The Ultimate Guide to Planning Your Virtual Event in 2022

Even though Covid-19 risk has diminished and governments have lifted restrictions, many individuals still take preventive measures. As a result, a new form of events is introduced known as “Virtual Events”.

Virtual Event

None of us thought that one-day events would also be held online. But hey! It’s happening. Hiring a  London event company offering virtual events is now becoming an essential part to the future of event management for businesses. We agree that one-on-one physical attraction is not replaceable, but virtual events provide plenty of benefits.

What are Virtual Events?

Virtual events are conducted online, and they can include an educational webinar, a job fair, a trading event, or a simple workout class that others can follow and participate in online.

A virtual event is now a new platform for influencers, marketers, businesses, and other individuals who seek to benefit from them like any other regular event.

Why Host a Virtual Event?

The virtual event trend has evolved significantly over the last few years. You need to understand that virtual and on-site events share the same objective of generating sales, creating leads, building brand awareness, and gaining the audience’s trust.

Here are several advantages a virtual and hybrid event can offer you:


There are obvious reasons for a virtual event to be cost-effective. You don’t have to rent a location to host people. If you plan to host a sizeable in-person gathering, it can cost a lot depending on catering, staff, and many other miscellaneous expenses. But in a virtual event, you don’t have to worry about any of that.

Time Effective

When you have fewer physical activities to worry about, you can spend more time creating quality content for your audience and finding an effective way to deliver it. But do spend time choosing the right technology for your virtual event to give your audience an undisturbed experience.

An on-site event can take months or days to create an action plan, contact service providers, or train staff.

Target a larger Audience

During the pandemic, many of the audience shifted to remote work and locations. People who cannot attend on-site conferences due to location barriers can quickly join virtual events from anywhere.

Data Analysis

When hosting virtual events, we can keep track of numbers and analytics. We can measure engagements, conversions, and visits on your ongoing virtual events. It is a great way to collect and record your attendees’ data.

Virtual events can be jackpots for your lead generation program. You can easily measure ROI and profits through your virtual event data analysis. It all depends on how much data you gather in the background.

How to Plan Your Virtual Event?

It’d be best to work with a London event company to make it possible.

But before you find organizers, make sure you know your primary goals and objectives for the event. It takes a lot of planning, hard work, and dedication, and we don’t want any of this to go in vain.

Here’s the right way of going about it:

1.     Identify Your Objectives in Doing Virtual Event

Like any marketing campaign, your goal should be loud and clear to you; it can be a promotional campaign, sales campaign, or an educational event.

Your goals should be aligned with your campaign. A well-defined objective helps you to pay attention to essential details.

2.     Identify Your Target Audience

What type of audience are you expecting? That Is the key question so you know exactly the kind of audience you are going to entertain and how many of them you should prepare for.

They could be stakeholders, customers, or employees. Depending on your target audience, you will create the content and choose the right tools and technology.

3.     What Technology and Tools Will You Use?

The most important factor of a successful virtual event is to give users a premium, hindrance-free virtual event. Technology plays an essential part in the success of virtual events.

Different tools and technologies are in demand for virtual events to go smoothly. Choose the right piece of technology that suits your needs well.

4.     Promotion

You have to promote your event through different marketing platforms. The number of the audience depends on your promotion, not on the speakers or guest appearance.

Marketing an event is another field where you seriously want to pay attention. Create event landing pages, and they should have an attractive design with all the features, guests and speakers highlighted.

E-mail campaigns can also bring a good amount of traffic to your event. Social media is a massive platform where you can create an event post and run sponsored ad campaigns before the event.

Technology You Need Before Hosting a Virtual Event

As we have said above, technology is the core of a virtual event, as your audience is likely to virtually attend your event on devices like laptops and mobile phones.

So, you want to make sure your virtual event is compatible with all devices. Add the following technologies or tools to add your bucket list:

  • Event Website
  • E-mail Marketing
  • Online Registration Forms
  • Event Guide and Mobile Apps
  • Feedback Forms


The upcoming times are digital. We have to adjust accordingly. Digitalization has significantly benefited us greatly, and one such benefit is “Virtual Events.” By following the above strategies, you have a good chance of success.

London event companies are now producing ordinary digital events as well as large-scale virtual events. The future of the events industry is exciting!