What is a virtual event? – Ultimate guide for 2025

What is a virtual event? It’s an online gathering that’s transforming how businesses connect with their audiences in 2025.

Virtual events have evolved from basic webinars into powerful business-building machines.

I’ve seen this transformation firsthand. My first virtual summit in 2014 generated $20,000 and 3,000 subscribers with barely any prior audience.

That single event allowed me to quit my job, build a thriving online lifestyle business, and create the freedom lifestyle I’d only dreamed about.

This guide will show you everything you need to know about what virtual events are and how they can transform your business too.

What is a virtual event?

A virtual event is an organized online gathering that connects people without geographic limitations.

Unlike simple livestreams, virtual events create true interactive experiences for attendees.

They combine presentations, networking opportunities, and community-building elements — all accessible from anywhere with an internet connection.

Virtual events range from single-session webinars to multi-day summits featuring dozens of experts.

What makes them special? The ability to deliver premium content and create meaningful connections on a global scale.

How much does it cost to host a virtual event?

You don’t need a massive budget to host a virtual event. Many creators launch their first event with just a few hundred dollars (or sometimes even less).

While enterprise platforms advertise prices of $10,000+, those target large corporations with complex needs.

The reality? You can host a successful virtual event with simple, creator-friendly tools.

If you already have a basic mic and camera (even a smartphone works), you’re halfway there.

Focus on delivering value, not expensive software. That’s what drives results.

Virtual event vs in-person event

Virtual events offer clear advantages over traditional in-person events:

1. Lower costs: No venue rental or catering means big savings. My first summit cost under $1,000 but generated over $20,000.
2. Global reach: My events regularly attract attendees from 50+ countries.
3. Convenience: Attendees participate from home, eliminating travel expenses.
4. Content longevity: Virtual content can be repurposed long after the event ends.
5. Better data: Get detailed analytics on attendance and engagement.
6. Unlimited attendees: No physical space constraints means unlimited growth potential.
7. Environmental benefits: No travel or printed materials means a smaller carbon footprint.

In-person events still excel at spontaneous networking and providing distraction-free environments.

Choose the format that best serves your specific goals.

Virtual event vs. hybrid event

A hybrid event combines physical and virtual elements – with some attendees in-person and others joining online.

Here’s how hybrid events compare to purely virtual ones:

1. Production complexity: Hybrid requires managing both physical and digital experiences simultaneously.
2. Higher costs: You’ll need equipment for both the venue and online streaming.
3. Technical challenges: More moving parts means more potential issues.
4. Maximum flexibility: Attendees choose their preferred participation method.
5. Broader reach: Combine local connection with global accessibility.
6. Engagement balancing: Ensuring online attendees feel equally valued takes effort.
7. Future-proofing: Hybrid formats adapt to changing circumstances and preferences.

I’ve found purely virtual events work best for most creators and entrepreneurs, especially when starting out.

Hybrid makes sense when you already have an established in-person component you want to preserve.

How do virtual events work?

Virtual events operate on specialized platforms that enable audience interaction.

The basic flow works like this:

1. Registration: Attendees sign up through a landing page or registration form.
2. Access: Participants receive login details via email.
3. Attendance: Attendees join live sessions or watch pre-recorded content.
4. Engagement: Participants interact through chat, Q&A, polls, and networking features.
5. Follow-up: Hosts deliver additional content and offers after the event ends.

Most virtual events combine both live and pre-recorded elements:

• Live components: Opening keynotes, panel discussions, Q&A sessions, workshops
• Pre-recorded: Expert interviews, demonstrations, in-depth training

The best virtual events create a sense of community through shared experiences, despite physical separation.

Why host a virtual event?

Virtual events deliver powerful business benefits that few other marketing strategies can match:

1. Build your email list: Generate thousands of targeted leads in a matter of weeks.
2. Get paid to build your audience: Unlike most lead generation methods, virtual events can be profitable from day one.
3. Establish instant authority: Position yourself alongside respected experts in your field.
4. Create a product: Your virtual event becomes a valuable asset you can sell again and again.
5. Connect with influencers: Build relationships with key players in your industry.
6. Generate multiple revenue streams: From ticket sales to sponsorships to backend offers.
7. Reach a global audience: Break free from geographic limitations.
8. Test market demand: Validate ideas before investing in full product development.
9. Build a community: Foster connections among your audience members.
10. Create content for months: Repurpose event material across multiple channels.

Who is hosting virtual events for their business?

Virtual events work for nearly every type of online business owner:

1. Coaches and consultants establishing authority in their field
2. Course creators building email lists of engaged buyers
3. Content creators monetizing their expertise
4. Service professionals generating high-quality leads
5. Authors and speakers expanding their reach
6. Membership site owners attracting new members
7. Product creators launching new offerings
8. Industry experts positioning as go-to resources
9. Software companies demonstrating their solutions
10. Community builders fostering deeper connections

Let me share a perfect example from one of my Virtual Summit OS graduates:

Diana Rowan created the Virtual Harp Summit for her community of harpists – a niche market where nothing like this existed before.

The results? 2,100 new email subscribers and 460 All-Access Pass sales in a highly specialized market.

This success enabled her to launch a membership site for her new community, creating recurring revenue long after her event ended.

What I love about Diana’s story is how it proves virtual events work in virtually any niche. My students have succeeded with events in calligraphy, gardening, health, fitness, marketing, music, parenting, insurance, and dozens more industries.

The simple truth? If there’s an audience for your topic online, you can host a successful virtual event around it!

