{"id":23698,"date":"2020-11-05T15:00:57","date_gmt":"2020-11-05T21:00:57","guid":{"rendered":"https:\/\/www.gigsalad.com\/blog\/?p=23698"},"modified":"2025-08-06T14:34:25","modified_gmt":"2025-08-06T19:34:25","slug":"plan-a-virtual-event","status":"publish","type":"post","link":"https:\/\/www.gigsalad.com\/blog\/plan-a-virtual-event\/","title":{"rendered":"How to Plan a Flawless Virtual Event"},"content":{"rendered":"<p class=\"last-updated entry-meta\">Last updated on August 6, 2025<\/p><br>\n<p>Current circumstances have greatly impacted how professionals coordinate, prepare, and design events. Whether it be a benefit, convention, or corporate conference, it can still be executed virtually and be just as productive, memorable, and enjoyable. However, virtual events require additional planning, consideration, and accommodations. As you start mapping out your virtual event, use these six steps as a guideline to success! <\/p>\n\n\n\n<!--more-->\n\n\n\n<div style=\"height:40px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-1-start-with-the-right-tool\">1. Start with the right tool<\/h2>\n\n\n\n<p>Planning large events includes handling a multitude of details and juggling tasks along the way. Utilizing a virtual event planning software can help keep you organized. <a rel=\"noreferrer noopener\" href=\"https:\/\/www.eventbrite.com\/blog\/event-planning-tools-efficient-ds00\/\" target=\"_blank\">Event planning tools<\/a> allow you visualize the event such as themes, topics, guests lists, and, ultimately, goals and takeaways.<\/p>\n\n\n\n<div style=\"height:40px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-2-invite-talent-and-special-guests\">2. Invite talent and special guests<\/h2>\n\n\n\n<p>During your virtual event, you should incorporate fun, insightful, and motivating portions into the program. Booking platforms like <a rel=\"noreferrer noopener\" href=\"https:\/\/www.gigsalad.com\/\" target=\"_blank\">GigSalad<\/a> will help you find the right qualified individuals in their respected fields of expertise. Knowledgeable motivational speakers and leaders can share valuable advice or personal stories, while an interactive performer like a magician or corporate comedian can provide an entertaining break from the curriculum. GigSalad makes it easy to get check out performers&#8217; media, read reviews, and get free quotes before booking. <\/p>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img data-recalc-dims=\"1\" loading=\"lazy\" decoding=\"async\" width=\"1170\" height=\"780\" data-attachment-id=\"23722\" data-permalink=\"https:\/\/www.gigsalad.com\/blog\/plan-a-virtual-event\/african-american-musician-playing-saxophone-during-online-concert-at-home-isolated-and-quarantined-laughting\/\" data-orig-file=\"https:\/\/i0.wp.com\/www.gigsalad.com\/blog\/wp-content\/uploads\/2020\/11\/iStock-1218798995.jpg?fit=2121%2C1414&amp;ssl=1\" data-orig-size=\"2121,1414\" data-comments-opened=\"1\" data-image-meta=\"{&quot;aperture&quot;:&quot;3.5&quot;,&quot;credit&quot;:&quot;Getty Images\/iStockphoto&quot;,&quot;camera&quot;:&quot;Canon EOS 5D Mark III&quot;,&quot;caption&quot;:&quot;African-american musician playing saxophone during online concert at home isolated and quarantined. Using camera, laptop, streaming, recording courses. Concept of art, support, music, hobby, education.&quot;,&quot;created_timestamp&quot;:&quot;1585755010&quot;,&quot;copyright&quot;:&quot;&quot;,&quot;focal_length&quot;:&quot;50&quot;,&quot;iso&quot;:&quot;640&quot;,&quot;shutter_speed&quot;:&quot;0.003125&quot;,&quot;title&quot;:&quot;African-american musician playing saxophone during online concert at home isolated and quarantined, laughting&quot;,&quot;orientation&quot;:&quot;1&quot;}\" data-image-title=\"African-american musician playing saxophone during online concert at home isolated and quarantined, laughting\" data-image-description=\"\" data-image-caption=\"&lt;p&gt;African-american musician playing saxophone during online concert at home isolated and quarantined. Using camera, laptop, streaming, recording courses. Concept of art, support, music, hobby, education.&lt;\/p&gt;\n\" data-large-file=\"https:\/\/i0.wp.com\/www.gigsalad.com\/blog\/wp-content\/uploads\/2020\/11\/iStock-1218798995.jpg?fit=2121%2C1414&amp;ssl=1\" src=\"https:\/\/i0.wp.com\/www.gigsalad.com\/blog\/wp-content\/uploads\/2020\/11\/iStock-1218798995.jpg?resize=1170%2C780&#038;ssl=1\" alt=\"\" class=\"wp-image-23722\" srcset=\"https:\/\/i0.wp.com\/www.gigsalad.com\/blog\/wp-content\/uploads\/2020\/11\/iStock-1218798995.jpg?w=2121&amp;ssl=1 2121w, https:\/\/i0.wp.com\/www.gigsalad.com\/blog\/wp-content\/uploads\/2020\/11\/iStock-1218798995.jpg?resize=768%2C512&amp;ssl=1 768w, https:\/\/i0.wp.com\/www.gigsalad.com\/blog\/wp-content\/uploads\/2020\/11\/iStock-1218798995.jpg?resize=1536%2C1024&amp;ssl=1 1536w, https:\/\/i0.wp.com\/www.gigsalad.com\/blog\/wp-content\/uploads\/2020\/11\/iStock-1218798995.jpg?resize=2048%2C1365&amp;ssl=1 2048w\" sizes=\"auto, (max-width: 1170px) 100vw, 1170px\" \/><\/figure>\n<\/div>\n\n\n<div style=\"height:40px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-3-secure-the-proper-technology\">3. Secure the proper technology<\/h2>\n\n\n\n<p>Since your virtual event is dependent on technology, it&#8217;s important to make sure your connection is reliable. A <a rel=\"noreferrer noopener\" href=\"https:\/\/www.fortinet.com\/products\/sd-wan\" target=\"_blank\">secure network solution<\/a> ensures that your virtual event can be streamed with a reduced risk of malicious interruptions, while also supporting a robust user experience. Secure network solutions are especially