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11 Helpful Ways to Make Virtual Events Engaging

Having instant access to entertainment and information in this day in age is more of an expectation than a want. When it comes to online video, it’s easy to get bored.  Virtual events are no exception. What now seems like “back in the day,” (around 2010!) the concept of virtual events was new and disruptive. But now, ten years and one pandemic later, we have been thrust into a world of change we may not have been prepared for. With an increase in internet accessibility and advancements in technology, hosting engaging online virtual events is not far-fetched at all, it is a part of a new normal. 

As a result, so many are welcomed to the virtual event predicament – if you decide to host a virtual event, how do you make it fun and engaging? Hosts and organizers have to put in the extra effort to garner attention towards their virtual events. It’s not just a matter of good content, but execution as well. Pre-event, post-event, and during event activities are required to engage the attendees, keep them entertained, and spawn an unforgettable, yet positive experience. 

As you begin to muster a headache from worry, anticipation, and hopeful creativity, try not to fret but read on to find out how you can make your next virtual event a success!


  1. Send a memorable gift reminder

We can all agree, virtual events are the types of events that are easy to attend. Most of the time all you need is a device with a decent internet connection. On the flip side though, considering the ease at which one can attend, there is still most definitely a lack of energy when an attendee is anticipating spending time with a virtual event. You have to take time out of your day to once again, often after work, and sit in front of a computer to hopefully be entertained, right? So, as a result, there are higher chances of people not showing up. You have to think outside of the box when it comes to invites and event reminders. Be different. Stand out. Consider sending out a physical goodie bag to help prospective attendees prepare for and get excited about your upcoming event. This will not only make you stand out, but it will also serve as a reminder, and give you some legitimacy. Friends, we all need that!  

2. Collaborate with the best

There is a reason why expensive events with well-known guests sell out in minutes. Collaborating with industry experts can bring immediate interest. Do your due diligence. Search for experts who match your message and have a solid following. Let’s be real, if you can get someone with a few thousand followers or more, you are starting off with a pre-populated guest list that will give your event the clout it needs from the start. Fingers crossed!  

3. Choose the right platform

Selecting an ideal platform can be a project in itself. With so many options out there, it is imperative that you make it as easy as possible, while also saving on your bottom line. No need to spend top dollar for a platform that has a number of features no one is going to use.  Find a platform that is appropriate for your message, simple for your audience, and does the trick.

Learn how to host a virtual event and select the right platform

4. Invest time, energy, and sometimes money for high production value 

Investing in quality features like a fast internet connection, backups, and impressive video content might be what you need to produce a high-value virtual event. Your video content will play an integral role in capturing the attention of your audience, not to mention utilizing the features of your chosen platform. Get to chatting, use breakout rooms or simply spotlight appropriate parties at the right time. Just know,  when events are crisp and lack any difficulties, technical or otherwise, it keeps the flow of your virtual event program going. 

 5. Practice makes perfect 

This is a tireless and redundant tip that somehow nobody implements. Do it! Get your tech team together, with your speakers and anyone else involved for more than just one run-through so everyone is able to feel comfortable and most importantly, confident on event day. 

During Event

6. Proper distribution of work and play 

Work hard, play hard. We all know this saying by now. Ensure this is a part of your virtual event theme. Engaging activities like Q/A rounds, break-out rooms, or mini-sessions for networking are always a good idea to get the participants to, well…. participate! But, things can quickly go awry if that is all you make your participants do. Proper distribution of content sharing and engaging activities can make all the difference. Striking a balance between not overwhelming the participant with too much content or overwhelming them with too many activities is important. Use engaging activities to help the participants relax and observe the content being introduced. 

7. Don’t be too rigid 

People want to have a good time. Remember there are far too many other streaming services and real-life activities individuals could be doing during their downtime. It is your job to make sure attendees remain interested in what you are offering. Circling back on the previous tip about finding a balance, it’s vital to remember not to be too strict with the flow and timelines during a virtual event. For participants to engage they need to feel free in some capacity. Make sure to send over the program to attendees prior to the event so they know what to expect and can pace themselves.

8. Give attendees a break!

It is incredibly obvious nowadays that staring at a screen during an online event can be strenuous and exhausting. Don’t be that virtual event organizer – please! Keep session intervals short and sweet, allowing people to stay focused and recharged. Why not offer an intermission as if you were at a live theater event!

