Skip to product menu
close
  • Recent Launches
    Press Space or Enter to display list of options
EXPLORE ALL PRODUCTS

Recent Launches

New

Payroll software with automated tax payments and filing.

Try now
New

Robotic process automation software to automate high-volume, rule-based tasks.

Try for free
New

Low-code IoT platform and solutions for connected businesses.

Try now
New

Business formation service to launch and grow your businesses.

Try now
New

Privacy-friendly application analytics solution.

Try for free

Sales

 
CRM

Comprehensive CRM platform for customer-facing teams.

CRM
 
Bigin

Simple CRM for small businesses moving from spreadsheets.

Bigin
 
Forms

Build online forms for every business need.

Forms
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
Sign

Digital signature app for businesses.

Sign
 
RouteIQ

Comprehensive sales map visualization and optimal route planning solution.

RouteIQ
 
Thrive

Complete loyalty and affiliate management platform.

Thrive
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
Suites
CRM Plus

Unified platform to deliver top-notch customer experience.

CRM Plus

Marketing

 
Social

All-in-one social media management software.

Social
 
Campaigns

Create, send, and track targeted email campaigns that drive sales.

Campaigns
 
Forms

Build online forms for every business need.

Forms
 
Survey

Design surveys to reach and interact with your audience.

Survey
 
Sites

Online website builder with extensive customisation options.

Sites
 
PageSense

Website conversion optimization and personalisation platform.

PageSense
 
Backstage

End-to-end event management software.

Backstage
 
Webinar

Webinar platform for webcasting online webinars.

Webinar
 
Marketing Automation

All-in-one marketing automation software.

Marketing Automation
 
LandingPage

Smart landing page builder to increase conversion rates

LandingPage
 
Publish

Manage all your local business listings on a single platform.

Publish
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Sign

Digital signature app for businesses.

Sign
 
Thrive

Complete loyalty and affiliate management platform.

Thrive
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
NEW
LeadChain

Sync, manage, and convert leads across channels seamlessly.

LeadChain
 
NEW
CommunitySpaces

Online community platform for individuals and businesses to grow their network and brand.

CommunitySpaces
 
Suites
Marketing Plus

Unified marketing platform for marketing teams.

Marketing Plus

Commerce and POS

 
Commerce

eCommerce platform to manage and market your online store.

Commerce

Service

 
Desk

Helpdesk software to deliver great customer support.

Desk
 
Assist

Remote support and unattended remote access software.

Assist
 
Lens

Interactive remote assistance software with augmented reality.

Lens
 
FSM

End-to-end field service management platform for service businesses.

FSM
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
NEW
Solo

The all-in-one toolkit for solopreneurs.

Solo
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
Suites
Service Plus

Unified platform for customer service and support teams.

Service Plus

Finance

 
Books

Powerful accounting platform for growing businesses.

Books
 
FREE
Invoice

100% Free invoicing solution.

Invoice
 
Expense

Effortless expense reporting platform.

Expense
 
Inventory

Powerful stock management and inventory control software.

Inventory
 
Billing

End-to-end billing solution for your business.

Billing
 
Checkout

Collect payments online with custom branded pages.

Checkout
 
NEW
Payroll

Payroll software with automated tax payments and filing.

Payroll
 
NEW
Solo

The all-in-one toolkit for solopreneurs.

Solo
 
Practice

Practice management software for accounting firms.

Practice
 
Sign

Digital signature app for businesses.

Sign
 
Commerce

eCommerce platform to manage and market your online store.

Commerce
 
Suites
Finance Plus

All-in-one suite to manage your operations and finances.

Finance Plus

Email and Collaboration

 
Mail

Secure email service for teams of all sizes.

Mail
 
Meeting

Online meeting software for all your video conferencing & webinar needs.

Meeting
 
Writer

Word processor for focused writing and discussions.

Writer
 
Sheet

Spreadsheet software for collaborative teams.

Sheet
 
Show

Create, edit, and share slides with a sleek presentation app.