beneficial for corporate events. These events often require attendees to access additional applications and software in order to fully participate. <\/p>\n\n\n\n<div style=\"height:40px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-4-set-participant-expectations-nbsp\">4. Set participant expectations&nbsp;<\/h2>\n\n\n\n<p>Clearly communicate etiquette prior to the event. A guide or agenda that outlines expectations and programming should be distributed to attendees. This way, attendees will be well aware of the rules ahead of time and come prepared to ask questions. Since messy backgrounds or preoccupied attendees can distract others, participants should have professional and appropriate <a rel=\"noreferrer noopener\" href=\"https:\/\/zoom.us\/virtual-backgrounds\" target=\"_blank\">virtual backgrounds<\/a>. In addition, set a dress code and ensure guests adhere to the standards.&nbsp;Setting these standards will help guests get into the mindset of being at a corporate event, even if it&#8217;s virtual! <\/p>\n\n\n\n<div style=\"height:40px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-5-monitor-the-event-nbsp\">5. Monitor the event&nbsp;<\/h2>\n\n\n\n<p>It is critical to pay close attention to detail and strictly monitor your event. To start, refer to your guest list to ensure that there are no uninvited participants who have joined. This helps you maintain the proper security and prevent disruptive behavior. In addition, strive to guide the event and keep everything on course. Virtual environments are different and attendees can easily become distracted. To counteract this, act as a moderator so that participants are engaged, respect the program, and deliver the materials they promised.&nbsp;<\/p>\n\n\n\n<div style=\"height:40px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-6-solicit-feedback\">6. Solicit feedback<\/h2>\n\n\n\n<p>After your event is over, it is important to celebrate success and also reflect on opportunities for improvement. Use a <a rel=\"noreferrer noopener\" href=\"https:\/\/www.surveymonkey.com\/\" target=\"_blank\">survey tool<\/a> to gauge participant sentiment. Allow guests to rate your event on different criteria to discover what worked or didn\u2019t. Also, open-ended prompts and additional feedback sections are a great way to obtain honest feedback to help you tailor and plan future events.<\/p>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p id=\"h-planning-and-coordinating-large-events-is-always-a-challenge-but-moving-them-virtually-takes-an-extra-level-of-attention-to-detail-in-order-to-manage-all-of-the-moving-pieces-that-go-with-virtual-events-from-logistics-to-technology-needs-it-is-critical-to-start-well-in-advance-and-lay-out-a-checklist-having-the-sufficient-framework-in-place-helps-to-meet-milestones-throughout-the-entire-event-lifecycle\">Planning and coordinating large events is always a challenge, but moving them to a virtual space takes an extra level of attention to detail. In order to manage all of the moving pieces that go with virtual events from logistics to technology needs, it is critical to start well in advance and lay out a checklist. Having the sufficient framework in place helps to meet milestones throughout the entire event lifecycle.&nbsp;<\/p>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h4 class=\"wp-block-heading has-text-align-left\" id=\"h-ready-to-book-something-awesome-for-your-virtual-event-find-the-best-speakers-and-performers-on-gigsalad\">Ready to book something awesome for your virtual event? Find the best speakers and performers on GigSalad.<\/h4>\n\n\n\n<div class=\"wp-block-buttons is-content-justification-center is-layout-flex wp-container-core-buttons-is-layout-16018d1d wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button\"><a class=\"wp-block-button__link has-white-color has-text-color has-background has-link-color has-custom-font-size wp-element-button\" href=\"https:\/\/www.gigsalad.com\/quick-quote\" style=\"border-radius:100px;background-color:#4e027c;font-size:16px\"><strong>Get free quotes<\/strong><\/a><\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Last updated on August 6, 2025 Current circumstances have greatly impacted how professionals coordinate, prepare, and design events. Whether it be a benefit, convention, or corporate conference, it can still be executed virtually and be just as productive, memorable, and enjoyable. However, virtual events require additional planning, consideration, and accommodations. As you start mapping out [&hellip;]<\/p>\n","protected":false},"author":48,"featured_media":23721,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"_jetpack_memberships_contains_paid_content":false,"footnotes":"","jetpack_publicize_message":"","jetpack_publicize_feature_enabled":true,"jetpack_social_post_already_shared":true,"jetpack_social_options":{"image_generator_settings":{"template":"highway","default_image_id":0,"font":"","enabled":false},"version":2}},"categories":[1447,9718],"tags":[679,9534,10124,9254,10125],"class_list":["post-23698","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-party-ideas","category-virtual-events","tag-event-planning","tag-online-performances","tag-virtual-event-planning","tag-virtual-events","tag-virtual-meetings"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.3 (Yoast SEO v27.4) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>How to Plan a Flawless Virtual Event | GigSalad<\/title>\n<meta name=\"description\" content=\"Planning a virtual event can be a bit more complicated than one from the good old days. 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