How to Get the Most Out of Your Virtual Event Planner Company?

virtual event planner company

A virtual event planning company comprises a business that provides planning and execution services for online events, such as webinars, virtual conferences, digital trade shows, and online workshops.

Virtual event planner companies in India:

India has multiple extraordinarily talented virtual event companies giving out the best experiences. India is considered reliable for their years of experience in organizing and conducting successful virtual events. The reliable and leading companies include:

  • Hubilo: This company specializes in conferences, expos, and corporate meetings. It provides a wide range of features such as customizable virtual event space, networking lounge, inbuilt live polls, and analytics.
  • Airmeet: Airmeet is rightly named, having features virtual tables, networking zones, backstage area, and most notably, their easygoing user interface. Airmeet is good for summits, workshops, and meetups for businesses and community events.
  • Zeal Integrated Marketing Solutions: Zeal is a top corporate event planning company in India that specializes in online as well as offline event hosting with zero flaws in executing a consumer-satisfying event.
  • Dreamcast: Dreamcast is another virtual event company and platform for conferences, trade shows, and various product launches and unveiling. These companies are known for their end-to-end solutions, engagement tools, and analytics support visitor’s bond, virtual organization performance, and ROI measurement.
  • Townscript: Townscript is good for virtual events, webinars, and workshop-enabled events across institutions and various related sectors. It enables ticketing, promotion, and has simple and efficient integration with leading streaming platforms.
  • 10Times: This Bangalore-based event management company offers the event discovery, networking platform and solution for event organizers. It connects organizers with the people based on their interest and provides end solutions from hosting and preparation.
  • Virtex: Virtex is known for virtual tech, healthcare, and education. It provides a reliable virtual booth, networking lounge, and live stream panel with feedback.
  • Whova: Whova is a complete physical and virtual event platform. It provides you with a rich and dynamic environment to interact with your audience.

A virtual event planning company entails these operations:

  • Consultation and conceptualization: An event manager works with their clients to learn about the objectives of their events, the types of attendees they expect, and their desired outcomes. The company then develops a concept and a strategy to deliver the client’s goals in the virtual world.
  • Platform identification: A virtual event planning company advises its clients on the optimal virtual event platforms for their purposes. These platforms could be webinar software, a variety of virtual event platforms, or a custom-built platform.
  • Event building and branding: They also provide a visually attractive virtual event center, create digital signs, branded materials, and other digital tools that resemble those of the client.
  • Content Development: They create compelling presentations, panels, workshops, and other material that is specifically designed for the virtual event format. Depending on the cause of the event, they may be responsible for scripting, slide designing, and multimedia production.
  • Event setup and technical support: They handle all the technical setup, such as platform development, AV stations, live streaming, and troubleshooting throughout the event to guarantee that everything runs smoothly.
  • Marketing and promotion: They develop a plan to promote attendance using methods such as email campaigns, social media promotions, and targeted marketing to determine the client’s desired consumer.
  • Registration and attendance coordination: They regulate all aspects of attendance, make, and exercise support for attendees before, during, and after the event.
  • Features: They create virtual breakout rooms, Q&A discussions, surveys, and chat spaces to become active among visitors.
  • After-action review and analysis: They collect input from guests, conduct event stats, like attendance, interaction, and analytics, to furnish a post-event study for the client.
  • Custom robust event planning and execution: They keep exceptional customization and implementation events to break you from the competition.

The objective of the virtual event planning company is to provide all the services that clients need to make their events successful in the digital space, with a major emphasis on ensuring that the events are engaging and memorable.

What are the things that need to be considered while hosting a virtual event?

Hosting a virtual event can be simple with suitable planning, tools, and resources, but easy is not the word I would use to describe it.

Here are some of the reasons why hiring a virtual event planner can ease you of the stress:

