{"id":55269,"date":"2022-09-01T00:00:00","date_gmt":"2022-09-01T07:00:00","guid":{"rendered":"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/?p=55269"},"modified":"2025-03-13T06:59:05","modified_gmt":"2025-03-13T13:59:05","slug":"hopin-guide-virtual-events","status":"publish","type":"post","link":"\/us\/en\/blog\/hopin-guide-virtual-events\/","title":{"rendered":"The RingCentral Events Guide to Virtual Events"},"content":{"rendered":"<p><em>Hopin is now RingCentral Events<\/em><\/p>\n<p id=\"\">Virtual events were on the rise pre-pandemic, acted as a lifeline in 2020, and have now become a staple of almost every event strategy due to their proven business impact.<\/p>\n<p id=\"\"><strong id=\"\">\u200d<\/strong><a id=\"\" href=\"https:\/\/www.eventmanagerblog.com\/event-statistics\"><strong id=\"\">More than 70% of event planners say a digital component<\/strong><\/a> will continue to be a key part of their approach.<\/p>\n<p id=\"\">In this guide you\u2019ll find a broad <strong id=\"\">introduction to the concept of virtual events<\/strong>, the advantages they offer, frequently asked questions about the virtual event format, and inspiration and tips so you can start planning.<\/p>\n<p id=\"\">\u200d<strong id=\"\">Here are the topics we\u2019ll cover:<\/strong><a id=\"\" href=\"#about\"><strong id=\"\">\u200d<\/strong><\/a><\/p>\n<p id=\"\"><a id=\"\" href=\"#about\"><strong id=\"\">What is a virtual event?<\/strong><\/a><a id=\"\" href=\"#benefits\"><strong id=\"\">\u200d<\/strong><\/a><\/p>\n<p id=\"\"><a id=\"\" href=\"#benefits\"><strong id=\"\">Benefits of virtual events<\/strong><\/a><\/p>\n<p id=\"\"><a id=\"\" href=\"#faq\"><strong id=\"\">Virtual event FAQs<\/strong><\/a><\/p>\n<p id=\"\"><a id=\"\" href=\"#ideas\"><strong id=\"\">Virtual event ideas and examples<\/strong><\/a><\/p>\n<p id=\"\"><a id=\"\" href=\"#platform\"><strong id=\"\">Video conferencing tools vs. virtual event platforms<\/strong><\/a>\u200d<\/p>\n<p id=\"\">\u200d<\/p>\n<div><\/div>\n<h2 id=\"about\">What is a virtual event?<\/h2>\n<p id=\"\">A virtual event is <strong id=\"\">any<\/strong> <strong id=\"\">gathering that takes place online instead of in person<\/strong>. It can apply to a broad spectrum of experiences, from your weekly book club or company meeting to large-scale conferences and trade shows.<strong id=\"\">\u200d<\/strong><\/p>\n<p id=\"\"><strong id=\"\">Online events<\/strong> don\u2019t have to completely replace a physical event. You can also add virtual elements to any in-person experience to create a <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/what-is-a-hybrid-event\/\"><strong id=\"\">hybrid event<\/strong><\/a>, which blends the online and onsite experiences so attendees can participate from anywhere\u2013\u2013and event organizers get the best of both worlds.<\/p>\n<div><\/div>\n<h2 id=\"\"><strong id=\"benefits\">Benefits of virtual events<\/strong>\u200d<\/h2>\n<p id=\"\">While physical events come with face-to-face interaction and that in-person energy, online events (or adding a virtual component to your physical event) offer <strong id=\"\">increased reach and accessibility<\/strong>. Using a dedicated <strong id=\"\">virtual event platform<\/strong> with interactive elements, promotional tools, and networking features also provides a venue for plenty of connection and engagement.<\/p>\n<p id=\"\">One of the unique advantages of bringing the event experience online is the ability to provide <strong id=\"\">more value at a lower cost<\/strong>, driving a better experience for attendees, speakers, and sponsors\u2013\u2013and <strong id=\"\">a boost in ROI<\/strong> for organizers.<strong id=\"\">\u200d<\/strong><\/p>\n<p id=\"\"><strong id=\"\">Some of the key benefits of virtual events include:<\/strong>\u200d<\/p>\n<h4 id=\"\"><strong id=\"\">1. Wider reach<\/strong><\/h4>\n<p id=\"\">Removing the restrictions that come with hosting an in-person event at a single venue allows you to scale.<\/p>\n<p id=\"\">With a virtual or hybrid event you can <strong id=\"\">reach, accommodate, and engage a much larger, geographically distributed audience<\/strong>.<\/p>\n<p id=\"\">Providing an online experience also means costly travel arrangements and extended time off are no longer factors, so participation immediately becomes possible for more people.\u00a0<strong id=\"\">\u200d<\/strong><\/p>\n<p id=\"\"><strong id=\"\">This increase in scale improves the value of your event through:<\/strong>\u200d<\/p>\n<ul id=\"\">\n<li id=\"\"><strong id=\"\">Better monetization <\/strong>like options for online ticket sales and more sponsorship revenue opportunities, as well as cost savings on a physical venue\u2013\u2013all of which helps to increase your ROI.<\/li>\n<li id=\"\"><strong id=\"\">Simplified lead generation <\/strong>and access to more data, allowing you to easily demonstrate sponsor reach from virtual events with straightforward tracking on attendee touchpoints.<\/li>\n<\/ul>\n<p id=\"\">Once you scale your event through digital channels, it\u2019s also <strong id=\"\">easier to replicate your approach without dramatically increasing your efforts<\/strong>. This gives you the opportunity to iterate and improve each of your virtual events, increasing efficiency and effectiveness.<\/p>\n<h4 id=\"\"><strong id=\"\">2. Cost-savings<\/strong><\/h4>\n<p id=\"\">A significant advantage of hosting a virtual event instead of a traditional onsite event is cost-efficiency. There\u2019s generally a lower cost associated with organizing and hosting an online gathering\u2013\u2013and it\u2019s not purely monetary.<strong id=\"\">\u200d<\/strong><\/p>\n<p id=\"\"><strong id=\"\">Virtual events cost less time, money, and effort than in-person events.