How to Organize Virtual Event People Won’t Forget?

Organizing virtual events offers plenty of opportunities—but also just as many challenges. How to grab the audience’s attention, engage them and make your event memorable beyond the last slide?

How to Organize Virtual Event People Won’t Forget?

In this article, I’ll share 6 ideas that will help you create a virtual event people will still talk about long after it ends.

Switching from traditional venues like hotels or conference centers to an online environment impacts every aspect of event planning and participation. As a result, virtual events pose several challenges for organizers who want to stand out in a saturated digital landscape.

Promoting a virtual event

Online promotion is now the norm, which also means more competition. You're not just competing with similar conferences, but with all online content available at the same time. A well-executed video campaign can become your strongest asset.

Choosing the right platform for online events

Popular video conferencing apps won't provide the level of security, interactivity, and control your event needs. The uniqueness of your event partly relies on exclusive access. That's why attendee registration should be integrated with your video platform to ensure:

Content and format tailored to virtual audiences

Virtual events should be shorter, more dynamic, and more engaging than their in-person counterparts. No one wants to sit in front of a screen for eight hours, no matter how interesting the topic. So how do you design an experience that sticks?

1. Create a video invitation that grabs attention

In a world of content overload, a powerful trailer can help your event break through the noise. It doesn’t need to break the bank—a well-scripted and professionally edited video can work wonders.

Distribute it across social media and your event website. Build a video funnel:

If the brand representative is not a strong speaker, use a voiceover artist or one of the speakers.

More on this topic here: How to Employ Video in Event Promotion?

2. Host a debate that sparks emotion

Avoid speaker panels where everyone agrees. Instead, bring together people with opposing viewpoints and let the audience vote live. This format is naturally more engaging and creates space for genuine dialogue. A skilled moderator is essential to keep the energy and provoke meaningful exchange.

3. Make interaction your priority

Watching a webinar doesn’t mean experiencing an event. True engagement starts when attendees can:

With the right platform, like CONREGO, you can track all activities and generate reports. You can also assign points based on participation, quiz results or time spent at the event—then use them for rewards.

4. Make networking easy and intuitive

Networking is still one of the main reasons people attend events. Create a private LinkedIn or Facebook group and promote it on your event website and in registration confirmation emails.

You can also open breakout rooms where participants can talk via audio or video—this feature can be integrated with CONREGO.

5. Offer a digital or physical gift

During traditional event check-in, we often handed out small gifts as part of welcome packages. This is a great branding practice—provided the bag wasn’t filled exclusively with sponsor brochures. It’s worth dedicating time and a portion of your budget to recreate this experience for your virtual attendees.

Many participants who would like to speak during a session may inadvertently disrupt it due to not using headphones, which help avoid audio feedback. That’s why a headset is one of the most practical and obvious giveaways—affordable yet very useful, especially for virtual events. But it doesn’t have to stop there. Branded T-shirts, mugs, candles, and eco-friendly tote bags are still great choices.

And remember, a gift doesn’t always have to be physical—it can also be a discount code for online shopping, provided by one of your sponsors.

6. Don’t let them forget you

Too many events go silent once they’re over. That’s a missed opportunity. Schedule automated follow-ups—thank-you emails, links to recordings, or early access to the next edition. With CONREGO, email and SMS communication is fully integrated.

Build a lasting relationship with your attendees. A brand is a promise. Keep it.

Tomasz Chrościechowski