Virtual event experiences take place entirely online, allowing participants to attend from anywhere in the world. Unlike in-person events, which require physical attendance at a specific location, virtual events use digital platforms and technology to facilitate interaction, presentations and networking. This makes them an accessible, affordable option for organisations who want to connect people and share information. Popular examples are workshops and webinars – a great way to reach a global audience without the complexity of in-person events.

There are many virtual event platforms on the market and they are designed for different use cases, so it can be complex to find the one that’s right for your event. 

That’s where we come in as an independent agency, we are platform agnostic and will give honest advice based on years of using the various software and trialling the majority of platforms out there. We have your best interests at heart and will guide you through the platform selection and licensing process. Sometimes we can even get you discounts and build your event within your chosen software. 

Planning a virtual event involves several key steps to ensure a smooth and engaging experience for all participants. Defining your targets, developing an agenda, promoting your event and managing participants are all hugely important – but making sure you’re on top of the technical elements of your next virtual event is crucial. You need to make sure you’ve selected the right virtual event platform that offers video conferencing, breakout rooms, chat functions, on-demand content and live streaming for your required number of attendees. Then, you need to guarantee you won’t run into any bugs or glitches while you’re presenting – preparing and testing all technology and doing a dry run of the event. This is a complex process – and the only way to get peace of mind is by partnering with a virtual event planner like Virtual Approval. We can plan, produce and host your next online experience so you can rest easy knowing everything will go according to plan.

Short answer? It depends! The ideal length of a virtual event depends on the type of event, content, audience engagement and time zones. In general, we say more basic virtual events like webinars should last around an hour – keeping things nice and concise to maintain engagement and focus on delivering the key pieces of information. For workshops or more detailed sessions, you can focus on interactive, hands-on activities and make the event a few hours long. In any case, you’ll want to keep sessions focused to avoid overloading participants. Break out into smaller groups for shorter segments to keep your audience engaged. Polls, Q&As and other interactive features are a great way to do this, too. If you’re trying to appeal to attendees in multiple time zones, record live sessions and make on-demand content available. Participants can watch at their own pace from anywhere.

Okay, this is an easy one! The best way to avoid technical issues with your virtual events is to hire a virtual events company like Virtual Approval. Our team of producers are super passionate about virtual events and have decades of experience in planning and producing online experiences. We make sure your event has all the building blocks needed to be successful – and are right by your side to handle any tech troubles with your online events.

Virtual events have become increasingly popular in recent years, driven by better technology and the challenges of the global pandemic. They give you the opportunity to attract a global audience without geographical barriers, lower costs in comparison to in-person events, adjust the size and scope of your event based on audience requirements and leverage powerful tech capabilities like live-streaming and breakout rooms. So, considering all that, we think virtual events are here to stay!

Deciding whether to create a virtual or hybrid event should be based on your goals, audience, budget and logistics. Choose virtual if you want to minimise costs, reach a global audience and if your attendees are comfortable with online participation. Choose hybrid if you want to offer a blend of in-person and online experiences, cater to diverse preferences and have the resources to manage both formats effectively. In both cases, consider partnering with virtual event management experts like Virtual Approval – we’re the tried-and-tested virtual events company who can professionally plan and produce any kind of experience!