Written By: author avatar Chipo
author avatar Chipo
A self described devotee of WordPress, Chipo is obsessed with helping people find the best tools and tactics to build the website they deserve. She uses every bit of her 10+ years of website building experience and marketing knowledge to make complicated subjects simple and help readers achieve their goals.

|  Updated on July 29, 2025

How to Run an Online Event the Right Way (Step-by-Step)

So, you're thinking about hosting an online event? Smart move! In a world where digital connections are becoming the norm, virtual events offer a fantastic way to reach your audience, share your message, and build your community—all without the need for a physical venue.

In this guide, I'll walk you through the key steps of running an online event that not only meets but exceeds expectations. From choosing the right format and setting up your registration process to mastering your live delivery and following up after the event, we've got you covered. We'll share practical tips, tool recommendations, and insights from our in-house experts to help you navigate the virtual event landscape with confidence.

Why Hosting an Online Event is Important

Before we dive into the how-to's, let's talk about why you should consider hosting an online event. This isn't just a fleeting trend; it's a fundamental shift in how businesses connect with people. The virtual events market is projected to skyrocket from $98.07 billion in 2024 to nearly $300 billion by 2030, and for good reason.

Online events break down geographical barriers, allowing you to reach a global audience. They're often more cost-effective, with some studies showing they can reduce event costs by as much as 60-75% compared to their in-person counterparts. Plus, modern virtual platforms offer interactive features that can boost engagement in ways that might surprise you.

Key Benefits of Online Events

Benefit

Why It Matters

Supporting Data

Global Reach

Attract attendees from anywhere with an internet connection.

North America alone held over 39% of the market share in 2024.

Cost-Effectiveness

Radically reduce overhead by eliminating venue and travel costs.

Companies report an average savings of $42,000 per event.

Enhanced Engagement

Utilize interactive features like polls, Q&A, and breakout rooms.

Apple's hybrid events maintain massive engagement for both live and virtual audiences.

Lead Generation

Capture valuable attendee data for future marketing efforts.

Content Longevity

Record your event and repurpose the content for ongoing value.

Nearly half of all views—a massive 47%—happen on-demand after the live event.

While online events do come with their own set of challenges, the benefits are substantial. With the right approach, you can create a virtual event that not only meets but exceeds the expectations of your audience.


Choosing the Right Format for Your Online Event

Not all online events are created equal. The first step to success is choosing a format that aligns with your goals. Think of it like choosing the right tool for a job—you wouldn't use a hammer to saw a board.

Comparing Online Event Formats

Event Format

Primary Goal

Tech Complexity

Typical Audience

Webinar/Class

Lead Gen / Sales / Education

Low to Medium

Prospects / Students

Virtual Summit

Authority / List Building

Medium to High

Industry Peers / Broad Audience

Hybrid Event

Max Reach / Prestige

High

In-person & Global Audience

Internal Event

Communication / Culture

Low

Employees / Team Members

Here’s a closer look at each format:

  • The Webinar or Online Class: This is your workhorse. It's a single-session, educational format designed to teach or demonstrate something specific. It's a powerful way to showcase the benefits of your product or service by showing how it solves a real problem for your audience.
    * Best for: Product demos, lead generation, sales presentations, and skill-based workshops. It's no wonder that 91% of B2B professionals say webinars are their preferred type of content.
  • The Virtual Summit or Conference: This is a multi-session event, often spanning several days, featuring multiple speakers and topics under a central theme. Summits are fantastic for positioning your brand as an industry leader and generating a massive amount of leads in a short period.
    * Best for: Building industry authority, large-scale lead generation, and community building.
  • The Hybrid Event: This format brilliantly combines a live, in-person audience with a virtual one, giving you the best of both worlds. We've seen major brands like Apple and conferences like Social Media Marketing World use this model to create a global spectacle.
    * Best for: Annual conferences where you want to maximize global reach and accommodate different attendance preferences.
  • The Internal Event (e.g., Town Hall): This is a private event format for company teams. As remote and hybrid work models become the norm, these events are crucial for transparent communication and keeping your team connected.
    * Best for: All-hands meetings, company-wide updates, and remote culture-building.