Show
 
Notebook

Beautiful home for all your notes.

Notebook
 
Cliq

Stay in touch with teams no matter where you are.

Cliq
 
Connect

Employee experience platform to communicate, engage, and build positive employee relations.

Connect
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
TeamInbox

Shared inboxes for teams.

TeamInbox
 
WorkDrive

Online file management for teams.

WorkDrive
 
Sign

Digital signature app for businesses.

Sign
 
Office Suite

Powerful collaborative work platform for teams.

Office Suite
 
Office Integrator

Built in document editors for web apps.

Office Integrator
 
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
 
Calendar

Online business calendar to manage events and schedule appointments.

Calendar
 
Learn

Knowledge and learning management platform.

Learn
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
ToDo

Collaborative task management for individuals and teams.

ToDo
 
Tables

Work management tool to connect people, processes, and information.

Tables
 
FREE
PDF Editor

Collaborative online PDF editing tool.

PDF Editor
 
Suites
Workplace

Application suite built to improve team productivity and collaboration.

Workplace

Human Resources

 
People

Organize, automate, and simplify your HR processes.

People
 
Recruit

Intuitive recruiting platform built to provide hiring solutions.

Recruit
 
Expense

Effortless expense reporting platform.

Expense
 
Workerly

Manage temporary staffing with an employee scheduling solution.

Workerly
 
NEW
Payroll

Payroll software with automated tax payments and filing.

Payroll
 
Shifts

Employee scheduling and time tracking app.

Shifts
 
Sign

Digital signature app for businesses.

Sign
 
Suites
People Plus

Comprehensive HR platform for seamless employee experiences.

People Plus

Security and IT Management

 
Creator

Build custom apps to simplify business processes.

Creator
 
Directory

Workforce identity and access management solution for cloud businesses.

Directory
 
FREE
OneAuth

Secure multi-factor authenticator (MFA) for all your online accounts.

OneAuth
 
Vault

Online password manager for teams.

Vault
 
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
 
Toolkit

Complete resource for any admin-related lookup queries.

Toolkit
 
Lens

Interactive remote assistance software with augmented reality.

Lens
 
Assist

Remote support and unattended remote access software.

Assist
 
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
 
NEW
RPA

Automate manual, tedious, and repetitive tasks easily.

RPA

BI and Analytics

 
Analytics

Modern self-service BI and analytics platform.

Analytics
 
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI
 
DataPrep

AI-powered data preparation service for your data-driven organization.

DataPrep
 
NEW
IoT

Harnessing IoT analytics for real-time operational intelligence.

IoT

Project Management

 
Projects

Manage, track, and collaborate on projects with teams.

Projects
 
Sprints

Planning and tracking tool for scrum teams.

Sprints
 
BugTracker

Automatic bug tracking software for managing bugs.

BugTracker
 
NEW
Solo

The all-in-one toolkit for solopreneurs.

Solo

Developer Platforms

 
Creator

Build custom apps to simplify business processes.

Creator
 
Flow

Automate business workflows by creating smart integrations.

Flow
 
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
 
Office Integrator

Built in document editors for web apps.

Office Integrator
 
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
 
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
 
Tables

Work management tool to connect people, processes, and information.

Tables
 
NEW
RPA

Automate manual, tedious, and repetitive tasks easily.

RPA
 
NEW
Apptics

Application analytics for all apps.

Apptics
 
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI
 
NEW
IoT

Build, deploy, and scale IoT solutions for connected businesses.

IoT
 
DataPrep

AI-powered data preparation service for your data-driven organization.

DataPrep

IoT

 
NEW
IoT

Low-code IoT platform and solutions for connected businesses.

IoT

Search Result

 
CRM Plus

Unified platform to deliver top-notch customer experience.

Try now
CRM Plus
 
Service Plus

Unified platform for customer service and support teams.

Try now
Service Plus
 
Finance Plus

All-in-one suite to manage your operations and finances.

Try now
Finance Plus
 
People Plus

Comprehensive HR platform for seamless employee experiences.

