How to host a virtual event: The best platforms for hosting and streaming online & hybrid events

Hosting a virtual event gives you the opportunity to reach people far beyond a single venue, whether you're running a training session, a conference, a fundraiser, or a paid workshop. Technology has made online events more accessible than ever, but creating an experience that people genuinely enjoy still takes careful planning.

In this guide, you'll learn how to host a virtual event from start to finish, along with a detailed comparison of the best platforms for online events and event streaming. Whether you're planning your first online event or looking to improve your existing setup, you'll find practical advice to help you choose the right tools and deliver a better attendee experience.

What is a virtual event?

A virtual event is any event that takes place online rather than at a physical venue. Attendees join remotely using a computer, tablet, or smartphone, allowing them to watch presentations, participate in discussions, network with other attendees, or take part in interactive activities from anywhere with an internet connection.

Types of virtual events

Virtual events can take a whole host of different forms depending on your goals and audience:

• Webinars: Online presentations designed to educate attendees, share expertise, or showcase products and services.
• Conferences: Multi-session events that bring together speakers, attendees, sponsors, and networking opportunities in a virtual environment.
• Workshops: Interactive sessions focused on learning, collaboration, and hands-on participation.
• Networking events: Online gatherings designed to help attendees connect, build relationships, and exchange ideas.
• Virtual classes: Live or pre-recorded educational sessions delivered remotely to students or participants.
• Fundraisers: Online events that encourage donations and supporter engagement through activities, entertainment, or guest speakers.
• Product launches: Virtual events used to introduce new products, services, or initiatives to customers, partners, or the media.

Virtual events vs hybrid events

Virtual events take place entirely online, while hybrid events combine a physical venue with a virtual experience for remote attendees.

A virtual event is often the best choice when your priority is reaching the widest possible audience while keeping costs and logistics relatively simple. Hybrid events require more planning and technology, but they allow attendees to choose between participating in person or joining remotely.

Which format you go with will depend on your audience, budget, and event goals. If face-to-face interaction is a key part of the experience, a hybrid event may be worth the additional complexity. If accessibility, convenience, and reach are your priorities, a fully virtual event will usually be the better fit.

How do you know if you should be hosting a virtual event?

Virtual events can help you reach more people and reduce overheads, while creating flexible experiences that attendees can join from almost anywhere. Before choosing your format, it helps to understand both the advantages and the practical challenges that come with running an event online.

The key benefits of virtual events

• Reach a global audience: Attendees can join from different cities, countries, and time zones without the cost or inconvenience of travelling.
• Lower venue costs: You can avoid expenses associated with hiring event spaces, catering, accommodation, and on-site logistics.
• Better accessibility: Online events can be easier to attend for people with mobility requirements, limited budgets, or busy schedules.
• More attendee data: Virtual platforms often provide detailed insights into registrations, attendance, engagement, and session popularity.
• Content can be repurposed: Recorded sessions can be shared on demand and reused in marketing campaigns, or even turned into future content.

Some challenges to be aware of

• Audience engagement: Keeping attendees actively involved requires well thought-out content, interaction, and pacing throughout the event.
• Technical issues: From internet connectivity to audio quality and platform reliability, glitches can happen, ultimately affecting the attendee experience.
• Screen fatigue: Long sessions can make it harder to maintain attention, particularly during all-day events.
• Time zones: Scheduling becomes more complex when your audience is spread across multiple regions.

How to host a virtual event in 11 steps

The following 11 steps will guide you through the full process of planning a virtual or hybrid event, from choosing the right format to measuring your event's success afterwards.

1. Define your event goals

Before choosing a platform, inviting speakers, or promoting your event, take time to define what success looks like. Your goals will influence every decision that follows, from the format you choose to the metrics you track afterwards.

For some events, success is measured by lead generation and the number of qualified prospects who register or attend. Others are designed to generate revenue through ticket sales, memberships, or paid access. You may be focused on educating your audience, building a community around a shared interest, or raising money for a charitable cause.

A well-defined set of goals makes planning much easier because it gives you a framework for every decision. Whether you're selecting a platform, setting ticket prices, or planning your agenda, you'll have a better way to evaluate what supports your event and what doesn't.

2. Understand your target audience

Understanding your target audience is critical for effective marketing and an enriching event that resonates strongly with attendees. Ask yourself who will care about attending, what would make the event worth their time, and which format will suit them best. 

Think about their age, job, interests, social media habits, networking goals, skill gaps, and preferred learning style. The deeper you go, the better equipped you’ll be to create an event that feels relevant and valuable to attendees.

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3. Choose your preferred virtual event format

Which virtual event format is best for you will depend on what you're trying to achieve. A webinar can work well for sharing expertise with a large audience, while a workshop is better suited to hands-on learning and discussion. If relationship-building is your priority, a networking session may be a better fit than a presentation-led event. 