9. Bring the energy 

Choosing the right host and speaker can quickly elevate a virtual event. The speaker needs to hold the attention of the attendees for an extended period and this means bringing in the energy, variation, and good content to keep people engaged. No need to have someone too scripted. Scripts are extremely helpful when following a schedule, but no one wants to hear a robot-like speaker during an entire event. Ponder that!

10. Keep the people guessing 

Short segments with music, visual aids, and breakout activities can help in complementing your hosts’ presentation skills and amp up the audience. This is what you want! The key is to think about what interests you, and keeps you engaged. While planning, think of this and don’t be too repetitive. Keep the audience surprised so they too can get excited and be encouraged to share their experience post-event! 


11. Always follow-up! 

There is always room for improvement. Sending a follow-up email to thank participants and attendees, while also asking them for feedback will help to better your future virtual event experience. It also shows that you actually care about what you organized, created, and presented. This step is all about relationship building and is exceptionally powerful for future collaboration and promotions. Time to organize!

We do it all – motion design, remote video capture, editing, voice-over recording, and more! To learn more about Bottle Rocket Media and what we can do for your virtual event video production, connect with us so we can create something impactful together.

How To Host a Virtual Event

Virtual events are all the rage in the post-pandemic life, or should we say the new pandemic life? The popularity of virtual events was taking shape prior to the pandemic because of the growing digitized landscape in many industries, but never before have we seen virtual gatherings become a norm. Having access to prospective clients, consumers, and supporters, no matter geographical distance has opened up the world to more individuals and businesses adopting virtual events to engage and educate the masses. 

To stay at the forefront of this new trend while also differentiating your brand from the rest can be a difficult feat. Just know, being prepared to tackle the tech issues that may come is especially important. With attendees across the globe being able to be invited to your virtual event, internet connection and device issues can arise.  Either way, as long as you make every intention to be prepared you can offer a great experience. The fact is, virtual events are captivating more audiences, creating more buzz in all industries, and causing a ruckus, so when hosting your own virtual event, consider simplicity.  

Virtual events as the name suggests are not only hosted and enjoyed remotely over the internet, they are becoming experiences created in both live and recorded settings. Learn more about the varying types of virtual events by reading on. 

Types of Virtual Events

  1. Virtual Conferences

Online conferences have become very popular for small startups and large corporations. Companies are able to offer an increase in accessibility to exceptional keynote speakers while also catering to an audience that would not be reached otherwise. Not to mention, virtual conferences have cut down both time and cost constraints that otherwise offline conferences would incur.  This means companies either save those dollars or allocate those funds elsewhere within the event experience. 

  1. Workshops

Collaborative tools available in event hosting platforms have helped many companies organize effective workshops where the participants can engage and learn from one another through live chat rooms. Workshops have more freedom than other forms of virtual events because topics can range from just about anything. From baking to music, to marketing, to video making, there are workshops accessible to so many about practically any topic. Don’t believe us? Google ‘virtual workshops’ and see what you find!

  1. Webinars

Webinars occur in real-time, often in a presentation format. Typically, there are online sign-ups beforehand, and reminders are sent to participants with the webinar link right before the virtual event begins. These events are normally knowledge-based and usually include a Q&A session at the end of the event to increase engagement. Many companies use webinars to promote their product, increase their leads, and encourage participants to learn more about their services. 

  1. Virtual Exhibitions

Universities, company job fairs, or networking events are all great for generating leads and assessing prospects. Online Exhibitions allow for this assessment to happen easily. Unlike being at an onsite event, attending virtual exhibitions would mean simply visiting online booths by clicking on a ‘room’ from the comfort of your home and using that ‘room’ as a networking source to connect to others with similar interests or needs. 

  1. Virtual Training Events 

Yoga sessions, boxing lessons, aerobic workouts, and so on it goes, can all be activities hosted online and consumed by many. There has been a huge upsurge of such events in the recent past as gyms are unable to operate regularly due to the pandemic, and fitness instructors have used their own networks to build rapport with even more prospective clients. As we are all now aware, being prepared and resourceful is essential to growing your business; virtual training events assist in this department. 

We have all got to admit, the way we work is permanently changing. In times of change, and in times of wanting to continue to reach prospective clients, customers, or brand supporters, virtual events seem to be a practice that will be around for some time to come.

