25 Best Virtual Event Planning Ideas

Here is our list of the best virtual event planning ideas.

Virtual event planning ideas are tips, events, and activities you can incorporate into your online event planning session. Examples include using the right platform, including games and icebreakers, and sending swag items. The purpose of these ideas is to make the online events fun and interactive for attendees and provide them with maximum value to ensure team building.

When planning your virtual event, you can also check out conference swag ideas and company gift bag ideas.

This list includes:

• online event planning ideas
• virtual event management tips
• virtual event ideas
• virtual event engagement ideas
• virtual event swag ideas

Here we go!

Virtual event management tips

Managing virtual events may seem difficult if you are organizing an online get-together for the first time. However, by using the right tips, you can ensure a smooth and informative event. Here is our list of some virtual event management tips.

1. Note the time

While running an online event, it is important to keep track of the time to make event management easy. You can either look at the time yourself or set a timer for each activity during the event. For example, if you have invited guest speakers, then you should specify how much time you have allotted them beforehand and keep an eye on it during the event as well.

In the case of large events, hosts often appoint a moderator or facilitator who keeps track of the time and informs the host about the required time for each activity. While the host delivers information to attendees and gives speeches, the moderator checks the time and manages the processes at the back end.

2. Use the right platform

The right platform for events is generally the most convenient platform for the attendees. Picking proper software is one of the most essential virtual event planning ideas.

​There are several video conferencing platforms you can use for your virtual event, which include the following:

• Zoom
• Microsoft Teams
• Skype for Business
• Webex

All platforms have different features, and participants might struggle to adapt to a new site. Therefore, it is better to use a platform that is familiar and easy to access via mobile. Otherwise, you can send a demo video to the attendees before the event, teaching them how to use the basic controls.

3. Use the latest technology

As online events tend to be longer, you should use the latest technology to make sure the event goes smoothly. For example, the host can use a high-quality camera with the right lighting so they are visible to all participants. Apart from that, the mic must work properly, and the host must sound clear.

Participants’  internet connection also plays an important role. Video and sound disruptions will disturb the other members, and fixing these issues will take time. Therefore, using the right technology and checking equipment beforehand is best.

4. Send invites and reminders

You can invite members via email a few days or weeks before the event. However, sending reminders is still necessary because the attendees might forget they have to attend.

Therefore, you can use Google Calendar to send reminders to the participants just before the event. You can add the reminder to Google Calendar and make changes by adding attendees’ email addresses.

5. Use an event management software

Using event management apps is one of the most practical virtual event planning ideas. Event management software is necessary for planning a large-scale event because it automates and manages all required tasks.

Here is what event management software can offer:

• Send invites
• Collect payments
• Receive confirmations from participants
• Manage member check-in
• Ensure engagement

Thus, an event management tool is an all-in-one solution that automates processes and ensures the management process goes smoothly without disruption. If you do not want to use event management software, then you will have to assign a moderator or facilitator to manage certain tasks during the event.

6. Incorporate icebreakers

Icebreaker games are among the best virtual event engagement ideas. Even formal meetings like office get-togethers should have games and activities during the event to make it fun for the attendees. The games you choose can be informative, like a trivia quiz, or just be fun, like charades.

Icebreakers help attendees collaborate and interact, especially when they play in teams. The games also act as a short break during the session and refresh attendees’ minds.

7. Consider aesthetics

Aesthetics are important during an online event because they will impact attendees. For example, a messy background might be distracting. Therefore, depending on the type of event, it is better to choose an appealing backdrop that matches your event’s purpose and theme. Also, make sure you adjust the items in the background and remove any items that may distract the participants or disrupt their focus.

If you are facing problems with your background, then you can also use the Zoom background feature. This feature will hide your real environment and provide a virtual background, which you can also customize.

8. Sort the sequence

If your online event consists of several sessions, then you should sort each interval’s sequence.

For example, your event may have a guest speaker lecture, some team building games, and a workshop. In this case, you can sort the sequence by starting the event with the lecture, providing a break with team building games, and then organizing the workshop. If you have multiple speakers for the event, then inform each speaker about when they have to come to the camera to speak.

Planning the event’s sequence will ensure clarity during the event.

9. Provide dedicated time for questions and answers

Every event should allow participants to ask questions because when teammates ask questions, it shows they are focused and engaged. However, if the attendees keep asking during the discussion, then it will affect the conversation’s flow.

Therefore, the speaker should discuss each topic and then ask the attendees if they have any questions. If a member has a query in the middle of the conversation, then you can ask them to raise their hand or send a message in the chat box.

Virtual event ideas

A virtual event can come in various forms. Here is our list of the different types of virtual events.

1. Online conferences

An online conference brings a large audience together and usually focuses on a complex topic. Industry experts and office workers usually host the conference and share insights about issues and problem-solving ideas.

Virtual conferences tend to be live sessions, and attendees do not get recorded videos for later review. However, these conferences allow real-time collaboration with like-minded individuals and offer networking opportunities.

2. Educational workshops

Educational workshops are among the best virtual event ideas for students and office employees. These classes gather individuals from different countries and help them learn a skill together.

You can choose from a wide variety of workshop topics, including:

• Financial wellness
• Mental health
• Leadership traits
• Lunch and learns
• Conflict resolution

Online educational workshops aim to promote team collaboration. Groups of individuals identify problems and brainstorm ideas to come up with solutions. Apart from educating the members, these events also enhance their critical thinking skills.

3. Online retreats

Online retreats are virtual events that include team building activities, exciting games, and discussions of the company’s future.