Key Steps to Running a Successful Online Event

You’ve defined your event goals and audience. Now, it’s time to focus on setting up your event and promoting it effectively. Follow these steps to create a seamless registration process and drive maximum attendance.

Step 1: Build a High-Converting Landing Page for Your Event

Your event landing page is where the magic happens. It's your digital storefront, your first impression, and often the deciding factor for potential attendees.

Start with a Solid Foundation. Your landing page’s success heavily depends on the tools you use. You need to use a reliable landing page plugin that will help you create high-quality pages to get your audience to sign up for your webinar.

My recommendation? Thrive Architect.

Screenshot of Thrive Architect Sales Page

If you want to create attention-grabbing landing pages to reel in your website visitors and convince them to convert – this is the tool for you. Thrive Architect was built for busy marketers and business owners who need a page-building solution that will help them set up pages quickly and as easily as possible – without needing to know any code.

Landing page templates in Thrive Architect

Landing page template sets in Thrive Architect

The customization options are deep with this tool, which means you get a lot of control over your page’s designs. I’m talking about customizable page templates, a wide variety of design elements to spruce up your pages, in-depth editing for each element on your page, and so much more. The result? Unique landing pages that truly stand out and match your brand.


Step 2: Set Up an Optimized Registration Page

After capturing your audience's attention, it's time to focus on your registration page. The number one rule here is simplicity.

A Lesson from Our Webinar Expert, Tony

I sat down with Tony, who runs all our webinars here at Thrive Themes, and asked him about this. He told me a story about an early launch where they used a 9-field registration form to gather market data. The sign-up rate was abysmal. For the next event, they cut it down to two fields—name and email—and the conversion rate tripled overnight. His takeaway is now a motto for us: "Don't let your curiosity kill your conversion."

When putting together your registration page, keep these elements in mind:

  • Simplicity is Key: Keep your form straightforward. Stick to key information—typically name and email.
  • Reinforce the Value: Include a brief summary of key event details at the top of your page.
  • User-Friendly Design: Your registration page should be clean, easy to navigate, and mobile-friendly.
  • Set Clear Expectations: Let people know what happens after they register.

For more details, check out our full guide on how to create an opt-in form.


Step 3: Create a Confirmation and Thank You Page

Example of a Confirmation Page Template from Thrive Architect

When someone registers, your job isn't done. The confirmation and thank you page is a key step that often gets overlooked. A good confirmation page gives attendees peace of mind, but a great one also gets them excited and keeps your event top of mind.

Your thank you page is the perfect place to give attendees important information about the event—how to join, what to prepare, or what to expect next. This is also a golden opportunity to encourage sharing. When you include social sharing buttons or a referral link, you make it easy for your new registrants to become your best promoters. For a deep dive, see our guide on thank you page optimization.


Step 4: Set Up a Pre-Event Funnel to Nurture Registrants

To maximize your live attendance, you must set up an automated pre-event email funnel. The time between registration and the actual event is vital in your webinar funnel.

The problem is that people register for your event days or weeks in advance. If they don't hear anything from you, they forget about it, lose interest, or schedule something else. This leads to depressingly low show-up rates, making all your promotional effort feel wasted.

Regular communication keeps your event top of mind and builds anticipation. While an average webinar attendance rate is around 35-45%, a good reminder sequence is key to hitting the higher end of that range.

A well-structured pre-event email funnel typically includes:

  • Welcome email (immediately after registration)
  • Value-add emails (1-2 in the weeks leading up to the event)
  • Excitement-building email (a few days before the event)
  • Reminder emails (1 week, 1 day, and 1 hour before the event)

The key is to make your attendees feel like they're part of something special, even before the event begins.


Step 5: Promote Your Event Across Your Website

Your event landing page is doing a lot of heavy lifting, but what about all the other pages on your website? You can extend the reach of your landing page across your entire site with pop-ups and other opt-in forms. Think of them as micro landing pages that can appear anywhere, catching the attention of visitors who might not have found your dedicated event page.

