Best practices for virtual events: tips for real success

But here’s the thing: just going virtual doesn’t make an event good. If it’s boring, clunky, or confusing, people will tune out, fast.

Over the past few years, we’ve helped lots of teams figure this out. We’ve seen what works, what flops, and what really gets people excited to join and give. And the truth? It’s not about being fancy. It’s about planning smart, keeping things human, and using the right tools to make your life easier.

What is a virtual event?

A virtual event is any gathering that happens online instead of in person. Think of it like bringing people together in a digital room instead of a physical one. It can be big or small, anything from a quick team update to a full-blown conference with hundreds of people.

There are a lot of ways to do virtual events. Webinars are good for teaching. Virtual conferences are great when you want speakers, panels, and networking all in one place. Hybrid events mix both online and in-person audiences, so you get the best of both worlds. And then there are things like online fundraisers, town halls, workshops, and even virtual trade shows.

What makes a virtual event work is the way it’s planned, not just the platform it’s on. When the experience feels smooth, welcoming, and easy to join, people stick around. And that’s when your message really lands.

Types of virtual events to consider for future events

There’s no one-size-fits-all when it comes to virtual events. What works best depends on your goals and your audience. Here are a few of the most common types we’ve helped teams run, and why they might work for you.

Webinars and expert panels are great when you want to teach something or share expert advice. One or two speakers, a short Q&A at the end, it’s simple but powerful.

Virtual conferences and summits bring more people and sessions together. These are multi-day events with different speakers, breakout rooms, and maybe even sponsors. They take more planning, but they let people pick what matters most to them.

Hybrid events combine online and in-person elements. You might have a live audience in a room, while folks at home watch and join in online. It takes coordination, but it lets you reach people wherever they are.

Virtual trade shows and expos work well when you want to show off products or services. Vendors can set up virtual booths, and attendees can click around, ask questions, or book demos.

Community events and internal trainings are smaller and more personal. We’ve seen teams use these for board meetings, volunteer training, or just keeping people connected when they can’t meet in person.

Choosing the right type starts with your audience. What do they need? How do they like to learn or connect? Once you know that, it’s easier to shape the event around them.

Key considerations when planning a virtual event

Planning a virtual event might sound easier than an in-person one, but it still takes real prep. There are a few things we always ask our partners to think through before diving in.

First, what’s the goal? Are you raising money? Training your team? Sharing big news? When you’re clear on your goal, every decision gets easier.

Next, who’s your audience? Think about what they care about, how comfortable they are with tech, and what kind of experience will keep them engaged. A quick lunch-and-learn might be perfect for a busy board. A two-day summit might fit better for donors or members across the country.

Then comes the when. Picking the right date and time matters, especially if your people are in different time zones. Avoid holidays or busy seasons. Give yourself time to promote it well.

And of course, you need the right tools. A strong virtual event platform should make it easy to invite people, track who’s coming, send reminders, and actually run the event. Bonus points if it makes your life easier, not harder.

We always tell teams: plan like it’s an in-person event. Build a schedule, prep your speakers, do test runs. The smoother it feels, the more likely people are to stay, enjoy it, and come back again.

Promote your event effectively across multiple channels

Even the best-planned event won’t matter if nobody shows up. That’s why promotion is a huge part of making your virtual event successful. And no, you don’t need a huge budget or a fancy ad team. You just need a smart plan and a few key channels working together.

Start with your event website. It doesn’t have to be complex, but it should clearly say what your event is, who it’s for, when it’s happening, and how to sign up. Add a short agenda, some speaker highlights, and an easy registration button. Make it feel welcoming and trustworthy.

Next, think about email. A few well-timed emails to your list can go a long way. Send a save-the-date early. Follow up with reminders, sneak peeks, or speaker shoutouts. Keep it short and make the action clear: register now.

Then there’s social media. Post regularly leading up to the event. Share clips, behind-the-scenes updates, or quotes from speakers. And don’t be afraid to ask your speakers, partners, or staff to repost. It helps spread the word fast.

Want to go a little further? You can try blogs, partner newsletters, or even a short video teaser if you’ve got the time. None of it needs to be perfect, it just needs to be clear, real, and easy to share.

We’ve seen it over and over: a little promotion early makes a huge difference later.

Hosting a virtual event: what your virtual event requires

When it’s go-time, your virtual event should feel like a well-run show, clear, smooth, and easy to follow. But getting there takes a little prep behind the scenes.

Start with your checklist. You’ll want to confirm your tech works, your speakers are ready, and your team knows the plan. Having a simple run-of-show (who’s speaking when, how long, who’s managing Q&A) keeps things on track.

