{"id":6521,"date":"2026-05-14T11:51:07","date_gmt":"2026-05-14T09:51:07","guid":{"rendered":"https:\/\/blog2.meetmaps.com\/guide-to-organize-virtual-events\/"},"modified":"2026-11-05T17:43:24","modified_gmt":"2026-11-05T16:43:24","slug":"guide-to-organize-virtual-events","status":"publish","type":"post","link":"https:\/\/blog.meetmaps.com\/en\/guide-to-organize-virtual-events\/","title":{"rendered":"Guide to organize virtual events"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_81 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\"><p class=\"ez-toc-title\" style=\"cursor:inherit\">\u00cdndice de contenidos<\/p>\n<\/div><nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/blog.meetmaps.com\/en\/guide-to-organize-virtual-events\/#what_types_of_virtual_events_are_there\" >What types of virtual events are there?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/blog.meetmaps.com\/en\/guide-to-organize-virtual-events\/#why_organize_a_virtual_event\" >Why organize a virtual event?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/blog.meetmaps.com\/en\/guide-to-organize-virtual-events\/#advantages_of_the_virtual_event\" >Advantages of the virtual event<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/blog.meetmaps.com\/en\/guide-to-organize-virtual-events\/#technology_required_for_a_virtual_event\" >Technology required for a virtual event<\/a><\/li><\/ul><\/nav><\/div>\n\r\n<p>A <a href=\"https:\/\/welcome.meetmaps.com\/en\/virtual-event-live-streaming\/\" target=\"_blank\" rel=\"noopener\"><strong>virtual event<\/strong> <\/a>brings attendees, speakers and content together in a digital environment instead of a physical venue.<\/p>\r\n<p>But organizing one successfully takes more than opening a video call and sending the link. Attendees still need a clear agenda, useful content, ways to interact and an easy path from registration to the live experience.<img loading=\"lazy\" decoding=\"async\" class=\"wp-image-5810 alignright\" src=\"https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/Eventos_virtuales-2-1.png\" alt=\"\" width=\"339\" height=\"255\" srcset=\"https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/Eventos_virtuales-2-1.png 1024w, https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/Eventos_virtuales-2-1-300x225.png 300w, https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/Eventos_virtuales-2-1-768x576.png 768w\" sizes=\"auto, (max-width: 339px) 100vw, 339px\" \/><\/p>\r\n<p>Virtual events can work especially well for conferences, internal meetings, <a href=\"https:\/\/welcome.meetmaps.com\/en\/webinar-platform\/\" target=\"_blank\" rel=\"noopener\"><strong>webinars<\/strong><\/a>, training sessions or <a href=\"https:\/\/welcome.meetmaps.com\/en\/trade-show\/\" target=\"_blank\" rel=\"noopener\"><strong>online trade shows<\/strong><\/a>, and they can also become part of a wider hybrid event strategy.<\/p>\r\n<p>In this guide, we\u2019ll look at the main types of virtual events, their benefits and the technology you need to create an experience people actually want to stay in.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"what_types_of_virtual_events_are_there\"><\/span><span style=\"font-size: 22px;\"><strong>What types of virtual events are there?<\/strong><\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\r\n\r\n\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>1\ufe0f\u20e3 Virtual conferences<\/strong><\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>Like in-person conferences, virtual conferences are built around an agenda of content related to a specific topic that is spread over several sessions delivered by experts and usually incorporates participatory tools, such as speaker questions or live voting.\u00a0<\/p>\r\n\r\n\r\n\r\n<p>Virtual conferences allow attendees to view presentations in real-time, create their own agenda from relevant content presented, and interact with other attendees.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>2\ufe0f\u20e3 Virtual trade shows<\/strong><\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>Virtual trade shows are very similar to traditional trade shows, the only difference being the physical space. As with traditional trade shows, <strong>attendees interact with exhibitors and sponsors<\/strong>, getting live demonstrations of the products or services they offer. In virtual fairs, visitors need to access the fair through a computer or mobile device with a good Internet connection. It also usually includes networking of some kind and presentations by exhibitors.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>3\ufe0f\u20e3 Virtual meetings<\/strong><\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<div class=\"wp-block-image\">\r\n<figure class=\"alignright size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-6005\" src=\"https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/meetings-1to1-1024x768.png\" alt=\"\" width=\"282\" height=\"211\" srcset=\"https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/meetings-1to1-1024x768.png 1024w, https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/meetings-1to1-300x225.png 300w, https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/meetings-1to1-768x576.png 768w, https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/meetings-1to1-1536x1152.png 1536w, https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/meetings-1to1-2048x1536.png 2048w, https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/meetings-1to1-1080x810.png 1080w\" sizes=\"auto, (max-width: 282px) 100vw, 282px\" \/><\/figure>\r\n<\/div>\r\n\r\n\r\n\r\n<p>Virtual meetings use advanced technology to bring people together in various locations to conduct business. Such meetings allow the exchange of information in many different formats and encourage input from a variety of sources.