To implement this strategy effectively, you'll need the right tools. And this is where Thrive Leads comes in. It's a powerful WordPress plugin designed specifically for creating and managing lead generation tools like pop-ups. It allows you to use smart targeting to show your event promotion on specific pages or to specific users, increasing the chance they'll be interested. For more on this, check out our guide on the best practices for using pop-ups.


Step 6: Incorporate Social Proof and Urgency

Sometimes, a little nudge can make all the difference. Two powerful techniques you can use are social proof and urgency.


Step 7: Choose Your Event Delivery Platform

This is a big one. The software you use to host your live event is a critical choice. There are three main paths you can take:

  • Meeting Tools (The Free & Simple Start):
    * Examples: Google Meet, Jitsi.
    * The Good: They are free and incredibly easy to use. For a simple team meeting or a very small, informal class, they get the job done.
    * The Catch: They lack the marketing and analytics features crucial for a promotional event. Registration, email reminders, and landing pages are all on you.
  • Dedicated Webinar Platforms (The All-in-One Solution):
    * Examples: Demio, Livestorm, WebinarNinja.
    * The Good: These platforms are built specifically for webinars. They handle registration, automated email reminders, and the live room all in one package. They make the live delivery of the event very straightforward.
    * The Catch: The trade-off is often in marketing flexibility. Their built-in landing pages and opt-in forms are usually generic and can't compete with the power of a dedicated page builder. This is where an integrated approach shines. By using Thrive Architect to build your landing page and Thrive Leads for your opt-ins, you gain complete control to test, optimize, and maximize conversions—something a locked-in webinar platform can't offer. You essentially build a superior marketing funnel and then simply link it to the platform's live room.
  • The DIY/Broadcast Route (Maximum Flexibility):
    * Examples: Using OBS (Open Broadcaster Software) to stream to YouTube Live or Vimeo.
    * The Good: You have 100% control over the look and feel of your broadcast. Custom layouts, graphics, video intros—it's all possible.
    * The Catch: This route has the steepest learning curve. It's powerful, but be prepared to invest time in learning the software.

Step 8: Master Your Live Presentation & Engagement

All the preparation in the world won't matter if the live event itself falls flat. Delivering an engaging presentation is a skill, and it's what separates amateur events from professional ones... unless you enjoy the unique thrill of discovering your presentation deck won't load live in front of 200 people.

Tony's Rule for Live Engagement

Our webinar expert, Tony, has a simple rule he calls the '10-minute-interaction.' He says, "You can't go more than 10 minutes without giving your audience something to do. Launch a poll, ask a direct question in the chat, drop a link. If they're just watching, they're not engaged."

Here’s how to structure your delivery for maximum impact:

  • The Anatomy of a Great Webinar: Follow a simple "Hook, Content, Offer" model.
    * Hook (First 5 mins): Grab attention immediately. State the core promise of the webinar and let them know exactly what they'll learn.
    * Content (30-40 mins): Deliver on your promise. This is the educational, value-packed portion of your event.
    * Offer & Q&A (15-20 mins): If it's a sales webinar, this is where you transition smoothly to your pitch. Afterward, open the floor for a live Q&A session to address objections and build trust.
  • Managing the Q&A: Have a co-host or assistant help you by collecting and organizing questions from the chat. It's often best to save most questions for the dedicated Q&A block at the end to maintain the presentation's flow.

Step 9: Prepare and Test Your Event Tech

We asked Tony what makes him groan the most when watching other people's webinars. He didn't hesitate: "When they spend the first 10 minutes just saying, 'Can you hear me? Can you see my screen?'". A full dress rehearsal is non-negotiable.

Choosing Your Tech Level: From Basic to Pro

  • Tier 1: The Essentials (Budget-Friendly): Use your computer's built-in webcam, but make sure you're in a quiet room with good, soft lighting in front of you (like facing a window—good luck if you have kids or a dog who's mortal enemy is the delivery person). Use a headset with a microphone—even the one that came with your phone—to ensure clear audio.
  • Tier 2: The Polished Professional (Recommended Upgrade): This is the sweet spot for quality and value. Tony's go-to setup consists of three key pieces: a quality USB microphone (like a Blue Yeti), a 4K webcam (like a Logitech Brio), and a dedicated key light (like a ring light).
  • Tier 3: The Broadcast Studio (Maximum Control): This involves using a mirrorless camera (like a Panasonic G70) connected via an Elgato CamLink dongle and running your feed through OBS for custom layouts.

