Virtual Conference – How to Organize It Well?

Planning to organize an online conference? Great choice – as long as you carefully design the event structure. Unlike simple webinars, a full-scale virtual conference requires session segmentation, access management, and clear communication with participants.

So how do you manage it all – without losing your speakers or your guests?

What defines a virtual conference?

We're talking about large-scale events with multiple sessions – often running in parallel. Participants typically select which lectures and workshops they want to attend during registration. There’s also usually a plenary session, open to all – like an opening keynote or daily wrap-up.

This format requires precise coordination – and careful access control. Each participant should only see the sessions they've signed up for, and only during the scheduled time.

How to structure the agenda?

Most organizers divide the program into three main areas:

• Plenary session – the largest “room” of the conference. Consider a livestream from a professional studio or a pre-recorded video – both ensure high quality and reduce the risk of technical issues.
• Parallel lectures – the number depends on your agenda. Each lecture is a separate session that participants can join at the appropriate time. A good rule of thumb: plan more capacity than the number of registrants, in case preferences are unevenly distributed.
• Workshops – smaller, interactive sessions that require greater engagement. If you expect participants to turn on their microphones and cameras, limit the group to about 10 people. Alternatively, use chat or selectively unmute participants depending on your format.

Access control and logistics

One of the biggest challenges in a virtual conference is managing access to individual sessions. Not every participant attends everything, so you need to know:

• who signed up for what,
• when each session starts,
• and which link or access credentials to send.

This is why a solid event registration system should offer:

• the ability to choose specific agenda items during registration,
• segmented communication (e.g., separate reminders for workshop attendees and lecture attendees),
• integrations with your streaming or meeting platform,
• and easy-to-read lists and reports.

If you're using a dedicated event website built in CONREGO, you can integrate the agenda with your registration form, enable dynamic signups, and restrict access to specific ticket holders if needed.

What works well?

Based on our experience, the most effective practices include:

• varied session formats – live streams, pre-recorded talks, and interactive meetings,
• a clear, simple schedule – available on the event site or in reminder emails,
• just-in-time communication – e.g., a reminder SMS at 9:50 before a keynote at 10:00.

Attendees also appreciate being able to ask questions in chat, download materials, and quickly contact support if something goes wrong.

Final thoughts

A virtual conference is more than just a video lecture moved online. It’s a complex event that – with smart planning and clear communication – can be just as engaging as an in-person experience.

The CONREGO system can help you streamline registration, control access, communicate with participants, and simplify the overall coordination. And the livestream? Host it wherever works best for you.

Tomasz Chrościechowski