Browse topics
Hosting a virtual event
Hosting virtual events requires meticulous planning, coordination, and real-time management to ensure a seamless and successful experience for both organizers and attendees. This guide provides an overview of key considerations and best practices for executing a virtual event, from event day preparations to monitoring live sessions and providing real-time support.
Hosting a virtual event featured content
Event day best practices
Monitoring and managing live sessions
Providing real-time support
Pick the perfect plan
Event day best practices
Events can feel like a high-stakes performance where every detail matters. The planning, testing, and anticipation culminate in this one moment. For business owners using event software, the goal isn’t to create a flawless production—it’s to ensure everything flows smoothly enough that attendees focus on the content, not the logistics. Success lies in preparation, adaptability, and maintaining clear communication throughout the day. Understanding the fundamentals of event management is crucial for achieving this balance and delivering a successful event experience.
Preparation and setup
Nothing disrupts an event like technical hiccups or missing details. Start by running through a final checklist. Test every piece of equipment, from microphones to internet connections. Don’t assume yesterday’s setup will hold up today. Having backups on hand—an extra laptop, spare cables, or even a hotspot can save the day when something goes wrong.
Rehearsals aren’t just for speakers to perfect their presentations. They’re your chance to confirm the schedule works and identify potential bottlenecks. Gather everyone involved for a final dry run, including moderators and tech support. Reassure your speakers that they’re prepared, and use this time to answer any last-minute questions.
Before attendees arrive, check that all event links work and breakout rooms open as expected. Small oversights like broken links or misnamed sessions can derail an otherwise polished experience. With everything set, you’re ready to shift focus to communicating clearly with your audience.
Communication
Clear communication can make or break the attendee experience. Every touchpoint, from access links to session reminders, should be simple and straightforward. Provide detailed instructions in advance. For instance, instead of vague guidance like “log in through the platform,” send a step-by-step guide with screenshots or even a quick walkthrough video.
Share the event agenda in a user-friendly format with clickable links to each session, brief speaker bios, and objectives. Including breaks and networking slots lets attendees plan their day realistically, which improves overall satisfaction.
Reminders are critical for keeping attendance high. A well-timed email the day before and another an hour before the event starts keeps it top of mind. Highlight key sessions in these reminders, such as “Don’t miss the marketing trends panel at 2 PM.” Include troubleshooting tips in case attendees face login issues. By making communication clear and accessible, you’re minimizing the likelihood of attendees feeling lost or disengaged.
Engagement
Keeping attendees engaged requires more than great content. Virtual settings come with distractions, so interaction needs to be built into every session.
Start with tools like polls or live word clouds to capture attention. For example, in a session on small business growth, ask attendees to share their biggest challenge. Displaying responses fosters connection and helps the speaker address real concerns. Use the chat actively—not just for Q&A, but for live commentary and acknowledgment. Highlight attendee comments, like “Interesting question from John in the chat—let’s address that next.” This makes participants feel seen and valued.
Networking in virtual events works best with structure. Breakout rooms thrive when they have specific themes, such as “Expanding into E-commerce” or “Leadership Challenges in 2024.” Provide prompts or assign moderators to guide discussions, which keeps conversations focused and productive.
Monitor engagement levels throughout. If chat activity drops or poll participation slows, adjust the session. A mid-session Q&A or a quick icebreaker can reignite interest. Being flexible and responsive helps maintain a vibrant atmosphere, even during longer events.
Monitoring and Managing Live Sessions
Live sessions are where everything comes together—or falls apart. They demand precise execution and constant vigilance. Every interaction, every technical detail matters because your attendees won’t overlook disruptions or disorganization. The key lies in thorough preparation backed by real-time responsiveness.
Real-Time Monitoring
During the event, monitoring isn’t passive—it’s an active, hands-on effort to keep everything running smoothly. Assign specific team members to oversee technical elements like audio clarity, video quality, and platform stability. For instance, a speaker’s microphone cutting out mid-session isn’t just inconvenient; it’s disruptive. Having a technician ready to step in minimizes downtime.
Pay close attention to session attendance trends. If a session sees a sudden drop-off, it’s a clear sign that something needs to shift. Maybe the content isn’t connecting, or perhaps the presenter is moving too quickly. Use this data to make immediate adjustments or send a poll to re-engage attendees.
Engagement metrics like chat participation and poll activity offer valuable, actionable insights. A quiet chat or lack of interaction suggests the need for a change of pace. Introducing a live Q&A, spotlighting audience comments, or switching to a more interactive format can reignite energy levels and bring focus back.