Popular types of virtual events

Virtual events come in many formats, each serving different purposes:

1. Virtual summits: Multi-speaker events focused on a specific topic (my favorite and speciality)
2. Online conferences: Large-scale events with multiple tracks and sessions
3. Webinars: single-session presentations focused on teaching specific skills
4. Webinar series: Sequential training sessions building upon each other
5. Virtual workshops: Hands-on, interactive learning experiences
6. Masterclass series: In-depth training from recognized experts
7. Virtual product launches: Events centered around new product releases
8. Online networking events: Focused on connection and relationship building
9. Virtual trade shows: Showcasing products and services from multiple vendors
10. Online awards ceremonies: Celebrating achievements within an industry

The most successful virtual events often combine elements from several formats to create unique, engaging experiences.

How virtual events changed my life

Virtual events didn’t just build my business – they completely transformed my life.

I started as a law school student in Sweden with no clear direction. After my younger brother’s sudden passing in 2013, I knew I needed to make a change.

I tried everything – blogging, podcasting, social media – but nothing moved the needle.

Then I discovered virtual summits.

My first event, The Branding Summit, generated:

• 3,000 new email subscribers (from basically zero)
• $20,000 in revenue
• Enough momentum to quit my job

But the real magic happened afterward. The month following my summit, I made $40,000 promoting an affiliate offer to my new audience.

That single summit enabled me to:

• Leave my corporate job
• Move abroad (first to Cancun, Mexico)
• Travel while working from anywhere
• Build connections with industry leaders
• Create my signature program teaching others the same method
• Generate well over seven figures in my business
• Help hundreds of students create their own success stories

Tools & platforms for hosting virtual events

You don’t need complicated technology to host successful virtual events. Here’s what I recommend:

Essential equipment:

1. Microphone: Audio-Technica ATR2100 ($80-100) is perfect for beginners
2. Camera: Logitech C920 webcam ($60-80) or your smartphone
3. Lighting: Simple LED desk lamp or ring light ($20-50)
4. Computer: Any recent laptop or desktop
5. Internet: Stable connection with at least 10Mbps upload speed

Software & platforms:

1. Recording software: Zoom, Ecamm Live (Mac), or Riverside
2. Website platform: WordPress with Thrive Architect or ClickFunnels
3. Email marketing: ConvertKit or ActiveCampaign
4. Payment processing: ThriveCart or SamCart
5. Video hosting: Vimeo Pro or YouTube (unlisted)
6. Community platform: Facebook Groups or Circle
7. Project management: Trello or Asana
8. Design tools: Canva or Adobe Express

Pitfalls of virtual events

Be aware of these common challenges to ensure your virtual event succeeds:

Neglecting the experience: Focusing on content delivery at the expense of attendee enjoyment

Tech overload: Using too many complicated tools that overwhelm you and your audience

Poor promotion timing: Starting your marketing too late (or too early)

Speaker selection mistakes: Choosing presenters based on name recognition rather than relevance

Energy management: Not planning for the intensity of live event delivery

Engagement drop-off: Failing to keep attendees interested throughout longer events

Pricing problems: Undervaluing your event or creating confusing ticket options

Platform limitations: Choosing software that doesn’t support your event’s unique needs

Follow-up failures: Missing the opportunity to nurture relationships after the event

Content overload: Trying to cover too many topics instead of going deep on what matters

Real examples of successful virtual events

My students have achieved remarkable results across countless industries:

1. List Building School (my summit): 26,000+ subscribers, $180,000+ in revenue
2. Diana’s Harp Summit: From niche hobbyist to industry authority with 2,100 new subscribers
3. Mitch’s Fasting Summit: Built a 30,000+ email list from zero, later sold his business to a major company
4. Brian’s Insurance Agent Summit: $225,000 in his first year, starting from scratch
5. Caitlin’s Work-at-Home Summit: 60,000 subscribers in two weeks, launching a multi-seven-figure business
6. Jen’s Play Therapy Summit: $100,000+ in revenue from just 4,500 subscribers
7. Augustas’ Amazon Seller Summits: Transitioned from web developer to full-time event host
8. Chandler’s Self-Publishing Success Summit: Catapulted his business to multi-seven figures

The common thread among all these success stories? They focused on delivering exceptional value to a specific audience with a clear need.

The future of virtual events

Virtual events continue to evolve rapidly in 2025:

1. AI-powered matchmaking: Connecting attendees with similar interests or complementary needs
2. More interactive formats: Going beyond passive viewing to active participation
3. Micro-events: Shorter, more focused gatherings targeting specific outcomes
4. Subscription models: Event series with recurring membership access
5. Enhanced data analytics: Better insights into attendee behavior and preferences
6. Accessibility improvements: Making events more inclusive for diverse audiences
7. Integration with physical experiences: Blending online and offline elements creatively
8. 3D environments: More immersive spaces for networking and connection
9. Voice-first experiences: Leveraging audio for more intimate event formats
10. Blockchain applications: New ways to verify attendance and issue credentials

While technology continues to advance, the fundamentals remain the same: valuable content, meaningful connection, and clear business outcomes.

FAQs

Below you’ll find answers to some common questions people ask about what virtual events are and how to put them together successfully.

Final thoughts

Virtual events have permanently changed how businesses connect with their audiences.

They offer unmatched opportunities to build your email list, establish authority, generate revenue, and create meaningful relationships – all without geographic limitations.

The one thing I wish I’d known when starting out? You don’t need to be perfect. You just need to start.

Your first virtual event might not be flawless, but it will teach you invaluable lessons and likely deliver results far beyond your expectations.

Whether you’re just starting your online business or looking to scale an existing one, virtual events offer one of the fastest, most effective paths to growth in today’s creator economy.

The question isn’t whether you should host a virtual event – it’s when you’ll get started.