5 Steps to Host a Successful Virtual Event
Virtual events are the way of the future – connecting people to one another across the country and the world, even from the comfort of their own homes. Hosting an event, whether internally for your team or externally for your customers and prospective clients, may be a big adjustment. Don’t worry, we’re here to help you! This is an opportunity to share your message or large-scale event with people that may not be able to attend in person.
First, let’s help you understand some of the different types of virtual environments:
- Webinar: A seminar that typically includes 1 or more speakers with little communication from the audience, except potentially a Q&A session.
- Video Conferencing: A call between 2 or more people, typically a discussion format. These are usually private and require a password or access to be granted by the host.
- Virtual Town Hall: One or multiple speakers present ideas or share corporate communications and are available for questions from the audience.
- Live Stream: Live video and audio coverage of an event or performance for people to join and watch. This can be a component of the event where a live audience is still present (sometimes referred to a hybrid event), or with no audience at all.
NOW HERE ARE OUR 5 STEPS TO HOSTING A SUCCESSFUL VIRTUAL EVENT
STEP 1: DETERMINE THE W’S: WHO, WHAT, WHEN & WHERE
Who & What: Consider the goals of your virtual event, who will be involved, and to what degree.
- Who is your audience?
- How involved do you want your audience to be?
- Are there multiple speakers? Who are they?
- What are you presenting?
This will help you determine what type of virtual event you’ll host, which will also set some expectations with your audience.
When: Think about the audience & what makes most sense for them. When will they most likely be available to join?
Where: Wherever your audience is! That’s one of the many positive benefits of virtual events. Something also important to decide: where will you be? If you’re the host, make sure you’ll be in an area where other noises or backgrounds won’t disrupt the event. Offices, boardrooms, or lobbies are all great spaces to convert into webinar or video conferencing studios. Don’t have the space to host a live stream? Sight & Sound Productions has created a professional studio in our office. Larger venues will be needed for events that have multiple people speaking at the same time or if a stage set is being used.
STEP 2: GET THE TECHNOLOGY AND SET UP YOU NEED
TOP 6 BASIC ITEMS NEEDED FOR A VIRTUAL EVENT:
- A streaming platform, such as social media, Vimeo Live, Zoom, or another streaming outlet
- High speed internet, 100% recommend using a hard line and not the wifi
- Great natural light, lighting supplied by softboxes, or stage wash
- Quality microphone and camera for audio and video
- Laptop
- Cabling
- *Switchers, a teradek, and other AV equipment might be needed for the integration of live streaming during events.
If you need to rent any of this equipment, our team is happy to help. We’re experts on all things events, both in-person and virtually, so we’re happy to answer any questions you have about the equipment you need.
C@NNECT WITH US
After 30 years of leading Sight & Sound and Mugwump Productions, Jon Davis is retiring from his day-to-day role as President and CEO and moving into a full-time Board position in January 2026.
Thank you for everything, Jon. Cheers to an incredible career and a well-deserved retirement! We will miss you.
The stunning fabric treatment and LED panels helped set the tone for an unforgettable show at the @firstcoastdesignshow presented by @thewomensboardwch!
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Grateful to give back!
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