Session management
Live sessions aren’t self-sustaining. They need active coordination to stay focused and productive. Assign moderators who aren’t just timekeepers but also facilitators. For example, a moderator can encourage quieter participants to share their thoughts or step in when discussions veer off-topic. This creates a balanced and engaging experience for everyone involved.
Time management isn’t just about following a clock. It’s about keeping momentum without cutting anyone off too soon. Use subtle cues—like a discreet countdown visible only to speakers—to maintain pacing. If a session runs over, it risks not only frustrating attendees but also throwing off the rest of the schedule.
Real-time content adjustments often make the difference between a session that feels alive and one that drags. If the audience shows more interest in one part of the discussion, moderators can steer the conversation deeper into that area. These shifts keep the session relevant and show attendees their input shapes the event.
See RingCentral Events in action
Communication with speakers
Speakers bring the event to life, but they don’t operate in a vacuum. Even the most polished presenter can face last-minute challenges—technical issues, misaligned slides, or unexpected questions from the audience. Offering direct and immediate support helps speakers stay confident and focused.
Establish private communication channels, like a backstage chat or a speaker hotline, for real-time troubleshooting. For example, if a presenter struggles to share their screen, your team can guide them step-by-step without disrupting the audience’s experience.
Pre-session check-ins are critical. Confirm technical setups, test slide transitions, and review key points with each speaker shortly before they go live. Even small reassurances, like confirming their camera angle looks professional, can make a big difference in their comfort level.
After each session, debrief with speakers to gather their insights. Did they notice anything the audience particularly responded to? Were there any unexpected challenges? Their feedback helps refine processes for future events and strengthens your partnership with them.
Providing real-time support
Support during an event isn’t just a safety net—it’s the backbone of a smooth experience. Attendees rely on it to stay connected and engaged, and even small delays or misunderstandings can have an outsized impact. Effective real-time support requires a blend of preparation, responsiveness, and clear communication.
Support channels
A virtual help desk acts as the first point of contact for attendees. Make it easy to find and staffed with knowledgeable representatives who can handle questions about platform navigation, session access, or technical glitches. Instead of generic instructions, provide precise, step-by-step guidance tailored to your event software’s features.
For more urgent issues, offer a dedicated hotline. When someone is locked out of a session or experiences a major technical problem, a quick call can often solve the problem faster than written instructions. Additionally, email support remains invaluable for less time-sensitive concerns or post-event follow-ups.
Support doesn’t stop at setting up the channels—it’s about keeping them staffed with approachable, solution-oriented representatives. Equip your team with predefined FAQs and scripts for common issues, but train them to adapt based on attendee feedback in real-time.
Troubleshooting common issues
Even the best-planned events encounter technical hiccups. Audio cutting in and out, videos freezing, or platforms failing to load—these are some of the headaches your team should anticipate. Keeping backup solutions at hand, like alternate meeting links or spare equipment, can save the day when these problems arise.
Access issues also crop up more often than you’d think. Attendees may lose login credentials or struggle to navigate the platform’s interface. Proactively sharing a simple, visual guide before the event begins can significantly reduce confusion. During the event, have a support team member dedicated to helping attendees resolve access problems swiftly.
Interactive features like polls and breakout rooms often generate the most questions. Demonstrate these tools in your pre-event communications to lower the learning curve. If confusion persists, assign a dedicated team member to provide step-by-step assistance during the event.
Proactive support
Proactively addressing issues before attendees raise them is essential.Monitor support channels closely throughout the event to catch recurring themes early. If multiple people report the same glitch, address it broadly with an announcement or in-app notification.
Proactively communicate updates during the event. If a session starts late or an issue affects a feature, let attendees know you’re working on it. Clear, transparent communication reassures participants and helps set realistic expectations.
After the event, follow up with attendees who reported significant problems. Resolve any lingering concerns and take the opportunity to gather feedback. For example, ask if they felt their issues were handled promptly or if additional resources could have helped. Use their insights to refine your support process for future events.
Dive into the details
Conclusion
Executing a virtual event requires careful planning, real-time monitoring, and proactive support to ensure a seamless and successful experience. By following best practices for event day preparations, monitoring live sessions, and providing real-time support, you can create an engaging and professional event that meets the needs of your attendees. For a comprehensive solution to manage all aspects of executing a virtual event, consider utilizing RingCentral’s advanced event management platform, which offers robust features for real-time monitoring and support.
Get started with RingCentral today
Join over 400,000 customers that run their businesses on RingCentral.