<\/strong>\u200d<\/p>\n<p id=\"\">First, they don\u2019t require spending on physical resources. There\u2019s <strong id=\"\">no onsite venue to book<\/strong>, permits to secure, or catering and hospitality expenses.<\/p>\n<p id=\"\">Online events are also <strong id=\"\">more cost-effective for attendees<\/strong>. Participants don\u2019t have travel budgets to consider, accommodation costs, or potential loss of income from multiple days away from work.<strong id=\"\">\u200d<\/strong><\/p>\n<p id=\"\"><strong id=\"\">This cost-efficiency has benefits that go beyond budgets<\/strong>, such as:<strong id=\"\">\u200d<\/strong><\/p>\n<ul id=\"\">\n<li id=\"\"><strong id=\"\">Opportunities for more events: <\/strong>In-person events can be impractical, costly, or challenging to plan, but virtual events break down these barriers allowing you to bring people together more often.<\/li>\n<li id=\"\"><strong id=\"\">Increased ROI potential<\/strong>: With the scalability of digital events, you can dramatically increase audience size without an equivalent increase in cost. There are lower marginal costs per additional attendee, which helps boost your potential event ROI.<strong id=\"\">\u200d<\/strong><\/li>\n<li id=\"\"><strong id=\"\">More flexible budgets:<\/strong> Hosting virtual events gives you bandwidth to repurpose budgets you may have previously allocated on venue space or other physical resources. Instead, funds can be shifted to things like building compelling programming, whether that means in-demand speakers, more presenters, innovative event content, or all of the above.<strong id=\"\">\u200d<\/strong><\/li>\n<\/ul>\n<h4 id=\"\"><strong id=\"\">3. Broad participation<\/strong>\u200d<\/h4>\n<p id=\"\">When you host an onsite event, barriers like budget, time, and ability limit participation to attendees and speakers who can travel to your physical venue. Beyond these considerations, in-person events also require more stringent commitments that people may not be able to accommodate.<strong id=\"\">\u200d<\/strong><\/p>\n<p id=\"\"><strong id=\"\">Virtual events help remove those barriers, giving participants more flexibility, <\/strong>and allowing presenters and attendees to join from different parts of the world.<strong id=\"\">\u200d<\/strong><\/p>\n<p id=\"\"><strong id=\"\">Offering virtual attendance:<\/strong><\/p>\n<ul id=\"\">\n<li id=\"\"><strong id=\"\">Allows for diverse perspectives<\/strong>: Participants from all over the world can now contribute to the conversation, and that means an improved event program featuring a variety of ideas and a wider knowledge base.<\/li>\n<li id=\"\"><strong id=\"\">Democratizes access beyond certain geographies<\/strong>: Many people have to limit in-person event attendance to nearby options or only go to a small number of events per year. Online events provide attendance opportunities with less budgetary impact or travel inconveniences.<\/li>\n<li id=\"\"><strong id=\"\">Provides convenience and flexibility<\/strong>: Because attendees can log in from almost anywhere, they are more likely to have the time and resources to participate in an event with a virtual format.<\/li>\n<li id=\"\"><strong id=\"\">Offers accessibility and inclusion<\/strong>: Digital participation means those with physical or health considerations can attend your event and engage with and enrich the program.<\/li>\n<\/ul>\n<p id=\"\">One of the reasons attendees find value in events is the opportunity to <strong id=\"\">hear from and interact with<\/strong> <strong id=\"\">industry experts, thought leaders, and notable personalities<\/strong>. With a virtual event, the pool of potential speakers and panelists expands.<\/p>\n<p id=\"\">Online speaking opportunities are easier from a scheduling standpoint, so high-profile speakers are more likely to participate. Plus, there are <strong id=\"\">no travel or accommodation costs<\/strong> for the speaker or the business, which leaves more budget for top-tier presenters\u2019 speaker rates.<strong id=\"\">\u200d<\/strong><\/p>\n<h4 id=\"\"><strong id=\"\">4. Easy access to analytics and data<\/strong>\u200d<\/h4>\n<p id=\"\">Hosting <strong id=\"\">a virtual event provides easy access to data<\/strong>. With physical events, tracking what your attendees are doing and how they\u2019re interacting with different elements of your event can be tricky.<\/p>\n<p id=\"\">Virtual event platforms offer <strong id=\"\">valuable insights <\/strong>into how your audience responds to your event program\u2014what expo booths are getting the most traffic, which content is resonating with attendees, as well as how participants are engaging with presenters and one another.<strong id=\"\">\u200d<\/strong><\/p>\n<p id=\"\"><strong id=\"\">These analytics can provide:<\/strong><\/p>\n<ul id=\"\">\n<li id=\"\"><strong id=\"\">A look into how your event content performs: <\/strong>Knowing how attendees are interacting with your content can help optimize your program in the future.<\/li>\n<li id=\"\"><strong id=\"\">Trackable attendee touchpoints <\/strong>for post-event communications and community building<\/li>\n<li id=\"\"><strong id=\"\">More accurate data <\/strong>for calculating event ROI<\/li>\n<\/ul>\n<p id=\"\">These insights can help you <strong id=\"\">learn more about your target audience <\/strong>and inform both marketing efforts and business strategy.<\/p>\n<h4 id=\"\"><strong id=\"\">5. Simple content generation and community building<\/strong><\/h4>\n<p id=\"\">Another advantage of hosting an event on a virtual event platform is the ability to <strong id=\"\">extend the life of your digital event content<\/strong>.<\/p>\n<p id=\"\">During your event, you can record all of your programming\u2013\u2013from panels to top-tier speaker presentations. That gives you the option of repackaging event video content for new organic and paid activities across your marketing channels.