4. Choose your event tech stack

Most virtual events rely on several tools working together rather than a single all-in-one platform. Before comparing software options, it's helpful to understand the role each type of platform plays within your event setup.

Streaming platforms

Streaming platforms deliver your live content to attendees through webinars, meetings, or live broadcasts.

Examples: YouTube Live, Vimeo Events, StreamYard, Restream.

All-in-one virtual event platforms

Virtual event platforms combine multiple functions, including streaming, networking, exhibitor spaces, attendee engagement, and event management tools.

Examples: Zoom Events, Accelevents, Eventify, Airmeet.

Engagement tools

Engagement tools encourage attendees to participate through polls, Q&A sessions, chat, networking, whiteboards, and collaborative activities.

Examples: Slido, Mentimeter, Miro, Kahoot!.

Ticketing and registration platforms

Ticketing and registration platforms handle registrations, ticket sales, attendee communications, discount codes, and check-in processes.

Examples: Ticket Tailor, TicketLeap, Humanitix, TicketSource.

Email marketing and event communication tools

Email platforms help you send invitations, reminders, updates, and post-event follow-up communications to attendees.

Examples: Mailchimp, Brevo, Kit, MailerLite.

💡Tip: We provide a full and detailed comparison of the best platforms for hosting and streaming virtual events below. We also provide some example tech stacks for different types of events.

5. Plan your content and agenda

Once you've defined your goals and audience, you can start building the event itself. 

As you get into full planning mode, think about:

• Session length: How long can you realistically hold your audience's attention, and how much time do they need to get value from each session or activity?
• Content and activities: What will attendees be doing throughout the event? This could include presentations, performances, demonstrations, discussions, workshops, networking sessions, or interactive experiences.
• Speakers, hosts, or performers: Who will lead the event, and do they have the experience and expertise to engage your audience?
• Audience participation: How will attendees contribute, ask questions, share ideas, collaborate, or interact with each other during the event?
• Networking opportunities: If connection and community are important to your audience, consider where networking can fit naturally into the agenda.
• Breaks: Longer events benefit from regular breaks that give attendees time to recharge and return ready for the next session.

Before finalising your agenda, review it from an attendee's perspective. Every part of the event should support the experience your audience is hoping to have.

6. Set up registration and ticketing

At this stage, you'll need to decide whether your event will be free or paid. Free events can help maximise attendance and reach, while paid events create a revenue stream and can attract attendees who are more committed to showing up. You original event goals will help you choose the most suitable approach.

Next, choose a ticketing or registration platform that can handle sign-ups, attendee communications, and ticket distribution. Your platform should make it easy to create a registration page, collect attendee information, process payments if needed, and send confirmation and reminder emails automatically.

When comparing platforms, look for features like custom registration forms, integrations with your streaming platform, discount codes, attendee data and reporting, and automated event communications. A smooth registration experience can increase conversions and reduce administrative work as your event approaches.

💡Tip: Ticket Tailor is a popular choice for virtual events thanks to our low fees, customisable event pages, automated attendee communications, and integrations with platforms like Zoom. You can sell tickets, manage registrations, and keep attendees informed from a single dashboard.

7. Prepare your streaming setup

The complexity of your streaming setup will depend on the type of event you're running. A simple webinar may only require a laptop, webcam, microphone, and a reliable internet connection, for example. But larger virtual conferences and hybrid events most probably need dedicated production support.

For higher-budget events, it may be worth hiring a virtual event production team to manage the technical side of the broadcast. Lots of streaming and event platforms offer professional services or can recommend trusted partners who can help with this.

If you're managing the event yourself, focus on the essentials first. You can purchase or hire equipment depending on your budget and event frequency. For one-off events, renting equipment from a local AV supplier might be more cost-effective than buying everything outright.

Streaming setup checklist:

• Reliable streaming platform
• Laptop or computer that meets platform requirements
• External microphone or headset
• Webcam or camera
• Good lighting
• Stable internet connection
• Backup device and internet connection
• Speaker rehearsal and technical checks
• Run sheet with timings and responsibilities
• Technical support contact for event day

Testing your setup well in advance will give you time to identify and resolve issues before attendees join the event.

8. Promote your virtual event

Start marketing your event early and focus on the channels most likely to reach your target audience.

Email marketing can be a really effective place to start, especially if you already have an engaged subscriber list. Social media can help expand your reach, and regular posts, short videos, speaker announcements, and countdown content can help maintain momentum as the event approaches.

If you're working with partners, sponsors, or guest speakers, encourage them to promote the event to their own audiences. This can significantly increase visibility by introducing your event to people who may not already know your brand but are likely to be interested in attending.

