Virtual Event Planning can be a lot of work. I’ve been a part of many, and I know how much goes into making them good.
These days, online events are a main way to connect and share ideas, especially since we use computers so much. But it’s not just about picking a day and sending out links to a video call.
Lots of things happen behind the scenes to make an event run well, keep people interested, and make a real difference.
No matter if it’s a small online meeting or a big virtual event, you need a clear plan and the right help to make it happen. In this article, I’ll share some of the best virtual event planning companies.
We’ll also look at the main things virtual event planning companies do, how to pick the right one for you, and common mistakes to stay away from.
By the end, you’ll know how to start your next online event with a good plan.
What is Virtual Event Planning?
Virtual event planning is the process of organizing and managing events that are held entirely online.
Unlike traditional events, where you would gather people in a physical location, virtual events use online platforms to host conferences, meetings, product launches, and more.
Types of Virtual Events:
- Webinars: Usually a smaller format where a speaker or panel presents to an audience.
- Online Conferences: Larger events with multiple sessions, speakers, and networking opportunities.
- Product Launches: Introducing a new product or service to a virtual audience.
- Virtual Trade Shows: Exhibitors and attendees interact through online booths and sessions.
- Networking Events: Structured meetups for professionals to interact and share knowledge.
Key Services Offered by Virtual Event Planning Companies
Virtual event planning companies provide a variety of services designed to ensure that every aspect of your event is taken care of. Their expertise can save you time and energy, helping you achieve the best results possible.
- Event Strategy and Design: A virtual event needs a strategic design that aligns with your goals, focusing on audience needs and smooth content delivery.
- Platform Selection and Management: Choosing the right platform is crucial for hosting your event, and planners assist in selecting one that meets your specific requirements.
- Branding and Customization: Event planners ensure your virtual event remains on-brand with custom logos, themes, and graphics, creating a consistent experience.
- Technical Support: Virtual events need expert technical support to ensure everything runs smoothly without interruptions.
- Engagement and Interaction: Planners use interactive elements like live polls, virtual networking rooms, and gamification to keep attendees engaged.
- Post-event Analytics and Reporting: After the event, planners provide reports on engagement and session success, helping you improve future events.
Top Virtual Event Planning Companies to Consider
1. Cvent
Cvent is one of the most reliable names in virtual event planning. It provides complete event management software, covering all the details of your event.
From registration and attendee engagement to event analytics, Cvent offers a range of features designed to make the process smoother. If you want a platform that works for virtual, hybrid, or in-person events, Cvent is a great choice.
2. On24
On24 is an excellent choice if you’re looking to host webinars or virtual conferences. They specialize in interactive content, making it easy for attendees to engage with presentations.
On24 provides real-time analytics so you can see how well your event is going.
It’s a great option for those seeking a platform that encourages audience participation and keeps things interesting throughout the event.
3. Miller Tanner Associates
Miller Tanner Associates is known for its full-service virtual event management. From event planning to execution, they help with every detail.
They specialize in corporate events, offering customized solutions to fit your goals.
If you want a smooth, stress-free virtual event, their experience and focus on client satisfaction make them a top choice.
4. SplashThat
SplashThat focuses on making events visually appealing and easy to navigate. They provide a user-friendly platform for virtual and hybrid events, making event planning a breeze.
SplashThat allows you to customize the design and branding, ensuring your event feels unique.
Their event engagement tools help keep your audience interested, making it a good fit for creative and interactive events.
5. Bizzabo
Bizzabo is a popular platform for planning both virtual and hybrid events. They offer a range of tools that help you manage everything from registration to live streaming.
Their easy-to-use interface lets you track event success through real-time analytics. Bizzabo focuses on attendee experience, ensuring your virtual event is engaging and professional.
6. Eventbrite
Eventbrite is a popular event planning tool known for its user-friendly design. It simplifies ticketing, registration, and promotion.
While it’s not strictly limited to virtual events, it offers great tools for online event management, making it a solid choice for smaller virtual gatherings or hybrid events.
7. Virtual Event Site
As the name suggests, Virtual Event Site specializes in making virtual events successful.
They provide custom solutions, focusing on creating engaging and interactive experiences for attendees.