<\/p>\r\n\r\n\r\n\r\n<p>The many advantages offered by <strong>videoconferencing<\/strong> have for years attracted the attention of many companies, which rely on this medium to communicate with customers and other professionals without leaving the office.\u00a0<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>4\ufe0f\u20e3 Webinars<\/strong><\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>A webinar is a videoconference that <strong>allows online training content to be communicated in video format<\/strong>. It is a tool from which a lecturer or professional gives a course, talk or seminar, which is followed by live users who can communicate with him. A webinar has several purposes: informative, educational, or commercial.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>5\ufe0f\u20e3 Online press conferences<\/strong><\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>Another type of virtual event is a press conference. Just as these types of informative events are done in person, they can also be done remotely. The <strong>media can ask questions to the person, entity, or organization<\/strong> that will be willing to answer live, through the functionalities of &#8220;live questions&#8221; through <a href=\"https:\/\/welcome.meetmaps.com\/en\/virtual-event-live-streaming\/\" target=\"_blank\" rel=\"noreferrer noopener\">platforms for virtual events<\/a> or <a href=\"https:\/\/welcome.meetmaps.com\/en\/mobile-event-app\/\" target=\"_blank\" rel=\"noreferrer noopener\">mobile apps<\/a>.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"why_organize_a_virtual_event\"><\/span><span style=\"font-size: 22px;\"><strong>Why organize a virtual event?<\/strong><\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\r\n\r\n\r\n\r\n\r\n\r\n<p>Virtual events are held for the same reasons as in-person events: to communicate the company&#8217;s message and generate revenue and potential leads, and drive adoption.\u00a0 There are many important benefits to hosting some type of virtual event.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<p>For one, it can mean <strong>lower costs<\/strong> for the organizing company in terms of transportation, space, catering, security, and more.\u00a0<\/p>\r\n\r\n\r\n\r\n<p>In addition, it allows <strong>people from all over the world<\/strong> <strong>to interact with each other<\/strong> without having to spend on flights and hotels. It makes it easy and inexpensive to collaborate virtually from anywhere in the world and conduct meetings and business.<\/p>\r\n\r\n\r\n\r\n<div class=\"wp-block-image\">\r\n<figure class=\"alignright size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-5817\" src=\"https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/eventos_virtuales_meetmaps-1-1024x512.png\" alt=\"\" width=\"409\" height=\"206\" srcset=\"https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/eventos_virtuales_meetmaps-1-1024x512.png 1024w, https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/eventos_virtuales_meetmaps-1-300x150.png 300w, https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/eventos_virtuales_meetmaps-1-768x384.png 768w, https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/eventos_virtuales_meetmaps-1-1080x540.png 1080w, https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/eventos_virtuales_meetmaps-1.png 1500w\" sizes=\"auto, (max-width: 409px) 100vw, 409px\" \/><\/figure>\r\n<\/div>\r\n\r\n\r\n\r\n<p>It can also help <strong>attract in-demand speakers<\/strong> who do not have the time to commit to an in-person conference but are available to deliver a presentation via a quick video call or pre-recorded conference.<\/p>\r\n\r\n\r\n\r\n<p>In addition, a virtual conference also allows you to create a product, a recording of a conference, that can continue to be shared and used as a lead generation tool for months and years after the initial live launch.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<p class=\"has-text-align-center\"><em>&#8220;If you&#8217;re switching from a live event, try to add extra value to viewers who are now tuning in online. Do an additional session. Offer more Q&amp;A time. Offer an additional special offer. Find creative ways to add additional moments of delight&#8221;<\/em> &#8211; <strong><em>Emily Raleigh, HubSpot Strategic Alliances and Brand Marketing Manager.<\/em><\/strong><\/p>\r\n\r\n\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"advantages_of_the_virtual_event\"><\/span><span style=\"font-size: 22px;\"><strong>Advantages of the virtual event<\/strong><\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\r\n\r\n\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>No more logistical hassles<\/strong><\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>No more printing and mailing invitations, selling physical tickets or wasting time looking for the perfect venue. Plus, your attendees will appreciate arriving on time without having to cross half the city. They won&#8217;t even have to go outside. And if that&#8217;s not enough, you can send the recorded event to everyone who has signed up so they won&#8217;t miss a thing if they can&#8217;t attend live.