<strong id=\"\">\u200d<\/strong><\/p>\n<p id=\"\">This content can be used to drive awareness of and engagement with your brand and products, and it can help generate leads. For example, you can make your videos watchable behind an email gate.<\/p>\n<p id=\"\">Registration lists and other event data can also help you <strong id=\"\">build and foster an online community<\/strong> to grow your brand-audience relationships.<\/p>\n<p id=\"\">Email lists will give you the option of sending follow-up messages. From there, you can <strong id=\"\">reconnect with attendees<\/strong> and guide them to places where they can continue their conversations, such as social media channels or other events. Email lists are also an effective way to share content captured during your event.<strong id=\"\">\u200d<\/strong><\/p>\n<h4 id=\"\"><strong id=\"\">6. Sustainability<\/strong>\u200d<\/h4>\n<p id=\"\">Onsite events generate waste and carbon dioxide emissions. Shifting to virtual events can lead to a much <strong id=\"\">smaller environmental footprint<\/strong>.<strong id=\"\">\u200d<\/strong><\/p>\n<p id=\"\"><strong id=\"\">Online events are more sustainable because:<\/strong>\u200d<\/p>\n<ul id=\"\">\n<li id=\"\"><strong id=\"\">They do not require a physical venue: <\/strong>By going virtual, event organizers can reduce power consumption and minimize waste.<\/li>\n<li id=\"\"><strong id=\"\">They do not require attendees to travel<\/strong>, which dramatically reduces the collective carbon footprint of an event.<\/li>\n<\/ul>\n<div><\/div>\n<h2 id=\"\"><strong id=\"faq\">Virtual event FAQs<\/strong><\/h2>\n<p id=\"\">Virtual events bring people together, whether it&#8217;s to help teams work, speakers to speak, companies to grow, or just people to build relationships\u2014all through the power of the internet.<\/p>\n<p id=\"\">Below, we answer the most-asked questions about hosting a successful virtual event.<\/p>\n<h4 id=\"\"><strong id=\"\">1. How do you create a virtual event?<\/strong><\/h4>\n<p id=\"\">To host a virtual event, you will need to <strong id=\"\">start with an online platform<\/strong> \u2014 there are many options, from video conferencing tools, to webinar software, to virtual meeting rooms, to full-conference <strong id=\"\">virtual event platforms<\/strong>. Whether you\u2019re looking to go completely virtual or take a hybrid approach, using an all-in-one event platform like <strong>RingCentral Events<\/strong> makes it easier to produce a high-quality experience for attendees with features such as a virtual lobby, online agenda, interactive content, expo booths, live broadcasts, and one-on-one networking.<\/p>\n<p id=\"\">Once you choose an event platform, it&#8217;s time to <strong id=\"\">reach out to speakers and sponsors<\/strong>, and start planning. You can create your presentations, plan interactive moments, pre-record some video content, and determine <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/how-to-promote-a-virtual-event\/\"><strong id=\"\">how to promote your virtual event<\/strong><\/a> to increase registrations.<\/p>\n<p id=\"\">Learn more about <a href=\"https:\/\/www.ringcentral.com\/au\/en\/blog\/how-to-host-webinars\/\"><strong id=\"\">how to host a virtual event like a webinar<\/strong><\/a>.<\/p>\n<figure id=\"\" class=\"w-richtext-figure-type-image w-richtext-align-center\" data-rt-type=\"image\" data-rt-align=\"center\">\n<div id=\"\"><img decoding=\"async\" id=\"\" src=\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/wp-content\/uploads\/2023\/10\/5fbd7f806f88e94f967907e9_Z9tumT9aSUScNyQxen5w.png\" width=\"auto\" height=\"auto\" \/><\/div>\n<\/figure>\n<p id=\"\">\u200d<\/p>\n<h4 id=\"\"><strong id=\"\">2. How long should a virtual event be?<\/strong><\/h4>\n<p id=\"\">The short answer is\u2013\u2013it depends on your event. Is it a conference? Trade show? Meetup? Workshop? Fitness event? Entertainment performance? There&#8217;s no right answer.<\/p>\n<p id=\"\"><strong id=\"\">Fun fact<\/strong>: The average length of a RingCentral Events event is 31.7 hours, but remember, your event can be any length.<\/p>\n<p id=\"\">One reason the average length of a RingCentral Events event extends beyond 24 hours is that when you host a virtual event, you open up your potential audience to the entire globe, meaning <strong id=\"\">people all over the world can register<\/strong>. So, a 4-6 hour event on the ground may end up being in the range of 24 hours or more because more people are attending from different time zones.<\/p>\n<p id=\"\">Keep this in mind as you <strong id=\"\">serve an international audience<\/strong>. Don&#8217;t hesitate to schedule pre-recorded content to stream live during your local off-hours. Also, there&#8217;s no need to worry about any technical difficulties on RingCentral Events as <strong id=\"\">our support team is available 24\/7 with global coverage<\/strong>.<\/p>\n<p id=\"\">Finally, when creating your event schedule, don&#8217;t forget to leave time in between keynotes and main sessions for interactive content like networking, polls, booths, and live Q&amp;As that help attendees feel more connected to the content.<\/p>\n<p id=\"\">For example, if your networking timer is set to three minutes, you may want to build 5-6 minutes in between speaker segments to give attendees a chance to network and meet 1-2 people.<\/p>\n<figure id=\"\" class=\"w-richtext-figure-type-image w-richtext-align-center\" data-rt-type=\"image\" data-rt-align=\"center\">\n<div id=\"\"><img decoding=\"async\" id=\"\" src=\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/wp-content\/uploads\/2023\/10\/5fbd7f80270afa4a1b455baa_k9vlpqm7TsmhCpLRcTqO.png\" width=\"auto\" height=\"auto\" \/><\/div>\n<\/figure>\n<h4 id=\"\"><strong id=\"\">3. How does a virtual conference work?