Paid advertising can also be effective when targeting a specific audience. Platforms like Facebook, Instagram, LinkedIn, and Google Ads allow you to reach potential attendees based on interests, demographics, and professional backgrounds.

💡Tip: Head to our in-depth guides on using social media to promote events and email marketing strategies for events to learn more.

9. Keep attendees engaged during the event

When planning your event, consider how you'll encourage engagement from start to finish:

• Polls: Use polls to gather opinions, test knowledge, spark discussion, or create opportunities for discussion.
• Q&A sessions: Give attendees opportunities to ask questions throughout the event rather than saving everything until the end. This can make sessions feel more dynamic and responsive.
• Live chat: An active chat makes it possible for attendees to share ideas, react to content, and connect with other participants in real time.
• Breakout rooms: Smaller group discussions can encourage deeper conversations and create a more interactive experience, particularly during workshops and networking events.
• Gamification: Points, challenges, leaderboards, quizzes, and prizes can encourage participation and give attendees additional reasons to stay engaged.
• Networking opportunities: Dedicated networking sessions, speed networking, discussion groups, and virtual meetups facilitate more meaningful connections.

Rather than treating engagement as a standalone part of the agenda, look for opportunities to weave interaction throughout the event. Small moments of participation repeated regularly are often more effective than a single networking session or audience poll.

💡Tip: Most all-in-one virtual event platforms include built-in features like chat, polls, Q&A, and breakout rooms, so you may not need additional software to create an interactive experience. If networking, gamification, or collaborative activities are a key part of your event, check what's included before choosing a platform. There’s also the option to use dedicated tools like Slido, Mentimeter, Miro, or Kahoot! to add extra functionality.

10. Run the event smoothly

Before your event, schedule a rehearsal to test your platform, review the agenda, and check that speakers are comfortable with the technology. Share a speaker briefing document covering timings, presentation requirements, and any instructions for audience interaction.

For larger events, consider assigning a moderator to introduce speakers, manage questions, monitor chat activity, and keep sessions running on schedule. It's also worth having dedicated technical support available throughout the event to help speakers and attendees if issues arise.

Finally, create a run-of-show document outlining the full event schedule, as well as speaker order, responsibilities, and contingency plans. Having a single source of truth helps everyone stay aligned and respond quickly if changes are needed during the event.

11. Measure results and follow up

The event may be over, but there's still plenty to learn from the data you've collected. Reviewing performance will help you understand what worked well and identify opportunities for improvement.

Key metrics to review include:

• Attendance rate: How many registered attendees actually joined?
• Engagement: Poll responses, chat activity, Q&A participation, and session attendance.
• Revenue: Ticket sales, donations, sponsorship income, or other event-related revenue.
• Attendee feedback: Survey responses, testimonials, and satisfaction scores.
• On-demand views: Recording views and watch time after the live event.

Follow up with attendees while the event is still fresh in their minds. Sharing recordings, resources, and post-event surveys can extend the value of your event and provide useful insights for future planning.

The best platforms for online events & event streaming

Your choice of platform will depend on the specific requirements of your event, as well as your budget and the overall experience you want to create for attendees. Below, we’ve rounded up some of the most reliable and user-friendly options to suit a range of budgets. 

At a glance: the best virtual event platforms

Zoom Events

Best for: Webinars, conferences, and hybrid events

Zoom Events expands on the familiar Zoom experience by adding registration, ticketing integrations, event hubs, networking features, and multi-session event management. Many attendees are already comfortable using Zoom, which can reduce friction and simplify the joining process.

Key features:

• Multi-session event hosting
• Breakout rooms
• Networking tools
• Hybrid event support
• Analytics and reporting

Airmeet

Best for: Networking-focused virtual events

Airmeet is designed to help attendees connect with each other rather than simply watch presentations. Features like virtual tables, networking lounges, and attendee matchmaking make it particularly popular for community events, summits, and conferences where relationship-building is a priority.

Key features:

• Networking lounges
• Virtual tables
• Audience engagement tools
• Sponsor booths
• Event analytics

Accelevents

Best for: Large virtual and hybrid events

Accelevents combines registration, streaming, exhibitor management, networking, ticketing integrations, and event analytics within a single platform. This makes it a good fit for organisations running larger or more complex events.

Key features:

• Event registration
• Streaming tools
• Sponsor management
• Networking features
• Hybrid event support

Eventify

Best for: Conferences and community events

Eventify offers event management tools alongside attendee engagement and networking features. Its mobile app functionality can be particularly useful for hybrid events where attendees may be participating both online and in person.

