February 20, 2023
13 Virtual Event Best Practices to Drive Attendance and Engagement
The virtual event market is growing at 21% annually and shows no signs of slowing. Virtual events are now a critical part of corporate event strategy, offering accessible, sustainable and highly measurable alternatives to in-person events.
But running a virtual event that people actually attend and actively engage with isn’t automatic. Here are 13 virtual event best practices that top event agencies swear by to drive high attendance, sustained engagement and ROI.
What types of virtual events keep attendees engaged?
Choosing the right virtual event format is key to engagement. Virtual networking sessions, team-building activities, webinars, or product launches all have different interaction requirements. Understanding what format will deliver your goals, and having access to the right tools to execute it, is critical. For example, a virtual roundtable encourages discussion and collaboration, while a webinar may focus on delivering high-value content.
Actionable tip: Map your event format to your objective; networking for connections, webinars for thought leadership and interactive workshops for skill-building.
When is the best time to host a virtual event to maximise attendance?
Timing directly affects who attends and how engaged they are. Data shows virtual events at 9 AM or during lunch hours get higher attendance, while evening sessions often generate better engagement. If your audience spans multiple time zones, identify the peak overlapping hours to schedule your event. A global audience may require staggered live sessions or repeat showings to ensure maximum participation.
Actionable tip: Use audience analytics from past events or email campaigns to identify peak engagement hours before finalising your schedule.
How can I leverage speakers and performers to increase virtual event reach?
Your speakers are more than presenters, they’re amplifiers. Ask your speakers to promote their participation through social media, blogs and email. Their followers are likely to register, and pre-event promotion builds excitement among your current audience. High-profile speakers also lend credibility to your event, making your virtual experience more appealing to potential attendees.
Actionable tip: Provide speakers with ready-to-use social media graphics, hashtags and copy to make sharing seamless.
How can a custom virtual event platform improve attendee engagement?
A bespoke virtual platform elevates your event beyond standard Zoom calls. Custom platforms allow interactive features, gamification, branded environments, and seamless content delivery. This immersive experience helps attendees feel more connected, increasing engagement, time spent, and satisfaction. Whether it’s a native app or a fully branded website, a tailored platform ensures your event is memorable.
Actionable tip: Integrate networking lounges, polling and breakout rooms into your platform to encourage real-time interaction.
How do I create social media hype around my virtual event?
Social media extends your event’s reach and builds excitement. Create a unique hashtag and encourage attendees to share their experiences before, during, and after the event. Highlight key moments on platforms like LinkedIn, Twitter, and Instagram to attract new audiences. Post-event, your hashtag becomes an on-demand content archive, increasing long-term engagement and brand visibility.
Actionable tip: Incentivise attendees to post with contests or recognition for the most creative shares.
How can email marketing improve virtual event attendance?
Email marketing is one of the most effective ways to boost registrations and engagement. Segment your audience and tailor content to different groups, executives, industry professionals, or internal teams, to make messaging more relevant. Share sneak peeks, session highlights, and personalised invitations to increase anticipation.
Actionable tip: Include countdown timers, personalised subject lines, and clear CTAs to drive higher click-through rates.
What pre-event touches can make virtual attendees feel valued?
Even remotely, you can create memorable experiences. Pre-event packages, swag bags, drinks, snacks, or digital vouchers, help attendees feel appreciated. Personalised touches strengthen attendee loyalty and increase the likelihood of engagement during the event itself.
Actionable tip: Use a mix of physical and digital items tailored to the attendee profile to maximise impact.
How do I prevent virtual event fatigue and keep attendees engaged?
Virtual fatigue sets in quickly, usually after 15–20 minutes. Schedule regular breaks and interactive segments to refresh attention. Consider mini wellness activities, stretch breaks, or networking micro-sessions to keep energy levels high.
Actionable tip: Use the agenda to visually highlight break times and session lengths to manage attendee expectations.
How can gamification increase participation in virtual events?
Gamification encourages attendees to actively participate. Leaderboards, quizzes, scavenger hunts, and reward systems create friendly competition and motivate engagement. Well-implemented gamification ensures attendees interact with content, speakers, and each other throughout the event.
Actionable tip: Tie gamification challenges directly to key content or brand messages for added relevance.
How does professional AV and production improve virtual events?
High-quality audio, visuals, and live streaming differentiate a polished event from a simple video call. Professional AV ensures smooth transitions, crisp video, and immersive experiences. Investing in production technology improves both attendee satisfaction and your brand’s credibility.
Actionable tip: Test all AV equipment and streaming software before the event and have a backup plan to handle technical issues.
What interactive tools can I use to engage virtual event attendees?
Engagement tools such as live polls, Q&A sessions, chat features, and surveys empower attendees to contribute actively. These features not only increase participation but also provide valuable insights for future events.
Actionable tip: Encourage real-time feedback and display results live to make attendees feel their input matters.
Should I mix live and pre-recorded content for virtual events?
Combining live and pre-recorded content keeps your audience on their toes. Live sessions allow real-time interaction, while pre-recorded content offers polished messaging and creative flexibility. This mix increases engagement and helps deliver key messages effectively.
Actionable tip: Use pre-recorded content for complex demonstrations or storytelling, reserving live time for interaction and Q&A.
How can on-demand content extend virtual event engagement after the event?
Providing on-demand access lets attendees revisit sessions and engage with content at their convenience. On-demand content boosts post-event ROI, reinforces your messaging, and keeps your event top-of-mind for attendees long after the live date.
Actionable tip: Host content on a branded platform and track engagement metrics to identify popular sessions for future planning.
Ready to create a virtual event that drives attendance, engagement, and ROI?
The expert event team at First Event combines strategy, immersive event design, professional AV production, and virtual event technology to deliver unforgettable experiences. Let us help you plan your next corporate virtual event that leaves a lasting impact.