<\/strong><\/h4>\n<p id=\"\">A virtual conference can <strong id=\"\">use the same format as an in-person conference<\/strong> minus the physical space, travel, food, and other cost barriers and inconveniences.<\/p>\n<p id=\"\">The event can include large keynote presentations, smaller break-out groups, panel discussions, networking opportunities, training, games\u2014the possibilities are essentially endless depending on the platform you use.<\/p>\n<p id=\"\">With RingCentral Events, we&#8217;ve seen people do all sorts of amazing things at events, including get hired, watch football, and perform <a id=\"\" href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/saastock\/\"><strong id=\"\">DJ dance routines<\/strong><\/a>.<\/p>\n<p id=\"\">The major difference between a virtual conference and a physical conference is that attendees log in via a virtual event platform on their phone (often through <strong id=\"\">an event app<\/strong>), computer, or tablet. This makes the event <strong id=\"\">more inclusive, accessible, and valuable<\/strong>.<\/p>\n<p id=\"\">In other words, hosting a virtual conference can expand your audience while allowing you to provide the same conference experience, just in a virtual setting. And using a virtual event software doesn&#8217;t mean you can&#8217;t replicate in-person events \u2014 we&#8217;ve seen many companies do it well, including Figma, <a id=\"\" href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/wsj\/\"><strong id=\"\">The Wall Street Journal<\/strong><\/a>, <a id=\"\" href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/united-nations\/\"><strong id=\"\">United Nations<\/strong><\/a>, the <a id=\"\" href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/new-york-jets\/\"><strong id=\"\">NY Jets<\/strong><\/a>, and more.<\/p>\n<figure id=\"\" class=\"w-richtext-figure-type-image w-richtext-align-center\" data-rt-type=\"image\" data-rt-align=\"center\">\n<div id=\"\"><img decoding=\"async\" id=\"\" src=\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/wp-content\/uploads\/2023\/10\/5fbd7f81f7d54ec2536a6e4b_EmQlvBlDTKaAhrlOR0j5.png\" width=\"auto\" height=\"auto\" \/><\/div>\n<\/figure>\n<p id=\"\">\u200d<\/p>\n<h4 id=\"\"><strong id=\"\">4. How much should you charge for a virtual event?<\/strong><\/h4>\n<p id=\"\">Pricing is different for everyone. It largely <strong id=\"\">depends on a number of elements<\/strong>, such as your goals, audience, industry, speakers, event format, and so on.<\/p>\n<p id=\"\"><strong id=\"\">Typically, there are three options for pricing your virtual event:<\/strong><\/p>\n<ul id=\"\">\n<li id=\"\"><strong id=\"\">Make it fully free to attend<\/strong>: This is great for reaching large audiences, which helps with lead generation, sponsor value, and adding to the top of your marketing funnel.<\/li>\n<li id=\"\"><strong id=\"\">Charge for tickets<\/strong>: Paid virtual events can be major money-makers, especially if your event has personal networking, creative interaction, and high-value speakers. <a id=\"\" href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/exo\/\"><strong id=\"\">Learn how one RingCentral Events event generated more than $150,000 in ticket sales<\/strong><\/a>.\u00a0<strong id=\"\">Fun fact<\/strong>: The average ticket price for virtual events hosted on RingCentral Events to date is $35.37.<\/li>\n<li id=\"\"><strong id=\"\">A combination of both<\/strong>: Most often, we see event organizers offer both free and paid tickets for their virtual events. This not only makes your event more flexible and accessible but it also supercharges your earning potential, allowing you to tap into both ticket revenue <em id=\"\">and<\/em> sponsor revenue. For example, <strong id=\"\">one organizer made $220,000 from sponsor revenue<\/strong> and another six-figures in ticket revenue.<\/li>\n<\/ul>\n<p id=\"\">Remember, every event is different and your pricing should <strong id=\"\">match the experience and value you&#8217;re providing<\/strong> at your event.<\/p>\n<h4 id=\"\"><strong id=\"\">5. How do you keep attendees engaged at a virtual event?<\/strong><\/h4>\n<p id=\"\">The best way to keep attendees engaged at a virtual event is by letting them meet one another. At RingCentral Events, we believe <strong id=\"\">people are the most interesting part of an event<\/strong>. So we make it easy for people to <strong id=\"\">discover new connections<\/strong> at every event hosted on our platform.<\/p>\n<p id=\"\">To connect people, <strong id=\"\">leverage interactive features<\/strong> such as polls, two-way Q&amp;A sessions, group chats, <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/increase-engagement-at-your-virtual-event-with-gamification\/\"><strong id=\"\">gamification<\/strong><\/a>, interactive demos, sponsor giveaways, watch parties, and more. These features help attendees meet one another and contribute to the experience, while also keeping easy online distractions at bay.<\/p>\n<div><\/div>\n<p id=\"\">\u200d<\/p>\n<figure id=\"\" class=\"w-richtext-figure-type-image w-richtext-align-center\" data-rt-type=\"image\" data-rt-align=\"center\">\n<div id=\"\"><img decoding=\"async\" id=\"\" src=\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/wp-content\/uploads\/2023\/10\/5fbd7f80553c140c6db4a8a8_5DkFPri8S3u83y3JGsWd.png\" width=\"auto\" height=\"auto\" \/><\/div>\n<\/figure>\n<h4 id=\"\"><strong id=\"\">6. What happens after a virtual event?<\/strong><\/h4>\n<p id=\"\">You\u2019ll want to <strong id=\"\">capitalize on the momentum of your event experience<\/strong> and extend its lifetime value after it\u2019s over. You can also collect learnings from the virtual event and use them to inform your strategy going forward.