A virtual event is an event that takes place entirely online, with speakers and audiences joining remotely rather than gathering in a physical venue.

When people ask what is a virtual event, they are usually referring to an organised session that happens fully online rather than in a physical location.

At its simplest, and sometimes at its worst, a virtual event can resemble a standard video call.

“How long should a virtual event be?” is one of the first questions asked when people are planning an online event.

In our experience, it usually comes from uncertainty. Many organisers are doing this for the first time and they are worried about one thing above all else, and that is people dropping off.

When people search for “types of virtual events”, they are not looking for theory. They have been asked to organise something and need to understand their options quickly.

What normally works?
What is realistic?
How complex is each format?

The bigger issue is not a lack of formats. It is misunderstanding them.

“Are virtual events here to stay?” is a question that comes up regularly, especially after a run of disappointing online experiences.

It is often asked with the assumption that virtual events were a temporary solution, useful during lockdowns but no longer relevant now that in-person events are back.

The reality is more nuanced.

A virtual event checklist is an essential part of planning any online or hybrid event.

It helps teams stay organised, avoid obvious mistakes and feel confident that nothing basic has been missed. In that sense, checklists are not the problem. They are usually a sign that someone is taking the event seriously.

The problem starts when a virtual event checklist is asked to do more than it realistically can. A checklist is excellent at getting you to the start line. It is far less useful once the event goes live.

When people talk about virtual event engagement, they usually jump straight to tools, polls or interactive features. In reality, audiences often disengage long before any of that matters.

Most virtual events lose people in the opening minutes, not because the content is weak, but because the event feels amateurish or poorly run. Once that impression forms, attention drops and it rarely fully recovers.

If you want to know how to plan a virtual event properly, start by accepting one thing. The technology is the easy part. The judgement is not.

Planning a virtual event is rarely about platforms. It is about clarity and respect. Clarity about why you are doing it. Respect for the audience who are giving you their time.

Virtual events are no longer new. They are no longer a temporary substitute for in-person events either.

During the COVID-19 pandemic, organisations had little choice but to move events online. For many, virtual events became the only practical way to communicate with employees, customers and stakeholders.

When restrictions ended, many organisations understandably returned to in-person events. Somewhere along the way, virtual events developed an unfair reputation as the "second best" option, something you did only when you couldn't meet face to face.

That hasn't been my experience.

The organisations getting the most value from virtual events today aren't using them because they have to. They're using them because, in many situations, they're simply the better tool for the job.

That's an important distinction.

When they're planned properly, virtual events can deliver clarity, consistency and reach in ways that many physical events simply can't.