Virtual Events5 min read
Virtual Event Planning Basics
Virtual events have their own planning requirements that differ from in-person gatherings. The fundamentals are the same — clear goals, organized logistics, good communication — but the execution looks different. Here's where to start.
Define the Event Format First
- —Is this a presentation, a conversation, a celebration, or a combination?
- —The format determines platform, schedule structure, and participant experience.
- —A webinar with 200 attendees needs a very different setup than a virtual birthday with 15 friends.
- —Define the format before selecting any platform or tool.
Choose the Right Platform
- —Match the platform to the event size and format.
- —Small gatherings (under 25): Zoom, Google Meet, FaceTime.
- —Medium events (25–100): Zoom Webinar, Microsoft Teams.
- —Large virtual events (100+): Zoom Webinar, Hopin, Crowdcast.
- —Test the platform before the event — don't assume it will work.
Build a Run-of-Show
- —A run-of-show is a minute-by-minute schedule for the event.
- —Include: welcome/opening, main content or activity, breaks (if needed), Q&A or interaction time, closing.
- —Share the run-of-show with anyone presenting or helping manage the event.
- —Build in 5–10 minutes of buffer for technical delays at the start.
Prepare a Technical Checklist
- —Test audio and video at least 24 hours before the event.
- —Confirm internet connection stability.
- —Prepare a backup plan if the primary platform fails.
- —Have a contact list ready for presenters or key participants.
- —Know how to troubleshoot common issues: audio echo, video freeze, login problems.
Plan the Participant Experience
- —Send clear instructions to participants well in advance.
- —Include: platform link, login instructions, what to expect, what to prepare.
- —For longer events, communicate the schedule so participants know what's coming.
- —Consider how you'll handle Q&A, interaction, or breakout discussions.
- —Follow up after the event with a summary or recording (if applicable).
Virtual events work well when they're planned with the same care as in-person gatherings. If you're planning an online event and want help building the structure, a consultation can help you get organized quickly.