How to Promote a Virtual Event
How do you promote a virtual event?
A virtual event is promoted like any event, with three changes. People can attend from anywhere, so time zones matter. Nothing stops them from skipping at the last minute, so reminders matter. And the replay is part of the offer. This guide covers what is different online.
For the general process, see how to promote an event. For the full strategy, see virtual event marketing.
Updated by the Eventdex team
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Nine steps to promote a virtual event
Work through these in order. The first four are about the page, and the rest are about reaching people.
Say what people will take away
Online attention is easily split. Lead with the one thing they will learn or do.
Show the time in more than one zone
List the start time in the main zones of your audience, and let people add it to their calendar.
Keep the registration form short
Ask for what you need and nothing more. Every extra field costs sign-ups.
Event registration formBe clear about the replay
Say whether registrants get a recording. If yes, it is an extra reason to sign up even if they cannot attend live.
Invite your own audience first
Email, customers, members and past attendees register early and share.
Ask speakers and partners to promote
Give them a short message, an image and the link.
Share in online communities that fit
Respect the rules of each group. Offer value, not just a link.
Send reminders on a schedule
Use the table below. Reminders matter more online than in person.
Prepare the follow-up before you go live
Plan the thank-you, the replay link and the survey so they go out the same day.
Event follow-up email
A reminder schedule that works online
Registrants forget. A short, useful reminder at set points brings more people to the live session. Adjust the timing to your event.
| When | What to send | Purpose |
|---|---|---|
| At sign-up | Confirmation with date, time and a calendar link | Make the date stick |
| One week before | What to expect, the agenda and the speakers | Renew interest |
| One day before | Short reminder with the join link | Reduce no-shows |
| One hour before | A final nudge with the link only | Catch last-minute joiners |
| After the event | Thanks, the replay and a short survey | Reach those who missed it |
Handling time zones and the replay
Your audience may not share your time zone. Treat that as a design choice rather than a problem.
If most registrants are in one region, choose a time that suits them. If they are spread out, offer a replay and say so up front. Do not make people calculate the time themselves. A calendar link with the time already converted saves a lot of confusion.
Add-to-calendar link
Place it on the confirmation page and in the first email.
Replay offer
State clearly who gets it and for how long. Only promise what you can deliver.
Regional emails
If you have a global list, send reminders at times that suit each region.
Online event promotion ideas that suit virtual formats
Some ideas work better online because everything is a click away.
A short preview from a speaker
A two-minute clip or a post that gives a taste of the session.
A question collected at sign-up
Ask registrants what they want answered. It improves the content and gives you something to promote.
A live chat or Q&A teaser
Tell people they can ask questions live, if your platform allows it.
A community post before the event
Start the discussion early so registrants arrive knowing each other.
Virtual event ideas
Where Eventdex fits
Eventdex's pages describe virtual event management services, virtual conferences, registration pages and an event mobile app. Eventdex's pages do not describe social posting, paid advertising or automated reminder schedules, so check the current feature list or ask the team before you rely on any of them.
Run the event itself
How to host a virtual event once people have registered.
How to host a virtual event
The Eventdex platform
Eventdex for virtual events
- Virtual event managementServices for running online events from start to finish.Learn more about Virtual event management
- Virtual conferencesHow Eventdex describes online conferences.Learn more about Virtual conferences
- Registration and ticketingRegistration pages with free, paid or donation-based tickets.Learn more about Registration and ticketing
- Event mobile appThe schedule and announcements in attendees' pockets.Learn more about Event mobile app
“Eventdex helped me run a smooth registration process during my event and helped me deliver an excellent mobile application to my event's attendees. Their support team was brilliant and I really enjoyed incorporating the Eventdex solutions into my events.”
University at Buffalo
Eversource Energy
Georgia Tech
Influence Communications
FAQ
How to Promote a Virtual Event: common questions
How far ahead should I promote a virtual event?
Three to four weeks is a common starting point for a single online event. Larger or multi-day events need more time. Start once you have a date and a registration page.
How do I reduce no-shows at an online event?
Send a confirmation with a calendar link, then reminders a week, a day and an hour before. Say clearly what attendees will gain by joining live.
Should I offer a replay?
It often helps sign-ups, because people who cannot attend live can still register. State who gets it and for how long, and only promise what you can provide.
How do I deal with time zones?
Show the time in your main audience zones, add a calendar link and offer a replay if attendees are spread across regions.
Does Eventdex have tools to promote virtual events?
Eventdex's pages describe virtual event management, registration pages and an event mobile app. They do not describe social posting or advertising tools.
Plan your virtual event with Eventdex
Start with a free interactive floor plan, or talk to an event specialist on +1 (866) 434-5088.