June 2020
8.5 Minutes reading

Organizing a successful virtual event is no small feat. There are many things to keep in mind and many questions that come up in one’s mind whilst organizing virtual events. We did cover many points in the previous blog- “TIPS TO ORGANIZE SUCCESSFUL VIRTUAL EVENTS: PART 1” and here we will cover a few more points about the same in detail.

Organizing Virtual event


There are many event organizers out there, and all of them are trying to create the best possible events that they can. It is therefore your responsibility to ensure that you make your events stand out from the rest. Read up about current industry trends and see what event attendees are looking for in the events they attend. Focus on what your guests need and come up with creative ways to meet those needs.


No one is perfect at everything!

Don’t shy away from getting professional help for your events or outsourcing certain services that may not be your strong suit; be it financial, or entertainment related. It is important to remember that at the end of the day- Customer is king , and you need to do all that you can to keep your customers/clients happy.

When you do outsource, don’t forget to brief them in detail about your company, the type of events you organize and the way in which you like things. Don’t compromise in any way.


It is extremely important to remember that all your attendees are busy people. While organizing your event may be the first thing on your mind, it certainly isn’t for them! In a world with so much media and constant change it becomes particularly important to remind the guests that your event is coming up.

Ideally, once they have registered for your event, send them an event brochure, that could work as a reminder a couple of days before the event, so that they don’t make other plans for the same time. Also, send them a small reminder the morning of the event. This will prevent them from getting caught up with other tasks or forgetting!!!


Just sitting and listening to someone talk can tend to be very boring. You could try to mix it up by adding a few pre-recorded videos to the sessions. This could work as a change of pace for the attendees and help them stay focused during an entire day of sessions.


It has been proven that the most important reason why companies organize conferences is the opportunity to grow their network. Give attendees a chance to get to know each other and build their network. This becomes extremely easy with an all in one event management software. Mavent Tech is one such app that allows for attendees to network, through an inbuilt social wall, easily downloadable e-business cards etc.


Attendees can market your event for you! You could encourage attendees to add event ads on their social media platforms or give them discounts for getting a friend to buy passes. Incentivize attendees to spread the word about your event.

You could also ask your speakers to use guests as their subjects in case of any demonstration etc. Not only does this help attendees stay focused on the content, but also makes them feel motivated and useful.


Every platform that can be used for an online event has its own pros and cons. What sets you apart from the rest of the event organizers is actually using the online platform to its fullest!
For example….

  • If you have a strong Instagram base, you could set a countdown on your story, irrespective of whether the event is happening on Instagram live or not
  • You could create an event on Facebook to help spread more information
  • Create and share event hashtags across social media platforms, this will generate more awareness about your event


This may not seem like a very important factor to keep in mind, but trust us, it is! Just imagine you’re attending a talk given by a very interesting speaker, he has the most perfect balance of anecdotes with qualitative and quantitative information. However, he adds many graphs on the same page, and also the text in his presentation is really tiny. You are attending the event from your smartphone, but you can't really make sense of the tiny graphs and text. How thrown off would you be?

You as an event organizer must remember that when it comes to virtual events, many a times, the attendees are listening in via their smartphones. As a result, it is imperative that you inform your speaker to use content that is mobile friendly. Either that, or you inform your attendees well in advance that it is preferable that they use their computers for a better event experience.


While onsite events have been paused, it doesn’t mean that you stop earning because of events. Monetize your events. You could tie up with ticketing platforms that make it easy for people to buy passes and tickets to your event.


All of the above mentioned activities can be made so muchmore efficient with reduced costs, engagement tools that will allow for easier networking and also give your guests event experience they will never forget. Every event manager, no matter how successful, makes errors or gets flustered at some point or the other. Using any event management software will reduce your workload and allow you to focus on the things that really matter.

If you are organizing a virtual event and need help, be sure to use an event management software. This makes your work efficient, easy and simple. Contact us at Mavent Tech to know more and see if we can help you organize your event with the help of our event management software.

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about author



Shayanne Hill has majored in economics and commerce. She is a marketing enthusiast and dancer who loves organizing and being a part of various events. She is a go-getter with a positive outlook towards life. With her ability to think outside the box and a knack of problem-solving, her classy ideas are bound to give your events a striking edge above the rest.

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