How to Plan a Virtual Event – Steps in Your Plan

How to Plan a Virtual Event - Steps in Your Plan 1

If you are planning a small or personal event. In that case, you can take advantage of the benefits that come along with using an event-planning tool, or more specifically, using a tool called an event management system. This type of software tool will help you plan your event efficiently and successfully. An event management system is also commonly known as an event planner. So, if you have never used this before, you will want to take some time to learn more about it before diving in and getting started. Below, we are going to give you some tips on planning a virtual event with an event management system:

Choose Your Target Date

Start by choosing a target date. This is probably the most crucial step. This way, you can plan around anything that may come up. In most cases, you will not have to plan around anything; generally, when you are trying to get people to show up, you will need to plan around other things.

Create Virtual Event

Create a Virtual Event. Next, you will create a virtual event. A virtual event can range from a simple dinner party to numerous company conferences. Since everything is virtual, you do not have to worry about creating a physical location. The steps listed below will show you how to plan a virtual event.

Set The Date

Set the date. Now, you can begin the planning process for your virtual event. When you create the event, you will see a start date on the right side of the page. Then, on the next page, you will see a time. You will want to pick a time that works well for your target audience.

Organize Guest List

Organize the guests. The next step is to organize the guest list. You can do this when the event is getting closer to when you are planning it. As soon as you know who will be attending, you should send invitations. This way, you can tell people who will be attending the event when it will occur.

Communicate With Guests

Start communicating with the guests. This next part of the process involves sending out invitations and communicating with them. You can do this during the weeks before the event or immediately after the set date.

Plan For The Foods

Plan for the food. You must plan for the food well in advance. You will want to make sure that you can cater to any special dietary requirements that people may have. Be sure to plan for any extra guests that may show up at the last minute as well.

How to Plan a Virtual Event - Steps in Your Plan 2

Have Fun

Have fun. The last thing that you should do is stress out over the entire event. It is essential to enjoy what you are doing. Make sure that you get a chance to connect with your guests. If you have never done something before, you should take a break and do something you enjoy. This will help you to relax and enjoy the event.

Arrange The Logistics of Event

Arrange the logistics of the event. The next set of the 15 steps on how to plan a virtual event includes arranging the logistics of the event. For example, do not forget to book the hotel rooms for your guests. Arrange for transportation to and from the location as well. Think about things like seating and table rentals, to name a few.

Arrange Audio-Visual 

Next, arrange for any audio-visual needs for the event. This is an essential step because many people who attend these events may have some portable device that they can use to participate in the virtual event. You will need to consider such things as a microphone, web camera, or video camera. This step will be critical if you hold the event at another location than where you have chosen to keep it.


The last of the steps cover marketing. Marketing for these events can be an arduous task because you need to make sure that you get the word out about your event. This means that you need to write up articles, put up posters, post signs, etc. In addition, be sure to do all of this before the event as well. It is always a good idea to start planning as early as possible. As previously stated, there are many elements involved when planning a successful event.

Plan for The Next Phase

Plan for the next phase of the process. The next of the steps on how to plan a virtual event involves creating the actual virtual event. This involves mapping out the areas in which you want your guests to be and researching the different types of activities that you have available. Some of these activities include scavenger hunts, cooking challenges, photo contests, and more. In addition, it is a great idea to look at what is available online so that you have an idea of what is popular and which one you would like to offer your attendees.