<\/p>\n<p id=\"\"><strong id=\"\">Post-event, it&#8217;s best practice to:<\/strong><\/p>\n<ul id=\"\">\n<li id=\"\"><strong id=\"\">Follow up with attendees<\/strong>: Share event content, additional resources, videos, and session synopses. Ask for feedback with polls or surveys and create a call to action for future engagement.<strong id=\"\">\u200d<\/strong><\/li>\n<li id=\"\"><strong id=\"\">Review analytics<\/strong>: Dive into what worked and what didn\u2019t, and try to find areas for improvement. Use this information to optimize future events and other initiatives such as marketing, recruitment, and lead generation.<strong id=\"\">\u200d<\/strong><\/li>\n<li id=\"\"><strong id=\"\">Repurpose content<\/strong>: Use the assets created for and during the event to post on organic and paid social media channels and to repurpose for other content channels and sales initiatives.<strong id=\"\">\u200d<\/strong><\/li>\n<\/ul>\n<div><\/div>\n<h2 id=\"\"><strong id=\"ideas\">Virtual event ideas and examples<\/strong>\u200d<\/h2>\n<p id=\"\">Plenty of companies and organizations have been holding remote workshops, conferences, and webinars for years. However, as in-person gatherings have become more challenging to host\u2013\u2013if not impossible, at times\u2013\u2013virtual events have grown tremendously in popularity and value.<\/p>\n<h3 id=\"\"><strong id=\"\">Some virtual event examples include:\u00a0<\/strong><\/h3>\n<h4 id=\"\"><strong id=\"\">Marketing<\/strong><\/h4>\n<ul id=\"\">\n<li id=\"\"><a id=\"\" href=\"https:\/\/www.ringcentral.com\/gb\/en\/blog\/virtual-conference\/\"><strong id=\"\">Virtual conferences<\/strong><\/a> and summits<\/li>\n<li id=\"\">Festivals<\/li>\n<li id=\"\">Competitions and award shows<\/li>\n<li id=\"\">Expos and <strong id=\"\">virtual trade shows<\/strong><strong id=\"\">\u00a0<\/strong>\u200d<\/li>\n<li id=\"\"><a href=\"https:\/\/www.ringcentral.com\/gb\/en\/blog\/what-is-a-webinar\/\">Webinars<\/a>\u00a0<strong id=\"\">\u200d<\/strong><\/li>\n<\/ul>\n<h4 id=\"\"><strong id=\"\">Internal communications<\/strong><\/h4>\n<ul id=\"\">\n<li id=\"\"><strong id=\"\">Online training and workshops<\/strong>\u00a0<a id=\"\" href=\"https:\/\/hopin.com\/blog\/sko-2021-and-beyond\"><strong id=\"\">\u200d<\/strong><\/a><\/li>\n<li id=\"\"><strong id=\"\">Sales kickoffs<\/strong>\u00a0<strong id=\"\">\u200d<\/strong><\/li>\n<\/ul>\n<h4 id=\"\"><strong id=\"\">Recruiting<\/strong><\/h4>\n<ul id=\"\">\n<li id=\"\"><strong id=\"\">Virtual career fairs<\/strong> and virtual hiring events<\/li>\n<\/ul>\n<h4 id=\"\"><strong id=\"\">Nonprofits and education<\/strong><\/h4>\n<ul id=\"\">\n<li id=\"\">Galas and fundraising events<\/li>\n<li id=\"\"><a href=\"https:\/\/www.ringcentral.com\/gb\/en\/blog\/an-in-depth-guide-to-online-learning-courses\/\">Classes<\/a><\/li>\n<li id=\"\">Student Orientation<\/li>\n<li id=\"\">Commencements and graduations<strong id=\"\">\u200d<\/strong><\/li>\n<\/ul>\n<h4 id=\"\">\u200d<strong id=\"\">Social gatherings<\/strong><\/h4>\n<ul id=\"\">\n<li id=\"\">Weddings and other milestone celebrations<\/li>\n<li id=\"\">Social club meetings and community events<\/li>\n<li id=\"\">Health events and workout classes<\/li>\n<li id=\"\">Entertainment<\/li>\n<\/ul>\n<p id=\"\">In many cases, virtual events can be better, more affordable, and generate more insights than physical events. They allow you to carefully track metrics, such as which sessions were the most popular, and gather more behavioral information about attendees. That information can be critical to planning your next event or marketing your products and services.<\/p>\n<p id=\"\"><strong id=\"\">Let&#8217;s look at seven virtual event ideas and some real-life examples as inspiration<\/strong>:<\/p>\n<h4 id=\"\"><strong id=\"\">1. Create a virtual event series<\/strong><\/h4>\n<p id=\"\">When the pandemic hit, <a id=\"\" href=\"https:\/\/thenextweb.com\/\"><strong id=\"\">The Next Web<\/strong><\/a> was forced to postpone its popular annual conference, TNW2020. After brainstorming about <strong id=\"\">how to move the event online<\/strong> successfully, they decided to <a id=\"\" href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/the-next-web\/\"><strong id=\"\">host a series of events called &#8220;Couch Conferences.&#8221;<\/strong><\/a><strong id=\"\">\u200d<\/strong><\/p>\n<p id=\"\">Each event focused on a specific technology topic, such as digital marketing or how retailers use technology. Using RingCentral Events, they hosted a total of nine events with an incredible 276 speakers over 78 sessions.<\/p>\n<p id=\"\">The results were impressive. Throughout their virtual conference series, TNW had <strong id=\"\">more than 20,000 attendees<\/strong> and delivered more than 35 hours of quality, online conference content.<\/p>\n<p id=\"\">In the end, TNW culminated its series by hosting the grand finale as their annual conference <strong id=\"\">TNW2020 on RingCentral Events<\/strong>, where tens of thousands of people showed up, including some of the world\u2019s biggest brands such as Google, Facebook, Spotify, IBM, Snap inc., and 200+ more to share their expert insights on what\u2019s next in technology.<\/p>\n<figure id=\"\" class=\"w-richtext-figure-type-video w-richtext-align-center\" style=\"padding-bottom: 33.75%;\" data-rt-type=\"video\" data-rt-align=\"center\" data-rt-max-width=\"\" data-rt-max-height=\"33.75%\" data-rt-dimensions=\"0:0\" data-page-url=\"\">\n<div id=\"\"><iframe src=\"https:\/\/www.youtube.com\/embed\/Ck2LLBT_Otc\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\" sandbox=\"allow-same-origin allow-scripts allow-presentation\"><\/iframe><\/div>\n<\/figure>\n<p id=\"\">\u200d<\/p>\n<h4 id=\"\"><strong id=\"\">2. Provide networking opportunities<\/strong>\u200d<\/h4>\n<p id=\"\">Networking is one of the biggest benefits of attending in-person conferences and events. At almost any event, there are plenty of chances to talk to other attendees while you wait for a session to start or when you&#8217;re in line to grab lunch.