Try now
People Plus
 
Workplace

Application suite built to improve team productivity and collaboration.

Try now
Workplace
 
Marketing Plus

Unified marketing platform for marketing teams.

Try now
Marketing Plus
 
All-in-one suite

Zoho One

The Operating System for Business

Run your entire business on Zoho with our unified cloud software, designed to help you break down silos between departments and increase organizational efficiency.

TRY ZOHO ONE
Zoho One
Zoho Marketplace

With over 2000 ready-to-use extensions across 40+ categories, connect your favorite business tools with the Zoho products you already use.

EXPLORE MARKETPLACE
Marketplace
Skip to main content
  • HOME
  • Management
  • Best practices to make virtual events engaging for your attendees

Best practices to make virtual events engaging for your attendees

  • Last Updated : August 18, 2023
  • 1.1K Views
  • 7 Min Read
make virtual events engaging

Do you know the average attention span of adults? According to a study by British bank Lloyds TSB, it’s only five minutes.

If you stumbled upon this article, chances are you’ve already made up your mind to host your event virtually. Once you’ve decided to roll up your sleeves and get down to business, the first question you ask yourself is, how do I make this event as engaging as an in-person event?

We’ll give you some simple yet impactful advice: you don’t need to strive to deliver the same experience. The world is everything but usual these days, and it’s time to deliver some new and unique experiences.

While virtual events are known to be cost-effective and environment-friendly, engaging attendees in a virtual event is no easy feat. Attendees have the power to log off at any time, which makes it all the more essential for planners to work on how to keep them engaged. We’re here to help you discover ways to keep your audience hooked and entertained.

First, decide on a format for your event

Before we get into discussing ways to engage your attendees, take a quick look at different possible forms for your virtual events:

  • Single session live
  • Multi-session live event
  • Pre-recorded
  • Pre-recorded with live Q&A

Your approach to engaging attendees depends a lot on the format you choose. For instance, delivering event tickets with a link to join the session might work for a single session event, but for a multi-session event, sending an agenda with links to meetings is a great way to ensure that your attendees can easily access all parts of the event. If you’re looking for some inspiration, check out how Altassian and Cisco pulled up their virtual events.

Tip: Remember to accommodate your attendees’ various time zones and include more breaks than usual on your agenda.

What defines virtual event engagement?

While the format of the sessions changes the ways attendees can engage, the underlying aspects that can make or break the course of your event remain constant. Let’s talk about how you can work on these aspects to deliver a memorable virtual event experience.

Content Aspects

Yes, content is the king—now more than ever. Naturally, you’re faced with the challenge of refining your content to motivate visitors to attend the session. You don’t have to be an expert to get the content right.
The first step to getting the word out about your event is an impressive event website. Think of your event website as an elevator pitch to your visitors. A fully branded homepage with details about featured sessions, speakers, and reasons to attend goes a long way.

When you have your website ready, it’s time to think about the speakers and attendees.

Speaker Playbook

Speakers are one of the main attractions for people attending the event. It’s always a good idea to prepare a guide for speakers so that they are well-prepared for the format of your event.
Along with the choice of speakers, the quality of content in their sessions can leave a lasting impression on the audience. Carefully tailor every piece of information in your speakers’ presentations in a way that keeps the attendees involved. Pick out a few topics around attendees’ pain points and address them during the session.

Attendee Handbook

It’s safe to assume that not all your attendees are tech-savvy. Naturally, a handbook for your attendees with instructions on how to join, what to expect, and other FAQs will be helpful. This will not only prepare the attendees for the setup, but will also reduce the burden on your technical support staff handling the issues behind the scenes.

Tip: During the sessions, give your attendees time to take notes.