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Real-time interaction<\/strong><\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>Another advantage of holding a virtual event is the wide and varied opportunities to interact with your attendees. You have their full attention, so you can ask them questions and give them the opportunity to ask questions. Many people get nervous at in-person events and prefer online sessions to raise certain questions from the comfort of their own space.<\/p>\r\n\r\n\r\n\r\n<p>With some event tools like Meetmaps, you can conduct polls or ask people to use a chat window to type in their responses.\u00a0<\/p>\r\n\r\n\r\n\r\n<p>All the information you gather from your attendees is extremely valuable and will help you prepare or refine your business strategy for the future.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Small budget<\/strong><\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>Physical events tend to involve a lot more expenses than virtual events. Providing food and beverages for 100 people, printing promotional materials, or hiring people can be expensive. Online events, on the other hand, require very little staff and can be promoted online through email marketing. Plus, attendees can eat at their leisure from home or the office without costing you anything.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Accessibility<\/strong><\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>All event attendees can access all the options to experience a completely virtual event with all the advantages, as if it were a physical event, thanks to mobile devices and computers. Events can be launched worldwide and reach an international audience thanks to their low cost.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Accurate audience analysis<\/strong><\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>Once an online event is over, data can be analyzed to better reach your audience. Thanks to technology, metrics are clearer and it is possible to have more controlled participation data. If you are an organizer or your company wants to be part of an online event, using this technology can give you a great competitive advantage.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"technology_required_for_a_virtual_event\"><\/span><span style=\"font-size: 22px;\"><strong>Technology required for a virtual event<\/strong><\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\r\n\r\n\r\n\r\n\r\n\r\n<p>Virtual events depend on technology. Attendance would not be possible without the use of computers and mobile devices. But virtual event technology has more than just video conferencing tools.\u00a0<\/p>\r\n\r\n\r\n\r\n<p>Just like an in-person event, virtual events benefit from the use of an <a href=\"https:\/\/welcome.meetmaps.com\/en\/event-software\/\" target=\"_blank\" rel=\"noreferrer noopener\">event technology platform<\/a> like <strong>Meetmaps<\/strong>, which helps promote, execute and manage the event. Here are the most important event technology features to use when running your virtual event.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Event Website<\/strong><\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>The <a href=\"https:\/\/welcome.meetmaps.com\/en\/event-website\/\" target=\"_blank\" rel=\"noreferrer noopener\">event website<\/a> is used for event promotion. It serves the same purpose whether the event is virtual or physical. Your event website is a key promotional tool to interest potential attendees and entice them to register for the event. The event website should communicate the value of the event, have the event agenda, showcase speakers, and point to the option to register for the event.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Online registration<\/strong><\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p><a href=\"https:\/\/welcome.meetmaps.com\/en\/event-registration\/\" target=\"_blank\" rel=\"noreferrer noopener\">Online registration<\/a> is the first tool for data collection and fundamental to the event. This tool allows attendees to register for the virtual event, submit preferences and personal information.\u00a0<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Email campaigns<\/strong><\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>Sending email campaigns can drive awareness and interest in your event, <strong>keep attendees informed<\/strong> and be used to get your community to <strong>register for your virtual event<\/strong>.\u00a0<\/p>\r\n\r\n\r\n\r\n<p>Email is the best way to communicate with attendees at all stages of the event. Using an email marketing tool allows you to send personalized emails, automate when to send them and decide who to send to based on attendee data.<\/p>\r\n\r\n\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li><strong>Virtual event platform<\/strong><\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n<p>The incorporation of a <strong>web platform for a virtual event<\/strong> allows you to distribute the streaming and facilitate its visualization since the attendees will be at home and in front of the computer. Unlike video conferencing tools, this format guarantees customization with the branding of the event and incorporates other functions that help to create a complete experience, through i<strong>nformative, interactive, networking and gamification modules<\/strong>.