Why Should I Plan a Virtual Event Instead of an In-Person Event?

If the COVID-19 pandemic has taught us anything, it's that not all events need to be in-person. As the quality of virtual events has improved, time has proven that participants also value virtual events in lieu of in-person events and might even prefer them in some cases. Here's are all your selling points for making your next event virtual to get both organizers and participants on board.

It’s cost-effective

For starters, the cost. Virtual events are typically lower in cost and have a higher return. Since everything is virtual, you won’t need to worry about renting a space or paying for hotel rooms or flights for your employees. If you’re planning an all-day event, you also won’t need to pay for food or refreshments.

It provides flexibility

Virtual events allow flexibility for the company that’s putting them on and the people attending. Not only that, but you’re also able to be flexible with the way you plan the event. You can utilize engagement features, set up networking opportunities, or invite live entertainment. You no longer need to work around busy schedules or provide accommodations.

It expands your reach and increases your audience size

You’ll be able to invite as many people as the video-conferencing solution allows. In-person events typically have a maximum number of attendees due to the legal limitations of the event space. In theory, a virtual event can accommodate as many people who want to participate, which, in return, can increase your profits from ticket sales and enhance your brand visibility.

You can collect end-user feedback quicker

At the end of the virtual event, you’ll be able to collect post-event feedback quickly and effortlessly, by adding a pop-up at the end of the event that users can answer before logging off or sending them a follow-up email. Either way, you can do this almost immediately, which will allow participant feedback to be more authentic while the event is still top of mind.

It reduces your carbon footprint

Since virtual events lower the amount of travel and you don’t need to run the air-conditioning all day in a large conference space, you’ll be reducing your carbon footprint. One study suggested that making this switch can reduce carbon emissions by 99%. This turns virtual event experiences into an eco-friendly pivot that will resonate with many attendees.

There's more reassurance for the participant

These days, now more than ever, anything can happen. A virtual experience is more likely to give participants peace of mind when purchasing a ticket because it is less likely to be canceled than an in-person event. There’s no need to worry about having to cancel hotel accommodations, flights, and everything in between.

The pros of virtual events are endless, and they are quickly becoming an integral part of our everyday lives. If you haven’t started to consider the value these types of events can provide for your company, there is no better time than now.

Can't wait for our new e-book with 26 steps to hosting a great virtual experience to come out? Brush up on our "Virtual Event Planning Checklist," then read more on the importance of virtual events in the digital age.

Originally published at Mar 3 2022, 11:27:06 AM. Updated on May 4 2024.