them with a seamless virtual experience.


These were certain points that you must take into consideration when hosting virtual events. What are your ideas about this? Let us know!

Scroll to Top