Key features:

• Event app
• Networking tools
• Agenda management
• Attendee messaging
• Analytics

YouTube Live

Best for: Free public events

YouTube Live offers a straightforward way to broadcast events to large audiences. It works particularly well for public-facing events, performances, product launches, and educational content where accessibility and reach are priorities.

Key features:

• Free streaming
• Large audience capacity
• Automatic recordings
• Easy sharing
• Built-in discoverability

Vimeo Events

Best for: Professional branded streams

Vimeo Events focuses on delivering polished, professional broadcasts with greater control over branding and viewer experience. It is frequently used for corporate events, performances, and premium online experiences.

Key features:

• Custom branding
• High-quality streaming
• Private events
• Monetisation options
• Detailed analytics

StreamYard

Best for: Live interviews and presentations

StreamYard is a browser-based live streaming studio that makes it easy to create professional broadcasts without complicated production software. It is particularly useful for panel discussions, interviews, and content-driven events.

Key features:

• Multiple speakers
• Custom branding
• Screen sharing
• Live comments
• Easy setup

Restream

Best for: Multi-platform streaming

Restream allows you to broadcast a single event across multiple platforms simultaneously, including YouTube, LinkedIn, Facebook, and Twitch. This can help maximise reach without requiring multiple separate broadcasts.

Key features:

• Multi-streaming
• Cross-platform distribution
• Analytics
• Guest speakers
• Browser-based studio

Which virtual event platform is best?

There’s no single platform that works best for every event. If attendee networking is a priority, Airmeet may be a good fit. If you're running a large conference or hybrid event, platforms like Zoom Events or Accelevents offer more comprehensive event management features. For straightforward live broadcasts, YouTube Live, Vimeo Events, StreamYard, and Restream can provide everything you need without the complexity of a full virtual event platform.

Whichever platform you choose, make sure it integrates smoothly with your ticketing and registration system so attendees can move seamlessly from registration to joining the event itself.

Virtual event tech stack: what tools do you actually need?

Not sure which tools you'll need? Here are a few tech stack examples you can use as a starting point:

Webinar

A straightforward webinar usually requires a registration platform, a streaming platform, and a way to communicate with attendees.

• Ticket Tailor for registration and ticketing
• Zoom Webinars for hosting and streaming
• Mailchimp for email marketing and reminders

Paid workshop

Workshops often involve more interaction and collaboration than a standard webinar, so you'll need tools that encourage participation.

• Ticket Tailor for ticket sales and attendee management
• Zoom Meetings for live delivery and discussion
• Miro for collaboration, activities, and group exercises

Virtual conference

Conferences typically require a more comprehensive setup, particularly when multiple speakers, networking opportunities, and breakout sessions are involved.

• Ticket Tailor for registration and ticketing
• Airmeet for attendee engagement, networking, and event management
• StreamYard for producing and managing live broadcasts

What makes a virtual event a success?

While platforms and tools enable you to run your event smoothly, they’re only a small part of the picture when it comes to creating a memorable event. 

For the best chance of success, keep these best practices in mind as you plan your event:

• Give attendees a reason to show up live. Exclusive content, audience participation, networking opportunities, and live Q&A sessions can create a sense of occasion that recordings cannot replicate.
• Focus on quality over quantity. A shorter agenda packed with relevant, engaging content is likely to deliver a better experience than a bloated event that tries to achieve too much.
• Design for participation, not passive viewing. Attendees are more likely to stay engaged when they have opportunities to contribute, ask questions, share ideas, or connect with others.
• Prep your audience. Let attendees know exactly what they will gain from the event and how they can participate to help things run smoothly on the day.
• Respect your attendees' time. Start on schedule, keep sessions focused, and avoid stretching the agenda unnecessarily. 
• Think beyond the live event. Recordings, downloadable resources, community spaces, and follow-up content can extend the impact of your event long after the broadcast ends.
• Make joining effortless. Complicated registration processes, confusing joining instructions, and technical barriers can create friction before the event even begins.
• Prioritise connection. Whether attendees are learning a new skill, discovering a product, supporting a cause, or meeting like-minded people, the most memorable events create a sense of connection between participants, speakers, and hosts.

🎟️ Low-cost, ultra-smooth ticketing for online events

Hosting a virtual event involves a lot of moving parts, from researching technology through to designing content that delivers genuine value for your attendees. With a clear plan and a set of reliable tools in place, you'll be well positioned to deliver an event that meets your goals and gives attendees a reason to come back for future events.

Choosing a user-friendly, feature-packed ticketing platform helps things run even smoother. Ticket Tailor is designed to make ticketing virtual events easy, with seamless platform integration, automated confirmation and reminder emails, and flexible ticketing for both free and paid events. Plus, with the lowest ticketing fees in the market, more of your revenue stays where it belongs.

Sign up for free and start planning your next virtual event with Ticket Tailor.