  • Actual Issues: Virtual events are based on technology, which means that many things can go wrong, from internet connection issues to audio/video disruptions, to platform crashes. It takes expertise, precision, and time to install everything and troubleshoot any errors.
  • Engagement: One of the most difficult aspects of a virtual event is to retain the attention of those who are attending. It is much harder to engage virtually as you must rely on polls, live questions, and other tools and techniques to keep your listeners interested.
  • Content: To be effective, the virtual format of events must be adapted. This means that each presentation, panel, and anything else must be more engaging or more thrilling to watch and to listen to make it as enjoyable as possible.
  • Planning: To coordinate all the various components of an online event, you must know when all the speakers are available, when the room is ready for the meeting, and when all the residents have signed up for an appointment. It takes a lot of time and effort to get everything planned perfectly.
  • Promoting: Advertising and getting people to attend is a challenging process. As more people host online meetings, it is becoming more difficult to do so. The more attendees, the better it is monetarily.
  • Attendees: The one crucial part of online activities that you have the least influence over is how well the audience can view them.
  • Security and privacy: Finally, it is essential to ensure that all your information is secure and comfortable to access when hosting a virtual meeting. Privacy is incredibly crucial. Be sure to set up a personal password so that only staff may access sensitive materials.
  • Passwords and security: Ensure your attendees’ data is secure.
  • Compliance and privacy: Ensure your information is private by following rules.
  • Follow-up: Finally, contact all involved in the event, ensuring everything runs smoothly.
  • Post-meeting feedback and analysis can help you improve for the next event.

Is it important to hire an event manager for a virtual event?

Hosting an event is a challenging process and more so if it is a virtual event. You will need to be exceptionally good at technology if you are not willing to invest in an event planner. However, when hiring a professional, there are several factors, including your event’s size and complexity, your team’s available capacity and experience, and your budget concerns that need to be considered.

Below are some factors that can help you decide:

  • Event Complexity: If your virtual event includes many activities, tracks, or interactive elements, it may be worth getting a virtual event manager. These professionals have the training and staff to handle complex executions.
  • Technical Expertise: Virtual events require familiarity with online platforms, streaming technology, and audience interaction. Elastic work specialists understand the technical aspects of an event and can ensure all equipment and connections run smoothly.
  • Time and Resources: Planning a virtual event can be a distraction, especially if you have other responsibilities to balance. Hiring a virtual event manager allows you to outsource the most time-consuming and complex part of event planning, which you can focus on other critical aspects of the event.
  • Experience and Knowledge: Virtual event managers are familiar with the industry’s best practices. They can make proactive suggestions based on the events they host, help you re-engineer your virtual event strategy, and suggest new ways to engage with consumers or staff.
  • Relationships: Virtual event managers often have existing contracts with industry vendors and implementation partners. This allows them to offer additional sourcing, prices, or tools.
  • Insurance: Virtual event managers can assure you that you won’t have technical difficulties during your event, live streaming issues, or uncommunicative attendees. No matter what, they are trained to proactively handle situations to minimize disruptions.
  • Attendee experience: A virtual event managed precisely can increase attendee satisfaction. A good virtual event manager should work to create a better user experience.

Also read: Achieving Professional Success: A Guide to Choosing an Event Management Company in Bangalore

What are the important factors to look for while hiring a virtual event manager?

There are several key factors that one should look out for when hiring a professional event planner for a virtual event to make sure you hire the person best suited for your event.

Some of the factors are as follows:

  • Experience and Expertise: One should look for a virtual event manager that can display proven experience in designing and implementing a virtual event model. They must have a good track record of having managed virtual events with the same scale and complexity as the event one seeks to design. The manager can describe some past virtual events and whether they hold any certification in any relevant field.
  • Technical Proficiency: The virtual event manager you choose should be able to operate virtual event platforms, streaming technologies, and other digital tools utilized in the host event. Ideally, the person must exhibit the ability to troubleshoot any technical issues that may arise during the event and optimize the virtual venue to make the best of the experience.
  • Creativity and Innovation: One should look for a manager that is able to come up with new ideas to market your event to attract participants.
  • Communication Skills: Additionally, it seeks to determine how good or effective his or her communication is compared to others in your field.
  • Attention to Detail: The devil is mostly in the detailing, so the best manager should have an eye for detail.
  • Project Management Skills: The best project manager under these criteria can develop and keep a schedule, be able to choose the relevant professionals, and complete time-sensitive tasks until the event setting is either over or no longer relevant.
  • Client References and Testimonials: References or testimonials from past clients can prove very useful in determining what other people in your field think about them. Indeed, “the ability to obtain informal client references and firsthand feedback is invaluable in gauging the level of customer satisfaction.”
  • Budget Considerations: Finally, yet importantly, how much do they charge for their expertise? The expenses must be accounted for in the budget- to what end does someone go to launch a startup, then find an expensive manager and spend all his or her money while running out of ideas to prevent this.

With consideration of the above factors, and asking the right questions, you shall land on the right expert who shall facilitate a successful event.


I’m sure you have got a fair idea how easy or challenging hosting a virtual event can be, and it is advisable to hire a virtual event manager so that the event translates into a smoother finish.