<\/p>\n<p id=\"\">Translating networking opportunities to a virtual event requires even less effort\u2014with even more benefits.<\/p>\n<p id=\"\">At <a id=\"\" href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/techcrunch-disrupt\"><strong id=\"\">TechCrunch Disrupt 2020<\/strong><\/a>, the renowned CrunchMatch networking experience took place on RingCentral Events, where thousands of attendees, startups, investors, and more met over one-on-one live video inside the Disrupt event on RingCentral Events \u2014 no need to create separate meetings outside the event. This enabled the event to have a <strong id=\"\">seamless, high-quality networking<\/strong> capability.<\/p>\n<div><\/div>\n<p id=\"\">\u200d<\/p>\n<figure id=\"\" class=\"w-richtext-figure-type-video w-richtext-align-center\" style=\"padding-bottom: 33.75%;\" data-rt-type=\"video\" data-rt-align=\"center\" data-rt-max-width=\"\" data-rt-max-height=\"33.75%\" data-rt-dimensions=\"0:0\" data-page-url=\"\">\n<div id=\"\"><iframe src=\"https:\/\/www.youtube.com\/embed\/hSPhIiZi_Mc\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\" sandbox=\"allow-same-origin allow-scripts allow-presentation\"><\/iframe><\/div>\n<\/figure>\n<h4 id=\"\"><strong id=\"\">3. Offer on-demand content<\/strong>\u200d<\/h4>\n<p id=\"\">Building an <strong id=\"\">interactive online experience<\/strong> is critical to any virtual event\u2019s success, and <a id=\"\" href=\"https:\/\/about.gitlab.com\/\"><strong id=\"\">GitLab<\/strong><\/a> knocked it out of the park with its interactive, company-wide event Contribute 2020. As the largest all-remote company globally, GitLab understands the importance of in-person events to help remote teams bond.<\/p>\n<p id=\"\">In fact, they hold an annual in-person event every year to bring their whole team together. Then, of course, COVID happened.<\/p>\n<p id=\"\">The planning team had to pivot to an online format, but they weren&#8217;t sure how to get the same networking and bonding experience online.<\/p>\n<p id=\"\">Using RingCentral Events, they were able to <a id=\"\" href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/gitlab\/\"><strong id=\"\">host a live 1,200-person event<\/strong><\/a> spread out over multiple days (to account for time zones). The program involved two keynotes, several workshops, D&amp;I roundtable discussions, and a final themed party with costumes encouraged.<\/p>\n<p id=\"\">Using features like live presentations from the leadership team, an awards ceremony, live polls, and Q&amp;A sessions, they were able to keep their entire team engaged and excited\u2014even though they were thousands of miles apart.<\/p>\n<p id=\"\">To get the most out of their content, GitLab used the recordings from RingCentral Events of the first half of their event to play on-demand in the Expo area. This format worked well for <strong id=\"\">making information accessible to all attendees<\/strong> no matter where teammates were based.<\/p>\n<figure id=\"\" class=\"w-richtext-figure-type-image w-richtext-align-center\" data-rt-type=\"image\" data-rt-align=\"center\">\n<div id=\"\"><img decoding=\"async\" id=\"\" src=\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/wp-content\/uploads\/2023\/10\/5fbd7f80f6de1c335aaf7b74_nkQAbeQ1RxmacC71pfha.png\" width=\"auto\" height=\"auto\" \/><\/div>\n<\/figure>\n<p id=\"\">\u200d<\/p>\n<h4 id=\"\"><strong id=\"\">4. Host weekly events<\/strong>\u200d<\/h4>\n<p id=\"\">Many virtual events are one-off events such as a conference, training for a new feature, or even announcing a new product. However, there is a lot of value in <strong id=\"\">hosting weekly online events and internal meetings<\/strong>.<\/p>\n<p id=\"\">If you build in various modes of personal interaction and &#8220;movement&#8221; inside your event, attendees can <strong id=\"\">meaningfully connect<\/strong> with fellow co-workers, prospects, customers, or just other industry professionals.<\/p>\n<p id=\"\">The <a id=\"\" href=\"https:\/\/www.ciachef.edu\/\"><strong id=\"\">Culinary Institute of America<\/strong><\/a> hosted <a id=\"\" href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/culinary-institute\/\"><strong id=\"\">a five-week event series called the Global Plant-Forward Culinary Summit<\/strong><\/a>.<\/p>\n<p id=\"\">A highlight of the attendee experience was the ability to view culinary demonstrations from chefs around the world bringing their kitchens to the screen, along with some live dialogue and Q&amp;A with the chef on stage.<\/p>\n<p id=\"\">Weekly events can also be standing and used to provide customer or developer support, offer mentorships, or just meet for coffee and chat with other industry professionals.<\/p>\n<p id=\"\">These events can be casual; they don&#8217;t even need a fancy agenda. One way to do this with RingCentral Events is to leave out the Stage and Expo areas and just publish an event with Sessions and Networking. This creates a more intimate environment that is ideal for cross-team communication and team-building.<\/p>\n<p id=\"\">\u200d<\/p>\n<figure id=\"\" class=\"w-richtext-figure-type-image w-richtext-align-center\" data-rt-type=\"image\" data-rt-align=\"center\">\n<div id=\"\"><img decoding=\"async\" id=\"\" src=\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/wp-content\/uploads\/2023\/10\/5fbd7f8011c26815cefbc5c8_y6efA4ixTm2fVp0yok4n.png\" width=\"auto\" height=\"auto\" \/><\/div>\n<\/figure>\n<p id=\"\">\u200d<\/p>\n<h4 id=\"\"><strong id=\"\">5. Invite high-profile leaders to present<\/strong>\u200d<\/h4>\n<p id=\"\">One of the highlights of large conferences is the chance to hear\u2014and maybe meet\u2014<strong id=\"\">high-profile industry leaders<\/strong>. Luckily, that draw is easy to recreate in a digital format by inviting leading industry professionals to present.