How to Host A Virtual Event

Hosting Virtual Event: The new digital alternative

With the digitization of almost everything in today’s modern society even in Public Relations, we observed more companies are considering hosting a virtual event rather than the traditional way of communicating to their audience. The use of social media, especially in Asia, has seen many preferring the use of digital media to reach out to people. Most people nowadays have a share of the content in at least one of the social media vehicles as cost-effectiveness remains as the main advantage over traditional platform. Ask yourself this. Have you thought of throwing an event as part of your marketing strategy but have budget constraints? Then why not consider hosting a virtual event that not only helps you to save cost but also time and space. Instead of having 500 attendees from your region attending the event, now you can have 500 people from different countries across the globe attending your virtual event. That equals to more than two-fold increase in the numbers of attendees for any given event.

Content Marketing UsageSource: Content Marketing Institute (CMI)

Here are some highlights of hosting a virtual event:


You don’t have to worry too much about the budget when planning for a virtual event. Don’t get the wrong idea that hosting a virtual event involves zero budget however. Customizing a virtual event still uses up a budget and time but by and large cheaper compared to a traditional alternative. Instead, shift your focus on the content – the most important part of planning a virtual event. “Affordability also means that more people can come to virtual events,” mentioned Lotzof, CEO of InXpo, a virtual event provider. Unlike the traditional way of hosting an event where most companies send two representatives, now the whole office staff can get to attend a virtual event.  Visitors are also allowed to access back to the event page multiple times, which increases the turnover rate for an event.


Less is definitely more. We’re all familiar with the marketing term, K.I.S.S (Keep It Short and Simple), and so it is advisable to have a specific message in content. Avoid an overload of information as the audiences are most likely to be the one defining it. A simple layout is also pleasant and user-friendly. Before going live with the audiences, remember to rehearse the flow of the event and the messages. The trick here is to keep testing even half an hour before the event to make sure everything is in place and everyone’s well-prepared.


It is important for a virtual event to push their marketing strategy as much as possible because a good marketing effort attracts more potential visitors, not only those that have been invited to join. As Lotzof added, “heavy promotion is crucial to a successful virtual event.” You also need to constantly remind people about the event, because sometimes they can get carried away with their busy schedules. Thus, constant update about the actual event is encouraged, especially dropping a gentle reminder a day before the actual event to your attendees.

There are many online web host providers that can help you in getting started to host a virtual event. Ellen Braun, Parenting Coach and founder of, suggested choosing reliable providers like Instant Telememinar. “ I use Instant Telememinar because it’s reliable and automatically records all events, and it offers user a choice of listening via phone or online,” she said. It is advisable to trust the provider after doing some necessary research on the reliability and quality of the hosting website. What do you think about hosting a virtual event? We would like to hear from you. Feel free to leave a comment below.

Leave a comment

Your email address will not be published. Required fields are marked *