They provide complete event planning support, from platform selection to design and tech help, making them a great choice for personalized guidance.
8. Zoom Video Communications
Zoom is now a household name when it comes to virtual meetings, and it works well for events of all sizes. Zoom allows you to host virtual events, webinars, and conferences with ease.
The platform’s features, such as breakout rooms, live chats, and screen sharing, make it ideal for interactive sessions. Plus, it’s simple enough for anyone to use.
9. Accelevents
Accelevents is a great platform for those planning large-scale virtual events. From live streaming to ticketing, Accelevents handles everything.
They offer multiple engagement tools, such as live chat and networking rooms, to keep your audience engaged. The platform is easy to use, making it perfect for both first-timers and experienced event planners alike.
10. Hubilo
Hubilo is a powerful platform for virtual events and conferences, known for its engaging features. You can create a completely branded virtual experience with customizable options.
Hubilo emphasizes interactivity with features like polls, Q&A, and networking rooms. It’s ideal for events that aim to actively engage attendees.
11. Airmeet
Airmeet offers a unique approach to virtual events, focusing on providing a live, social experience. With features like virtual tables for networking and high-quality live streaming, it allows you to create a more engaging event.
If you’re hosting a conference or a smaller gathering, Airmeet gives you the flexibility to customize the experience to meet your needs.
12. EventMobi
EventMobi is a platform built to help you deliver seamless virtual and hybrid events. The platform allows for easy event registration, scheduling, and live streaming.
It also provides real-time data to track attendee engagement, helping you adjust as needed during your event. If you’re looking for an all-in-one solution, EventMobi is a solid choice.
13. 6Connex
6Connex is a great option for large-scale virtual events, offering both virtual venue solutions and on-demand streaming.
Their platform recreates in-person experiences with customizable virtual spaces and simple attendee access. 6Connex also offers in-depth reporting to track event performance and gather key insights.
14. InEvent
InEvent is a full online event platform that helps with everything about planning an event. It gives you tools for online and mixed events, like signing up, live videos, and ways for people to join in, such as chats and meeting rooms.
InEvent lets you change everything, so your event fits your company’s look. With real-time numbers, it helps you see if your event did well.
This gives you good ideas for planning future events and making people happy who come to them.
15. PheedLoop
PheedLoop provides a virtual event platform that’s designed to help you manage every part of your event from start to finish.
It offers tools for registration, virtual booths, networking, and even gamification. PheedLoop also provides event analytics to help you measure success.
It’s a great choice for those who want a highly customizable and interactive event experience.
How to Choose the Right Virtual Event Planning Company?
Selecting the right virtual event planning company is crucial to the success of your event. This is how to narrow down your options:
- Look for Industry Expertise: The right planner should have experience with virtual events similar to yours, such as a corporate conference, trade show, or product launch.
- Check Client Reviews: Feedback from past clients is a great way to gauge reliability and professionalism. Look for companies with positive reviews and a proven track record.
- Evaluate Their Platform Options: Make sure they use platforms that fit your event’s needs. Some companies use Zoom or Teams, while others offer custom platforms for bigger, more complex events.
- Consider the Budget: Different companies offer different pricing models. Some may charge per event, while others offer packages or hourly rates. Be clear about your budget and what’s included in the pricing.
Common Mistakes to Avoid in Virtual Event Planning
Even with a great planning company, there are a few mistakes that can derail a virtual event:
- Poor platform selection: Not all platforms are created equal. Picking the wrong one can lead to technical issues and disengaged attendees.
- Insufficient tech preparation: Make sure everything is tested in advance to avoid technical glitches during the event.
- Lack of engagement: A virtual event can feel flat if there’s no interaction between attendees or speakers.
Conclusion
Planning a virtual event may seem like a challenging task, but with the right team behind you, it can be an exciting and rewarding experience.
Now that you know some of the top companies, the services offered by professional planners, and what to look for in a planning company, you’re in a great position to get started.
Virtual events are a powerful way to connect with people around the world, and with the help of a reliable virtual event planner, you can ensure that everything goes smoothly.
So, are you ready to host your next virtual event?
With the insights shared here, you’re now equipped to make an informed decision and take the next step in making your event a success!