<\/p>\n<p id=\"\">Attendees who follow those leaders are more likely to attend to hear what their favorite industry professional has to say.<\/p>\n<p id=\"\">And, because you won&#8217;t have to cover transportation and accommodation costs, you can likely <strong id=\"\">land busy, in-demand speakers at a much lower rate<\/strong>.<\/p>\n<div><\/div>\n<p id=\"\">\u200d<\/p>\n<div><\/div>\n<h4 id=\"\"><strong id=\"\">6. Host panel discussions<\/strong>\u200d<\/h4>\n<p id=\"\">Panel discussions bring together two or more experts to discuss and analyze a specific topic. They can be more engaging than single-person presentations, as the <strong id=\"\">back-and-forth, in-the-moment conversations<\/strong> (and sometimes jokes) tend to be interesting to folks on the other side of the screen.<\/p>\n<p id=\"\">If you have more than two panelists, consider designating a moderator to help keep the conversation flowing. They can be in charge of fielding questions from the audience, bringing audience members on screen, and asking questions from the audience chat. Here&#8217;s a screenshot from an event that Knotch and Salesforce hosted on RingCentral Events featuring Gwyneth Paltrow, Marc Benioff, and Ambassador Susan Rice.<\/p>\n<figure id=\"\" class=\"w-richtext-figure-type-image w-richtext-align-center\" data-rt-type=\"image\" data-rt-align=\"center\">\n<div id=\"\"><img decoding=\"async\" id=\"\" src=\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/wp-content\/uploads\/2023\/10\/5fbd7f8027d688c897b9a4d0_sF5nUAXgQKWWYOrVnvqa.png\" width=\"auto\" height=\"auto\" \/><\/div>\n<\/figure>\n<h4 id=\"\"><strong id=\"\">7. Make it interactive<\/strong>\u200d<\/h4>\n<p id=\"\">One of the biggest challenges of hosting a virtual event has historically been being able to meet other attendees. How do you build a relationship with people when you can&#8217;t make direct eye contact, bump into them on the way to the happy hour, or ask in-person questions?<\/p>\n<p id=\"\">Many platforms have limitations here. With RingCentral Events, you can host virtual events without limits. As you can see from the examples above and below, there are <strong id=\"\">multiple ways to connect with and engage attendees<\/strong>.<\/p>\n<p id=\"\">For example, the <a id=\"\" href=\"https:\/\/www.nd.edu\/\"><strong id=\"\">University of Notre Dame<\/strong><\/a> successfully <a id=\"\" href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/notre-dame\/\"><strong id=\"\">took their football stadium virtual<\/strong><\/a>. They took watching football to a new level, introducing exciting elements to delight Fighting Irish fans.<\/p>\n<p id=\"\">It doesn&#8217;t stop there. You can have <a id=\"\" href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/wedding\/\"><strong id=\"\">a happy wedding on RingCentral Events<\/strong><\/a>, enjoy yoga sessions at <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/unilever\/\"><strong id=\"\">a beauty pop up event<\/strong><\/a>, host a fundraising event or even watch Dave Cremin, worldwide magician, <strong id=\"\">perform magic<\/strong>.<\/p>\n<figure id=\"\" class=\"w-richtext-figure-type-video w-richtext-align-center\" style=\"padding-bottom: 33.75%;\" data-rt-type=\"video\" data-rt-align=\"center\" data-rt-max-width=\"\" data-rt-max-height=\"33.75%\" data-rt-dimensions=\"0:0\" data-page-url=\"\">\n<div id=\"\"><iframe src=\"https:\/\/www.youtube.com\/embed\/iUBKYznxGbo\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\" sandbox=\"allow-same-origin allow-scripts allow-presentation\"><\/iframe><\/div>\n<\/figure>\n<p id=\"\">Looking for even more ideas? Take a look at some <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/global-virtual-events-examples\/\"><strong id=\"\">innovative virtual events from around the world<\/strong><\/a>, and these <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/top-14-virtual-event-ideas-and-use-cases\/\"><strong id=\"\">14 virtual event ideas and use cases<\/strong><\/a>.<\/p>\n<div><\/div>\n<h2 id=\"\"><strong id=\"platform\">Video conferencing tools vs. virtual event platforms<\/strong><\/h2>\n<p id=\"\"><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/video-conferencing-software\/\"><strong id=\"\">Video conferencing tools<\/strong><\/a> can work well for smaller groups. If you\u2019re hosting a one-on-one or small-team meeting, these platforms are effective.<\/p>\n<p id=\"\">But video conferencing platforms do have<strong id=\"\"> limited functionality and they are focused on efficiency<\/strong>. They aren\u2019t tailor-made for virtual events with highly interactive presentations or productions that require high-quality video streaming and large-scale setups.<strong id=\"\">\u200d<\/strong><\/p>\n<p id=\"\"><strong id=\"\">When to use video conferencing tools:\u00a0<\/strong><\/p>\n<ul id=\"\">\n<li id=\"\">Small-group meetings<\/li>\n<li id=\"\">One-on-one conversations<\/li>\n<li id=\"\">Small-scale social gatherings<\/li>\n<\/ul>\n<p id=\"\"><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/what-is-a-hybrid-event\/\"><strong id=\"\">Virtual event platforms<\/strong><\/a> provide an <strong id=\"\">all-in-one, branded event destination<\/strong>, including <strong id=\"\">multiple virtual spaces<\/strong> for different types of content and interactions. These platforms take a physical event venue and shift the experience to an online format.<\/p>\n<p id=\"\">If you\u2019re hosting a virtual event that stretches beyond a small group (and up to 100,000 attendees), you need a platform that supports that scale and has all the functionality you need. Virtual event platforms give you <strong id=\"\">greater control over your content, audience experience, and branding<\/strong>.