Introduction
Event hosting has changed a lot in recent years. In the past, most events happened in person. Now, many businesses and event planners use remote and virtual events. This shift has made event planning more cost-effective and flexible.
The global virtual events market is projected to reach $297.16 billion by 2030, growing at a compound annual growth rate (CAGR) of 20% from 2025 to 2030. This growth highlights the increasing adoption of virtual platforms for hosting events such as webinars, conferences, and trade shows, driven by the shift towards remote work and hybrid models (Grand View Research, 2025).
Video conferencing plays a big role in making remote events successful. It allows people to connect in real time, no matter where they are. Whether it’s a small business meeting or a large conference, video conferencing helps event planners reach a wider audience.
Businesses use this technology to host product launches, team meetings, and even networking events. Instead of spending big budgets on venues and travel, companies can now focus on making their events engaging and interactive.
In this blog, we will explore how remote event hosting works, the tools you need, and how to plan an event that keeps people interested.
Understanding Remote Event Hosting
Remote event hosting allows people to join an event online instead of attending in person. This can include webinars, conferences, product launches, and more.
Virtual events significantly reduce costs compared to in-person gatherings by eliminating expenses like venue rentals, catering, travel, and accommodations. For example, hosting online can save businesses up to 50% of their event budget (Scoocs, 2024). With the rise of online events, businesses can now reach a wide range of people without the need for travel.
Video conferencing has changed the way the event planning process works. It lets speakers and attendees interact in real time, making events more engaging. Live Q&As, polls, and networking opportunities help create an interactive experience.
There are many benefits to remote event hosting. It saves costs, allows businesses to connect with a global audience, and offers flexibility. Compared to in-person events, virtual events are easier to manage and more accessible.
Different types of events include:
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Webinars – Educational or training sessions online.
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Conferences – Large gatherings with multiple speakers.
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Product Launches – Introducing new products to customers and media.
By using the right tools and planning well, businesses can create successful events that keep their audience engaged.
Read more: Boosting Audience Engagement at Virtual Events
Planning a Remote Event: Key Considerations
Planning a remote event takes careful thought. You need to decide on the type of event, choose the right tools, and set a budget. Here are the key steps:
Define the Type of Event
Will it be a webinar, a conference, or a product launch? Each type has different needs and goals. A webinar may need a simple video conferencing setup, while a conference might require breakout rooms and multiple speakers.
Use Event Management Software
This helps with scheduling, registrations, and attendee management. Platforms like Eventbrite and Hopin can simplify the process and provide insights into attendee engagement.
Create An Event Website
A website provides details about the event, including speakers, schedules, and sign-up forms. It also serves as a hub for updates, recordings, and additional resources after the event.
Identify Your Target Audience
Knowing who you want to reach helps you design content that fits their needs. Tailoring the content to their interests increases engagement and satisfaction.
Set a Budget
A well-planned budget ensures you spend wisely on video conferencing, marketing, and other key areas. Consider costs for technology, promotion, and technical support.
Assign Team Members
Event organisers should delegate tasks like tech support, guest coordination, and promotions. Having a dedicated team ensures smooth operations before, during, and after the event.
By following these steps, businesses can plan an event that runs smoothly and keeps the audience engaged.
Read more: Optimising Workflows with Video Conferencing for Meetings
Essential Tools for Hosting a Virtual Event
The right tools can make or break a virtual event. Here are the most important ones:
Video Conferencing Software
Choose modern platforms that provide real-time interaction. For larger events, consider software with webinar capabilities and audience engagement features.
Live Streaming Tools
Live streams help reach a wider audience and make events more dynamic. Platforms like YouTube Live and Facebook Live allow real-time broadcasting to a large number of viewers.
Event Website
A well-designed site helps with event registration and keeps attendees informed. It can also feature speaker bios, event schedules, and post-event content for continued engagement.
Mobile Compatibility
Ensure your platform works on mobile devices so people can join from anywhere. A mobile-friendly platform improves accessibility and increases attendance rates.