10 Tips on How To Host Virtual Events Successfully

1. The Right Timing Is Everything

Virtual events provide hosts the freedom to invite and interact with individuals from all over the world. Hence, choosing an appropriate time frame to host the event becomes important. Using time zone converters, and being aware of holidays in the targeted regions are all important practices a host needs to maximize the number of attendees to any virtual event.

2. Brief Your Audience

Many virtual events have an open window for arrival – people can join in at any time. In such scenarios, a timely briefing is required by the moderator to catch up with all the participants on the happenings of the event and instruct individuals on what to expect, how to use the platform, and how to engage with other participants. This practice allows the event to be a useful experience, to have a flow, and allows the host to have control. 

3. Concise and Clear Agendas

Clear agendas can include any combination of the following pending your specific event: speaker time frames, breaks, networking opportunities, entertainment, and Q&A sessions. The point is, you should plan the event out and develop clear goals. Make sure to set enough wiggle room for any issues or delays and always prep your speakers and share your agenda with participants, so everyone has an understanding of event flow. 

4. Set The Event Apart From Others

To make your virtual event as engaging as possible, try to use ways in which your event may stand out from the rest. Many people are hosting online events but few end up being memorable. The format, engagement, unique selling point, speakers, and value the event provides all can be reasons as to why events are successful. For example, some event organizers use live music, DJs, or interactive activities to engage the audience. Include what makes the most sense for your brand and will be easy to manage for your team.

5. Appropriate Platform Choice

Depending on the event type, use a platform that supports your needs. For instance, attributes like a whiteboard (you could even consider a virtual whiteboard), and annotation may be required for events that need collaborative effort such as a workshop. The organizers need to access the type of events they are hosting and promptly use a platform to support it. Keynote speeches and workshops work well with Zoom while university fairs or career fairs may require platforms like Vfair that are specially designed to hold exhibitions. 

6. Practice Consistent Branding 

Businesses use online events to launch products, garner interest, or cement their standing in the industry. Hence, branding efforts should not be overlooked when events are virtual. For instance, using correct banners for online booths with appropriate branding colors and providing brand consistent material to participants to survey later all matter, and create a form of remembrance.

7. Use Video

Video is one of the best and simplest ways to engage your audience. You can include motion graphics videos to explain a product, brand, or service, or you could create a compilation video to appeal to the mood of your audience. You can even use remote shoots with recording software to be edited and broadcast during the event. If you would like a more captivating opening or graphics set for the event to intrigue your audience, a video production team could help create these animated features as well. Just remember high-quality video can take the reins of an event and create a great, and memorable experience. 

8. Event Marketing

Engage in pre-event marketing. People obviously need to be aware that your event is happening. Understanding your target audience is key when it comes to marketing. For example, social media marketing is effective in targeting the millennial workforce, while email marketing could be more effective to target an older demographic. The modes of marketing depend on the type of event and your target demographic so ensure you note this as you plan your next virtual event. 

9. Set a Contingency plan

The Internet is a wonderful, but at times, unreliable place. Connection or platform disruptions are all valid issues one can face when hosting virtual events. Take the time to have run-throughs prior to your event. Consider having IT people on demand if a tech issue should occur, and plan accordingly with set troubleshooting techniques and contingency plans. 

10. Engage The Audience

With short attention spans, online events can surely cause people to get distracted easily. A virtual event host should find ways to engage an audience creatively and simply. This could be done through group activities, asking leading questions, and allotting time for networking. Choosing the correct platform also opens avenues for collaboration and engagement.  Platforms like Clubhouse, for example, can garner a lot of participation due to their format. Also, ensure your event length is just enough to get your point across and not too long where you lose the audience’s attention. 

11. Document Your Progress

Send out questionnaires post events to participants to understand what worked or what didn’t. Feedback should always be welcomed. The hope to improve in the future is all about learning audience likes and dislikes.

As the world gets adjusted to the new ways of working, proper virtual events practices can help individuals and businesses to brand themselves and be a part of a bigger audience. From conception to delivery, we love this stuff and we are all about helping you with the virtual event video production process. We do it all – motion design, remote video capture, editing, voice-over recording, and more! To learn more about Bottle Rocket Media and what we can do for your virtual event video production, connect with us so we can create something impactful together.