<strong id=\"\">\u200d<\/strong><\/p>\n<p id=\"\"><strong id=\"\">Some valuable features of these platforms are:<\/strong>\u200d<\/p>\n<ul id=\"\">\n<li id=\"\"><strong id=\"\">Multi-room virtual venues:<\/strong> Many different virtual spaces to accommodate a variety of content, programming, and attendee engagement.<strong id=\"\">\u200d<\/strong><\/li>\n<li id=\"\"><strong id=\"\">One-on-one networking: <\/strong>Video networking capabilities that allow participants to make one-on-one connections separately within the context of a larger event.<strong id=\"\">\u200d<\/strong><\/li>\n<li id=\"\"><strong id=\"\">Branding options:<\/strong> Virtual conference platforms give you the flexibility to create a high-quality look and feel for your event. Your online venue can also serve to immerse attendees in your brand. Take a look at <a id=\"\" href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/atlantic-festival\"><strong id=\"\">how The Atlantic Festival exposed attendees to their brand during a virtual event<\/strong>.<\/a><strong id=\"\">\u200d<\/strong><\/li>\n<li id=\"\"><strong id=\"\">Interactive features:<\/strong> With features built to drive engagement, your online audience can easily ask questions or participate in sessions in multiple ways. The event experience can feature live Q&amp;A sessions, interactive polls, collaboration functionality, games, and more. These elements are designed to make online participants part of the experience, not just spectators. It\u2019s what distinguishes a virtual event from watching a live stream.<strong id=\"\">\u200d<\/strong><\/li>\n<li id=\"\"><strong id=\"\">Live video production tools:<\/strong> Advanced platforms and integrations like RingCentral Events and <a id=\"\" href=\"https:\/\/streamyard.com\/\"><strong id=\"\">StreamYard<\/strong><\/a> give you the ability to elevate the production value of your live video content right within the platform. You can add professional touches like lower-third graphics, on-screen CTAs, a variety of split-screens, screen-sharing ability, and more\u2014details that <strong id=\"\">make your virtual event polished<\/strong>.<strong id=\"\">\u200d<\/strong><\/li>\n<li id=\"\"><strong id=\"\">Event analytics and data: <\/strong>Virtual event platforms give you a deep, cohesive view of audience data.<\/li>\n<\/ul>\n<p id=\"\"><strong id=\"\">This comprehensive data includes:<\/strong>\u200d<\/p>\n<ul id=\"\">\n<li id=\"\">Registrations<\/li>\n<li id=\"\">Attendee data<\/li>\n<li id=\"\">Expo booth data, including Expo visitors and leads<\/li>\n<li id=\"\">Ticket sales<\/li>\n<li id=\"\">Average time spent in the event<\/li>\n<li id=\"\">Total comments and chat transcripts<\/li>\n<li id=\"\">Stage visitors<\/li>\n<li id=\"\">Session visitors<\/li>\n<li id=\"\">Networking participants<\/li>\n<li id=\"\">Number of connections made<\/li>\n<li id=\"\">Average user rating (NPS) and feedback<\/li>\n<li id=\"\">Poll data<\/li>\n<\/ul>\n<h2 id=\"\">\u200d<strong id=\"\">Conclusion<\/strong>\u200d<\/h2>\n<p id=\"\">Your event audience has found <strong id=\"\">new ways to connect<\/strong>, and they\u2019re ready to maintain digital experiences as part of their lives. And now you\u2019re equipped to <strong id=\"\">create an impactful virtual event from anywhere<\/strong>.<\/p>\n<p id=\"\">The best virtual events find ways to smartly mirror the in-person experience by providing engaging and uniquely interactive content and networking opportunities. There is a whole world of creativity we&#8217;ve only started to explore.<\/p>\n<p id=\"\">We hope the few examples of virtual events in this article gave you a little inspiration for your next event\u2014be it for yogis, poker players, magicians, developers, musicians, chefs, startups, team members, or anyone\u00a0else!<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Hopin is now RingCentral Events Virtual events were on the rise pre-pandemic, acted as a lifeline in 2020, and have now become a staple of almost every event strategy due to their proven business impact. \u200dMore than 70% of event planners say a digital component will continue to be a key part of their approach. &#8230;<\/p>\n","protected":false},"author":1067,"featured_media":58316,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[43333],"tags":[],"class_list":["post-55269","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-events"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v19.3 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>The RingCentral Events Guide to Virtual Events | RingCentral Blog<\/title>\n<meta name=\"description\" content=\"Explore the benefits, practical insights, and innovative examples to enhance your event planning and engagement.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/hopin-guide-virtual-events\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"The RingCentral Events Guide to Virtual Events\" \/>\n<meta property=\"og:description\" content=\"Explore the benefits, practical insights, and innovative examples to enhance your event planning and engagement.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/hopin-guide-virtual-events\/\" \/>\n<meta property=\"og:site_name\" content=\"RingCentral Blog\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/ringcentral\" \/>\n<meta property=\"article:published_time\" content=\"2022-09-01T07:00:00+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2025-03-13T13:59:05+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/wp-content\/uploads\/2022\/09\/Z1.png\" \/>\n\t<meta property=\"og:image:width\" content=\"960\" 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