Virtual backgrounds and branding help make things feel more polished. You don’t need a studio setup, but consistent visuals, like a branded slide or a clean background, go a long way in making your team look prepared and professional.

Don’t skip the practice session. Even if your speakers are pros, a quick run-through helps everyone feel more confident. You’ll spot any tech issues ahead of time, and it gives you a chance to test features like screen sharing or breakout rooms.

Accessibility matters, too. Add captions. Make sure your content is easy to follow. If someone needs an interpreter, plan for it. A great event makes everyone feel included, no matter how they’re joining.

And finally, don’t forget privacy and data. Use a secure platform, clearly state what info you're collecting, and make it easy for folks to opt out if needed. Trust is everything.

With these steps in place, you’ll be ready to go live feeling calm, clear, and in control.

Engaging attendees and creating real-time connection

Getting people to show up is one thing. Keeping them interested? That’s where the magic happens. And honestly, that’s what sets a great virtual event apart from one that just... happens.

Start with interactive tools. Polls, Q&A boxes, and chat features give attendees a voice. Ask them simple questions, get their thoughts, or let them vote on something. It keeps them involved and gives you great feedback in real time.

Breakout rooms work well for smaller groups. Whether it’s networking, brainstorming, or a focused discussion, they give people a chance to connect more personally. Just make sure someone is there to guide the conversation.

Don’t be afraid to gamify parts of your event. A fun trivia question, a leaderboard, or a quick challenge between sessions can re-energize the room, even if it’s virtual.

Your event content should also do some heavy lifting. Keep it short, clear, and focused. Use visuals. Tell stories. If you can, bring in real people with real experiences, it helps your audience feel like they’re part of something, not just watching it.

And if you're running a hybrid event, plan ways for both your online and in-person guests to connect. Maybe they share a chat. Maybe they vote on the same poll. A little effort to unify the experience goes a long way.

The goal is simple: make people feel like they matter. If you can do that, they’ll remember your event, and they’ll want to come back.

Post-event follow-up and long-term success

The event might be over, but your work isn’t done just yet. What happens after the event is just as important as the event itself, maybe even more.

First, send a post-event survey. Keep it short and simple. Ask what people liked, what didn’t work, and what they want more of next time. You’ll get honest feedback, and it shows your audience that their opinion matters.

Next, think about your event content. Recordings, slide decks, or highlight reels can be turned into a content hub. Share it with attendees and even those who missed the event. It’s a great way to keep the momentum going.

Don’t forget to follow up personally when it makes sense. A quick thank-you email, a custom message to a top donor, or a follow-up invite to a future event shows people they’re not just a name on a list.

You’ll also want to take a look at your metrics. How many people registered? How many stayed till the end? Which sessions had the most engagement? This kind of info helps you improve for next time, and shows your team or board that the event made an impact.

We always tell our partners: your event isn’t over when the screen goes dark. That’s when the real relationships begin.

Budgeting for a successful virtual event

Virtual events don’t have to break the bank, but they do need a budget. And the trick is knowing where to spend and where you can save.

Start with the big stuff. Your virtual event platform is often the biggest cost, but it’s also the heart of your event. Look for something that’s easy to use, flexible, and comes with good support. Sometimes paying a little more upfront saves you a ton of stress later.

Then think about speakers or talent. Some folks volunteer, especially for cause-based events. Others might need a fee. Either way, be clear upfront and build it into your plan.

You’ll also need to budget for promotion, even if it’s just simple email tools or boosting a social post. If nobody knows about your event, it won’t matter how great it is.

Other things to think about: graphic design, video editing, closed captioning, or swag (like T-shirts or thank-you gifts). These don’t always make or break an event, but they can add polish or make attendees feel more connected.

And finally, don’t forget to track your return on investment (ROI). Did the event bring in donations? New partners? More engagement? Knowing what worked helps you make even smarter choices next time.

Meet people where they are

Virtual events are no longer a temporary fix, they’re a powerful way to build real connections, grow your impact, and meet people where they are. Whether it’s a one-time fundraiser or a full calendar of hybrid events, what matters most is being intentional. Plan with your audience in mind, use tools that support your goals, and don’t be afraid to keep things simple.

The world keeps changing, but one thing we know for sure: the best events make people feel seen, heard, and part of something bigger. That’s what turns attendees into supporters, and supporters into lifelong partners.

Looking for a platform that gets you and helps make virtual events easier, better, and more effective? Harness is built for that. Let’s grow your mission together.