Video Production Aspects

It’s an era of visual content. Videos have the power to evoke emotion, communicate information efficiently, and hold viewers’ attention. To deliver such experiences in virtual events, videos require good pre-production work to make them fully branded, engaging, and highly interactive.
To create great and memorable content for your online events, you’ll need talented professionals who can integrate graphic design, branding, motion graphics, interactive design, video, and audio with well-prepared content. If you don’t have such creators in-house and hiring isn’t feasible, consider bringing in outside help. Since online events have lower overhead costs than live events, consider using some of those savings to pay for creating high-quality videos. Use videos to connect with your audience and keep your attendees glued to the screen.
Illustrations are a known way to communicate complex ideas in a more comprehensible and engaging way. Experiment with your presentations and explore new interactive ways like illustrations in the presentations to keep it simple and interesting. You can also try storyboarding how your event will unfold before you start your session; this will make sessions light and will give your attendees a heads-up of what to expect. We know what you’re thinking, is it all worth the effort? Look at it this way—it is going to be an engaging asset that you or your attendees can reuse! You can also consider giving these as a giveaway to the attendees after the event.

Networking Aspects

This is where the real challenge of attendee engagement comes in. During the event, you need to keep your team on their toes. Here’s a list of some good practices that will help.

Have someone to host your events
In an unexpected situation like the speaker logging in late, or the attendees taking time to join the session, a host can continue to keep the viewers engaged and updated, so they don’t log out of the session. And not just that, the host can even take care of the attendees while you transition from one session to another.

Opt for online discussion tools

It can be hard to get people talking; the first quintessential for this is a reliable communication platform. Most virtual event tools have come up with solutions like chat rooms and discussion forums for this. But if your event solution doesn’t have this feature, don’t worry. You can always use Discord, Reddit, and other free platforms to help people interact. These messaging tools will allow attendees to foster connections and network virtually.

Tip: Have a dedicated networking time and incentivize attendees to be a part of it.

Make use of custom forms

No one wants the breakout sessions to be full of awkward silences. Prepare a detailed registration form and collect data like the attendees’ interests. This way, you can create chat groups and breakouts meetings for people with similar interests.

Keep them involved

You have to ensure your attendees are actively listening. Start a poll during the session that is in sync with the ongoing discussion or make time in the middle of the presentation to take some questions, rather than taking them all at the end. Also, keep chatting with the host to make the session more conversational.

Use social media

There is no better time to promote your brand’s social media presence. Conduct a Twitter chat or create a hashtag for your event. Before the event day, make an Instagram, Twitter, or Facebook announcement to talk about what to expect. On the day of the event, assign a team member to keep posting about what was happening during the sessions.

Like we said earlier, your speakers are the best advocates and it’s time to use their social clout. Ask them to promote your event and their session on social media. It’s a two-way street and your speakers will also thank you for helping them grow their network.

Importance of email campaigns

Emails are going to be a significant source of communication with your attendees. Whether you are sending a follow-up email or asking them to check out some resources, at every point, you have to ensure that the communication mails are enticing enough to keep the attendees interested. Your post-event follow-up needs to happen quickly.

Risk analysis to avoid pitfalls

Plan for what could go wrong and prepare your team for any situation, such as connectivity issues or a problem in the chatroom. Having a risk analysis like this will leave close to no room for the unexpected to happen. Appoint a technical support person in each session to avoid any delays in reporting and resolving issues.

It’s always good to have a backup plan ready. Social media can be your blessing in disguise for such situations. Plan a live stream on your Youtube channel or Facebook. You don’t need to advertise this; it will just be a backup to switch in case your streaming platform fails.

One thing is clear—setting up and delivering an engaging session requires a great deal of hard work. It’s important to keep the event short and simple. Practice as much as you can beforehand. While all of this may appear overwhelming, these steps can help you elevate the event experience.

We can’t wait to see your virtual event become the next success story. Drop-in a comment and let us know your story. Until then, stay positive and stay safe!


If, like us, you're more of a social person, let's connect on Twitter (@ZohoBackstage) and we'll keep you up-to-date with all the latest event news.

Related Topics

Leave a Reply

Your email address will not be published. Required fields are marked

By submitting this form, you agree to the processing of personal data according to our Privacy Policy.

You may also like