Customer Service Support
Having a help desk or chatbot can assist attendees with technical issues. A dedicated support team ensures a smooth experience for participants.
Choosing high-quality tools ensures a smooth event experience and helps businesses make a strong impression on their audience.
Read more: Hybrid Work Success: Balancing Office and Virtual Teams
Marketing Your Remote Event
Virtual events enable organisations to connect with global audiences seamlessly, with 45% of registrants attending live sessions and 49% of marketers identifying audience engagement as the key factor for successful events (Bennett, 2025). Hence, a good marketing strategy is key to attracting attendees. Here are some effective ways to promote your event:
Email Marketing
Send invites and reminders to your target audience. Personalised emails with clear details and call-to-actions improve sign-ups.
Social Media Promotion
Use platforms like LinkedIn, Instagram, X, and Facebook to generate buzz. Create engaging posts, videos, and countdowns to build excitement.
Marketing Campaigns
Run paid ads or influencer collaborations to reach more people. Facebook Ads, Google Ads, and LinkedIn Sponsored Content can drive targeted traffic.
Blog Posts
Write about the event to build interest and keep people informed. Share behind-the-scenes content, speaker interviews, and industry insights.
Networking Opportunities
Encourage attendees to share the event with their connections. Create a community space, such as a LinkedIn group, to foster discussions before and after the event.
For small businesses, remote event hosting is a great way to reach more people without high costs. Creating an event that offers valuable content and networking opportunities will help make it a success.
Hosting the Event: Best Practices
Now that your event is planned and promoted, here are some best practices for a smooth live event:
Test Your Setup
Check audio, video, and internet connections before going live. Run a rehearsal with speakers and moderators to ensure everything works properly.
Engage in Real-Time
Use Q&A sessions, polls, and live chats to keep attendees interested. Encourage audience participation to make the event interactive and memorable.
Ensure High-Quality Video
A clear and professional setup makes a good impression. Invest in good lighting, microphones, and cameras for a polished presentation.
Work As A Team
Event planners and organisers should be ready to troubleshoot any issues. A dedicated technical support team can help address problems quickly.
Keep The Audience Engaged
Plan interactive segments so attendees stay involved. Use breakout rooms, networking sessions, and gamification to maintain interest.
A well-hosted event leaves a lasting impact and increases the chances of future engagement with your brand.
Read more: Emerging Trends in Video Conferencing for 2025
Post-Event Engagement and Analysis
A successful event does not end when the last speaker finishes. Post-event engagement is just as important. Here’s what you should do:
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Follow up with attendees. Use customer service to gather feedback. Send emails thanking participants and providing highlights.
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Share on social media. Post-event highlights, key takeaways, and recordings to keep the engagement going. Encourage attendees to share their experiences.
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Update your event website. Add event summaries, speaker slides, and replays for those who missed it.
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Analyse event performance. Use event management software to track attendance, engagement levels, and feedback.
Encourage networking opportunities. Keep the conversation going through follow-up meetings or online groups.
Conclusion
Remote event hosting has transformed how businesses connect with audiences. With the right event planning strategy, marketing efforts, and real-time engagement, businesses can host successful events that leave a lasting impact. By using video conferencing and online platforms, event organisers can make events more accessible and engaging. Whether you are a small business or a large company, embracing online events can help you grow your audience and build strong connections.
Continue reading: Top Video Conferencing Tools for Business Events
References
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Bennett, S. (2025, March 24). Virtual Event Platforms Statistics 2025. LLC Buddy
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Grand View Research. (2025). Virtual Events Market Size, Share & Trends Analysis Report By Event Type, By Component, By Establishment Size, By End Use, By Application, By Industry Vertical, By Use Case, By Region, And Segment Forecasts, 2025 - 2030. Grand View Research
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Scoocs. (2024). Budget-Friendly Advantages: How Virtual Events Offer Unexpected Savings Compared to Onsite Gatherings. Scoocs