<\/p>\r\n\r\n\r\n\r\n<p>Some outstanding functionalities that work effectively in events would be: <img loading=\"lazy\" decoding=\"async\" class=\"wp-image-6007 alignright\" src=\"https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/Evento-Virtual-Meetmaps-1.png\" alt=\"\" width=\"438\" height=\"328\" srcset=\"https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/Evento-Virtual-Meetmaps-1.png 510w, https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/Evento-Virtual-Meetmaps-1-300x225.png 300w\" sizes=\"auto, (max-width: 438px) 100vw, 438px\" \/><\/p>\r\n\r\n\r\n\r\n<ul class=\"wp-block-list\">\r\n<li>Online event <strong>registration<\/strong> page with registration form.<\/li>\r\n<li><strong>Streaming<\/strong> broadcasting to be able to broadcast presentations, lectures or debates online.<\/li>\r\n<li>Complete <strong>agenda<\/strong> with all the sessions and rooms where each session will be broadcast.<\/li>\r\n<li><strong>Chat, questions and live voting<\/strong> to involve the audience.<\/li>\r\n<li><strong>1to1 appointments<\/strong> via video call with limited time and a personalized calendar with the scheduled appointments.<\/li>\r\n<li><strong>Workshop rooms <\/strong>with limited attendees for meetings or discussions<\/li>\r\n<li><strong>Documents<\/strong> to share all files presented during conferences or extra material for attendees<\/li>\r\n<li><strong>Mobile application for events\u00a0<\/strong><\/li>\r\n<\/ul>\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n<p>A tool that will also help in the organization of a virtual event is a <a href=\"https:\/\/welcome.meetmaps.com\/en\/mobile-event-app\/\" target=\"_blank\" rel=\"noreferrer noopener\">mobile application<\/a>. They are currently used in <strong>hybrid events<\/strong>, as they are used for attendees who are both in person and virtually at the event.<\/p>\r\n\r\n\r\n\r\n<p>The Meetmaps app allows you to watch <strong>streaming<\/strong> sessions via Youtube Live, have a <strong>complete agenda<\/strong> with links to the sessions to be presented live and all the content available to attendees.\u00a0<\/p>\r\n\r\n\r\n\r\n<p>In addition, the app allows to <strong>promote virtual connections<\/strong> through group chats, live questions or live voting, and networking and gamification through its features among others.<\/p>\r\n\r\n\r\n\r\n<div class=\"wp-block-image\">\r\n<figure class=\"aligncenter size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-6008 aligncenter\" src=\"https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/app-para-eventos.png\" alt=\"\" width=\"462\" height=\"346\" srcset=\"https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/app-para-eventos.png 1024w, https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/app-para-eventos-300x225.png 300w, https:\/\/blog.meetmaps.com\/wp-content\/uploads\/2021\/05\/app-para-eventos-768x576.png 768w\" sizes=\"auto, (max-width: 462px) 100vw, 462px\" \/><\/figure>\r\n<\/div>\r\n\r\n\r\n\r\n<p>So, a virtual event works when the technology supports the experience rather than becoming the experience itself.<\/p>\r\n<p>Clear registration, an easy-to-navigate agenda, reliable streaming and useful interaction tools can make the difference between an audience that simply logs in and one that actually participates.<\/p>\r\n<p>With <strong>Meetmaps<\/strong>, you can combine Web, agenda, streaming, networking and interaction modules depending on the format and complexity of your event. <strong>Because a virtual event should feel like somewhere to participate, not just somewhere to watch.<\/strong><\/p>\r\n","protected":false},"excerpt":{"rendered":"<p>A virtual event brings attendees, speakers and content together in a digital environment instead of a physical venue. But organizing one successfully takes more than opening a video call and sending the link. Attendees still need a clear agenda, useful content, ways to interact and an easy path from registration to the live experience. Virtual [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":13256,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_et_pb_use_builder":"","_et_pb_old_content":"","_et_gb_content_width":"","inline_featured_image":false,"footnotes":""},"categories":[179],"tags":[],"class_list":["post-6521","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-technology-for-events"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.1.1 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Guide to organize virtual events - Meetmaps Blog<\/title>\n<meta name=\"description\" content=\"Are you planning to organize a virtual event in the near future? Here you have a guide with some tips that may help you!\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/blog.meetmaps.com\/en\/guide-to-organize-virtual-events\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Guide to organize virtual events - Meetmaps Blog\" \/>\n<meta property=\"og:description\" content=\"Are you planning to organize a virtual event in the near future? 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