Special Considerations for Physical Classes (e.g., Yoga, Fitness)

Case Study: A Yoga Studio's Successful Pivot Online

When you're teaching a physical class, you face a unique challenge. Take Jessica Palmer, who was forced to pivot her physical yoga studio online overnight during the pandemic. She had to solve these exact problems. By using Vimeo to deliver classes and creating an online membership, she not only kept her business alive but expanded her reach, proving that these challenges are solvable.

  • Solving Audio Problems: The best and most reliable solution for clear audio in a physical class is a simple Bluetooth headset. When you move your camera far away to frame your body, the built-in microphone becomes useless. A Bluetooth headset keeps the microphone close to your mouth, ensuring your students hear you perfectly.
  • The Challenge of Music: If you use music, playing it through speakers will sound terrible to your students. The best solution is to play the music on your computer and use your meeting software’s feature to share "system audio". This provides the best quality and synchronization possible on a live call.

Step 10: Capitalizing on Your Success: Post-Event Follow-Up

Congratulations! You've successfully run your online event. But your work isn't done yet. A solid follow-up strategy is where you turn one-time attendees into long-term followers and customers. Send a thank-you email within 24 hours sharing the recording and any resources you mentioned.

How to Repurpose Your Event Content

Don't assume your event is over when the livestream ends. The data is clear: the replay is just as important. In fact, a massive 47% of all webinar views happen on-demand after the live event. And since 25% of registrants sign up with the sole intention of watching the replay, a solid post-event strategy isn't a 'nice-to-have'—it's essential.

Here are a few ideas for repurposing your event content:

  • Turn it into a blog post: Create a summary post with the key takeaways, embed the video, and add a transcript.
  • Create a mini-course: Edit your recording into smaller, bite-sized lessons and offer it as a free lead magnet or a paid product using a tool like Thrive Apprentice.
  • Make social media clips: Pull out the best 1-2 minute highlights, add captions, and share them across your social channels.

Frequently Asked Questions

What is the best day and time to host a webinar?

The data suggests that mid-week is the sweet spot for both registration and attendance. According to one study, webinars held at 2 PM have the highest average attendance rates (55%). Another source suggests that mid-week at 11 AM is the ideal time to go live. The best advice is to test what works for your specific audience.

How long should my webinar be?

Try to cap your webinar at around 60 minutes. This strikes a balance between delivering substantial value and respecting your audience's attention span. Data shows that 60-minute webinars have the highest average number of registrations.

Do I need an assistant or co-host?

While not strictly necessary for a simple presentation, an assistant is highly recommended for any event where you expect significant audience interaction. They can manage the chat, organize questions for the Q&A, and handle any minor technical issues for attendees. This frees you up to focus completely on delivering a great presentation.

How to Run an Online Event: Wrapping Up

We've covered the essential steps for creating and running a successful online event, from setting up registration to post-event follow-up. Remember, thorough preparation, effective promotion, and meaningful engagement are key to your event's success.

As you plan your event, consider how the right tools can streamline your process. Tools like Thrive Architect for creating landing pages and Thrive Leads for capturing registrations can help you focus more on content and less on technical details.

The most important thing is to get started. Your audience is waiting for the valuable content only you can provide. Take what you've learned here, adapt it to your unique event, and create an online gathering that leaves a lasting impact.

Good luck with your online event – we're rooting for your success!

Written on April 9, 2020

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About the author
author avatar
Chipo Marketing Writer
A self described devotee of WordPress, Chipo is obsessed with helping people find the best tools and tactics to build the website they deserve. She uses every bit of her 10+ years of website building experience and marketing knowledge to make complicated subjects simple and help readers achieve their goals.

Disclosure: Our content is reader-supported. This means if you click on some of our links, then we may earn a commission. We only recommend products that we believe will add value to our readers.

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