Online retreats often include fun games that allow members to take time off work. Thus, such events provide some bonding time to employees so they can relax and spend time with their coworkers.

4. Webinars

Webinars are virtual events in which a guest speaker, or a group of speakers, deliver lectures on a specific topic. Apart from a lecture, a webinar may also include a PowerPoint presentation.

Team members listen to the speakers, ask questions, and learn the provided information. Webinars also usually include a poll or survey where attendees share their views after the event.

5. Virtual fundraising events

Virtual fundraising events are a great opportunity to gather donations and connect donors worldwide through an online platform. Nonprofit organizations can use Zoom for their fundraising events. The site will manage in-platform donations and show a live donor feed during the event.

6. Cocktail-making class

A cocktail-making class is among the best online event planning ideas. The class includes a host that guides the members through making different kinds of cocktails. The company may also deliver cocktail kits to the participants. Team members then join the Zoom meeting and learn cocktails’ history and various cocktail recipes.

Cocktail-making classes offer a shared experience to remote members and help them learn new skills together.

7. Online tours

An online tour is a virtual event in which you can take your group on a global visit in a virtual setting. Online tours help remote teams collaborate and interact, offering them a shared experience to build memories.

In an online tour, attendees can join a Zoom call, visit different places, and discuss the best aspects of the location.

8. Virtual social events

Virtual social events are informal gatherings for office employees and family members. These events discuss non-work topics. Colleagues come together to play games and connect. Virtual social events encourage team building, foster friendly relationships among members, and promote camaraderie.

Virtual event swag ideas

Sending event swag to your attendees before or after the event is a great idea to increase attendees’ focus and encourage them to participate. These products are one of the most fun virtual event planning ideas. Virtual swag also acts as a reminder of the event and gives an identity to your brand.

Here is our list of some of the best ideas for virtual event swag.

1. Branded snack boxes

Participants may get bored during longer meetings. Therefore, you can send snack boxes to members that they can enjoy during the meeting.

​Some examples of items you can include in a snack box are:

• Cookies
• Brownies
• Candy and gum
• Chocolate
• Roasted or mixed nuts
• Crackers
• Snack bars

You can add multiple items to the snack box to make it appealing. Also, make sure you choose healthy items for your snack box. Adding your brand or company logo to the snack box is another idea to increase brand awareness among remote members.

2. Kits for virtual classes

Kits are one of the best virtual event planning ideas. If your online event is a virtual class, then you can also send kits as part of the event swag. Such kits are for activities like chocolate-tasting classes, cocktail-making classes, and online cooking classes. You can also send kits for any other event in which you plan to teach participants a new skill.

The kits will contain all the necessary items and ingredients your attendees will need for the class. For example, a cocktail-making kit will include the components required for each kind of drink and some tools. Similarly, a chocolate-tasting class will have different types of chocolates that participants will taste during the event.

Attendees will get these kits ahead of time, and they will use the items in the kits to make recipes and drinks during the class.

3. Notebooks

Notebooks are one of the best virtual event swag ideas. If your online event is informative, then you can send notebooks to your attendees with your brand logo printed on each notebook.

Team members will use the notebooks to jot down ideas and make notes during the session. Even after the event, employees can use the notebooks for various other purposes.

Customized notebooks are a great option because they may also include a loop for holding a pen.

4. E-books

Giving out free e-books to your attendees is a great idea for virtual event swag. E-books are digital publications, so you will not have to deliver them to each doorstep. Therefore, e-books suit events that have members from different countries. You can buy and send e-books to each attendee before, during, or after the event.

It is better to send e-books similar to the topics you discuss at the event, which will then act as supplementary information. However, the company or host can also send their own e-books as a marketing technique.

5. Gift cards

Sending virtual gift cards to your participants will boost loyalty because gift cards are useful swag. Members can do their own shopping and buy their favorite items from specific stores.

Although gift cards might not act as a marketing technique, they can ensure regular attendance from participants because they will want to get more useful items by going to the event.

Gift cards are also great for attendees from distant places because you do not have to deliver them to different locations.

6. Donations

Donations are a great way to use your company’s funds for a charitable cause. You can ask the attendees to choose the type of business they would prefer to support. For example, some attendees might want to donate to homeless shelters, while others might want to contribute to food pantries.

After choosing the category, you can make donate to the organization under the attendee’s name.

This step will help the community. Additionally, offering donations will encourage individuals to attend future events for the sake of helping the public.

7. Tech products

You can send tech products as swag items to your remote teams. Tech products can be handy because members can use them to ensure a smooth event.

​Some items you can include are:

• Headphones
• Wireless mouse
• Powerbank
• Laptop stand
• Speakers

Remote members can use these products during the online event. Also, make sure that the products are high quality so they do not cause any disruption during the online meeting.

8. Digital wellness bags

Digital wellness bags are useful because they will show participants that your firm cares about their well-being.

You can include the following items in the digital wellness swag bag:

• Antimicrobial pen
• Blue-light glasses
• Stainless steel mug or water bottle
• Screen cleaning wipes

The members can use their swag bag items during the event. You can also encourage participants to keep using the items after the event and in their daily routine to ensure their wellness.

Members may also make these items a part of their workplace setup and establish healthy habits.

Conclusion

Planning a virtual event comes with several considerations before and during the session. However, implementing useful tips and ideas can help keep you organized. These tips help manage the event and ensure attendees find it valuable and informative.

Apart from that, it is a great idea to send swag items to the participants, depending on the type of online event you are organizing. These swag items will make your brand memorable and leave an impact on the participants as well.

Next, check out our list of swag bag ideas.