Virtual experiences have become a powerful and convenient way to connect with audiences anywhere, anytime. When you host online events, you open the doors to a global audience while supplementing revenue between your in-person events. Whether you’re organizing a virtual concert, workshop, or Q&A session, hosting online events is simple and seamless with TicketLeap. Here’s how to set up your virtual event on our ticketing platform from start to finish, plus a few bonus tips on successfully hosting a virtual event.

Steps for hosting online events on TicketLeap

Creating online events on TicketLeap follows the same easy process as building an in-person event with just a few tweaks. Here’s how to host a virtual event using our ticketing platform.

Step 1: Set your venue as an online event

When you begin setting up your event, you’ll need to clearly list that your event doesn’t have a physical location in the “Event Info” section, as follows:

• In the “Venue” field, choose “Create a new venue.”
• Give this venue field a descriptive name like “Online Event” or “Online via Zoom” to indicate that it’s a virtual-only event.
• Make sure to select the correct time zone to match your event’s start time. The rest of required address fields can be filled in with arbitrary details (e.g., 555 Home Rd).

This helps you stay organized on the backend, even though attendees won’t see the internal venue name or details. Once you’ve created this “Online Event” venue, you can select it for future virtual experiences and proceed with setting your event date, time, and ticket types as usual.

Step 2: Clarify your online event details in your event description

In your event description, make sure to clearly set attendee expectations about your virtual event and provide all the details on how to stream your event. Be sure to specify when and how ticket buyers will receive their access link, as well as which platform you’ll be using (e.g., Zoom or a private streaming site).

To help make it crystal clear on your event page that it’s held online, head to the “Advanced” section and uncheck the box for “Use event location.” You can then manually enter “Online Event” or a similar phrase so guests know at a glance that this is a virtual experience.

Step 3: Send attendees the link to your virtual event

Once your event page is live and ticket sales start rolling in, the next step is making sure attendees have everything they need to join your stream. TicketLeap gives you two easy ways to share your event link with buyers, depending on whether you want them to access it immediately or closer to the event date.

a. At time of purchase

If you want attendees to receive the link right away, enable the post-purchase message feature in your event settings. Here, you can paste your access link, plus any helpful details or instructions. You can opt into having this message appear on the confirmation page after checkout, in your confirmation email, and in the automatic reminder email that goes out before your event begins.

b. Leading up to your event date

Prefer to send the link a bit closer to your event? You can use TicketLeap’s email campaign tool to send an operational email with all your virtual access information. This is a great time to remind attendees to download any necessary software (like Zoom) and test their connection before showtime. You can either send this email manually when you’re ready or schedule it to go out automatically at a specific date and time. This ensures your attendees get all the details they need right when it’s most relevant.

Tips for hosting a virtual event successfully

Now that your event is planned down to a T, here’s some ways to ensure event day goes without a hitch!

1. Test your equipment 

Having your event run smoothly is of top priority. That’s why, we highly recommend checking all your equipment in the hours (if not days!) beforehand. First, check that you’re connected to the internet through reliable WiFi or via an ethernet cable. Then, you’ll want to run through everything you plan to use (like the virtual platform, microphones, and cameras) and make sure any special guests are ready to go as well. You may also want dedicated team members to assist attendees with any issues they may encounter on the day of the event. 

2. Set the stage

And, you’re live! Give your attendees a warm welcome by greeting them by name thanking them for joining your virtual event. Then, to get the ball rolling, share a brief rundown of what to expect during your event (including when’s best to ask questions or take breaks, if applicable). This is also the perfect time to introduce yourself, your team, and your special guests before kicking off your virtual event’s activities!

3. Encourage engagement

Once your virtual event is well underway, interact with your attendees and encourage them to connect with each other using live chat, polls, and any additional features your streaming platform has. Polls are great for gathering feedback and opinions from attendees in real time, while chat functions let attendees ask questions and talk with one another. For webinar and workshop-style events, you could even allot time for breakout room sessions to keep the conversation going! 

4. Record your virtual event

If you’d like, record your virtual event so attendees can watch it again and again! This also gives people who couldn’t attend your event live to have access to it later. Plus, it's a smart way to capture valuable content that you can repurpose for your future marketing campaigns. 

Host virtual events with ease

So, there you have it! Hosting a successful virtual event might seem like a lot to juggle, but with careful planning, clear communication, and a focus on engaging your audience, you're all set for success.

When you host online events with TicketLeap, you can focus on delivering a memorable experience while we handle the ticketing. Whether it’s your first virtual workshop or your next online concert, you’ve got everything you need to bring your next virtual event to life!