10 Mistakes to Avoid When Hosting a Virtual Event
Hosting a virtual event can be an incredibly rewarding way to connect, inspire and engage your audience. A virtual event could be running a global conference, a team-building session or a product launch. But without the right planning, many organisers fall into common traps that can hinder success.
Here are ten of the most frequent mistakes people make when hosting virtual events and how you can avoid them.
1. Lack of Clear Objectives
Many organisers start planning an online event without clearly defined goals. Without any goals set, your event will lack any purpose and won’t be engaging for your audience.
What is the solution?
Determine the purpose of the event by defining what you want to do., Do you want to educate people, create a networking session, promote a product, or build community?
Clearly outline these objectives to guide the planning process.
2. Inadequate Technical Preparation
Technical issues can derail even the best-planned events. It is therefore important to have a plan in place just in case you do experience any technical issues.
What is the solution?
Don’t just hope for the best—test for it!
Test all technology in advance, including the platform, audio/visual equipment, and internet connectivity. Run through a dry run with all speakers to identify and troubleshoot potential issues.
3. Neglecting Audience Engagement
Failing to engage the audience can lead to disinterest, meaning your audience might switch off from the event or even leave early.
What is the solution?
Keep your audience actively involved. Incorporate live polls, Q&A sessions, breakout rooms, or creative icebreakers. . Encourage the audience to participation through chat features and discussion prompts.
4. Poor Marketing and Promotion
There is nothing worse than hosting an event that no one turns up to – and not marketing your event effectively is one of them.
What is the solution?
Create a comprehensive marketing strategy that includes social media, email campaigns, and partnerships. Schedule promotions well in advance and use engaging visuals and compelling messages to attract participants.
5. Overloaded Agendas
Trying to cram too much into one event can overwhelm your audience and mean your event overruns or is too rushed.
What is the solution?
Less is more. Keep sessions focused, allow for regular breaks, and prioritise quality over quantity. Leave space for moments of reflection, interaction, or even a bit of fun!
6. Ignoring Time Zones
Not considering different time zones can alienate participants from locations across the world.
What is the solution?
Be considerate of your audience’s locations. Offer multiple sessions or share recordings after the event so no one misses out due to timing conflicts.
7. Lack of a Follow-Up Plan
Many organisers forget to follow up after the event, missing the chance to build relationships.
What is the solution?
Send a post-event follow-up email with key takeaways, on-demand access to content, and a thank you message. Ask for feedback, as this shows you care and gives you valuable insight for your next virtual event.
8. Not Having a Backup Plan
If things go wrong (and they often do), not having a plan of action can be disastrous.
What is the solution?
Prepare for potential issues by having a backup plan, whether it be a secondary platform or alternative speakers. Communicate clearly with your team on the steps to take in case of technical failures.
9. Neglecting Networking Opportunities
Online events can often feel isolating without proper networking options.
What is the solution?
Build in networking opportunities, such as breakout sessions or virtual lounges, where participants can mingle and connect. Encourage introductions and interactions among attendees.
10. Ignoring Feedback From Previous Events
Failing to learn from the past means repeating the same mistakes.
What is the solution?
After each event, gather feedback from participants and staff. Analyse what worked well and what didn’t, and how you can improve. Continuous improvement is the secret sauce to consistently great virtual events.
Conclusion
Avoiding these common pitfalls when hosting a virtual event can transform your online event from a challenging experience into a successful occasion.
By preparing thoroughly, engaging your audience, and following up effectively, you can create memorable and impactful events that resonate with participants.
Ready to Host a Virtual Event That Actually Wows?
At Purple Monster, we don’t just run virtual events—we create experiences that energise, engage and entertain through helping teams host a virtual event.
Whether you're looking to bring your team together, celebrate achievements, or communicate your vision in a bold and brilliant way, we’ll help you make it unforgettable.
From planning and production to creative content and interactive experiences, we’ve got you covered.
Discover how we can help with your next virtual event.