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A Startup’s Guide To Virtual Event Planning

Nowadays, there’s no denying the fact of how virtual events are already becoming the go-to type of events. If you study the pattern of successful virtual events hosted by other companies, it may be safe to say that virtual events aren’t going away anytime soon. 

Many companies are beginning to realize how physical events aren’t the only way to hold one. Even virtual events can be as fun as they are effective, despite the obvious physical distance.

With that, it’s also not to say that planning company virtual events are easier than a physical one. There are inherent challenges unique only to a virtual event, which you’ll have to overcome. Like any other event, all of those can be overcome through proper planning. Don’t rush it. 

To increase the likelihood that your virtual event will succeed, go through the planning phase as thoroughly as possible. You may read this article to learn more about how you can host a fun and engaging virtual event for startups.

Decide Where To Host It

You won’t have a physical venue for your attendees to go to. But, you need that online location where you’ll host your virtual event. 

For example, if you’re going to have live sessions, then you’re better off hosting your event on social media websites or through video conferencing apps. When the budget permits it, a better choice is also to have a dedicated website for your event. As soon as your attendees have confirmed their attendance and registration, give them their exclusive log-in details so they can access your virtual event.

Select The Type Of Virtual Event You Want To Have

There are various virtual events, so it’s up to you to decide which one to host. Ideally, the type of virtual event should match the niche your startup belongs to. This is a good way to secure attendees, as they’ll be comfortable and happy with the type of event they’ll be attending.

For example, young millennials won’t like being stuck in a meeting for four hours straight without any fun activity in between. The older, more serious business executives may not mind this, as virtual or not, it’s something they’re used to.

Some of the best virtual events to try hosting to get you started are:

  • Fundraising Events – When your startup also supports a charity;
  • Networking Events – These are great for startups, as it allows people to come together and build a common, new-found network of connections;
  • Hiring EventsIf your startup requires more employees, such as if you’re expanding;
  • Team-Building EventsTo encourage connection and morale among your startup’s members;
  • Webinars – Which is essentially a seminar, but only done virtually.

Define Your Event Purpose

Virtual events can be expensive to host. So, you need to have a well-defined purpose as to why you’re hosting one in the first place. This is very important, so you have the means to check during the planning phase whether or not the main purpose for coming up with the event is met. Otherwise, you should tweak the activities you’ve set for your virtual event to ensure that all those purposes are ticked.

Do you want to promote your startup’s brand? Is it for the purpose of gathering more leads? Whatever they are, those purposes should serve as the core driving force behind every aspect of your event.

Choose A Virtual Event Planning Software

If you’re planning a big virtual event, then you’ll need all the assistance from technology that you can have. It’s not enough to do things manually; you may easily lose track of any important information.

Event planning software is now readily available, and it’s up to you to use it to your advantage. With a good one, you’ll immediately notice the difference between what it’s like to plan an event with and without using that software.

Select The Right Time For Your Event

Timing is everything, and your event is no exception. If you’re going to have attendees coming in from multiple time zones, you’ll want to be very strategic about the time you’ll host the event. There’s no fixed equation to this.

Ideally, you’ll need to select that time that is the most viable for a majority of the attendees. You wouldn’t want to have a majority of them unable to attend, as your event happens to be at dawn, in their local time zone, for instance.


As you can see, hosting a virtual event requires the same care and attention to detail as that of a physical one. In both cases, a well-crafted strategy is needed to serve as the foundation of your event. 

Remember, the venue is the only thing you won’t have that you would come in a physical one. All the other logistics will be just as difficult. So, if a virtual event for your startup is in the books, start planning by applying the tips above ASAP.

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