How to Create an Engaging Virtual Event Experience

Have most virtual events felt more like awkward Zoom calls than unforgettable experiences? We've all been there. Camera off, snacks in hand, barely listening while pretending to “engage.” However, it doesn’t have to be that way. When done right, a virtual event can be just as exciting, interactive, and impactful as an in-person one, maybe even more so.

In fact, 74% of event planners believe virtual events are here to stay, according to a 2023 report by Statista. That means the challenge now isn’t whether to go virtual; it’s how to make it worth showing up for.

So whether you're planning your first virtual summit or looking to breathe new life into an annual online event, let's turn that dull online session into a dynamic, “Can we do this again?” kind of moment.

1) Know Who You’re Talking To

Before you start picking speakers or designing sessions, pause. Ask yourself, who’s going to be on the other side of the screen, and what do they actually care about?

Too often, virtual events are planned around content, not people. However, the truth is you can’t engage an audience you don’t understand. It’s not enough to know job titles or industries. You need to get under their skin. What motivates them? What problems are they hoping you’ll help solve? What would make them stay with a memorable experience and not silently ghost the tab?

Creating attendee personas that are detailed, human-centered profiles based on real data helps you speak to people, not at them. And it works. 

“Events tailored to audience personas see engagement jump by up to 20%.“

(Source: Virtual Event Benchmarks by Markletic) 

That’s not a tweak; that’s a transformation.

You don’t need a research team to get this right. A simple pre-event survey with 4–5 smart questions “What session formats do you prefer? What are you hoping to gain?”  Let them tell you what matters most, then deliver. Pair that with social listening or reviewing past event feedback, and boom, you’ve got the insights to shape content that clicks.

2) Customize Your Event Platform Like It’s a Venue

Inviting guests to a big event and walking them into a blank room with flickering lights and plastic chairs. Doesn’t exactly scream “memorable experience,” does it?

Your virtual event platform is no different. A generic, clunky platform instantly kills energy. But when you customize it to reflect your brand’s personality and your audience’s preferences? Suddenly, people feel like they’re part of something intentionally crafted, not just clicking through another online meeting.

Start with the welcome experience. Branded virtual lobbies. Friendly video greetings. Intuitive navigation. Then go deeper. Let attendees build their own agendas, explore interactive maps, visit sponsor booths, or chat in real time with peers. Make the space feel alive and uniquely yours.

And yes, it works.

“86% of event marketers say that having a branded, customizable event platform increases attendee satisfaction and engagement.”
(Source: Markletic, Virtual Event Benchmarks Report 2024)

Your platform sets the tone of the first impression, the stage. So treat it like your event’s digital venue, not just a backend. Choose a platform that lets you design branded, flexible experiences. Because when attendees feel like it’s built for them, they’re far more likely to show up, stay, and engage.

3) Make Short, Sharp, and Seriously Good Content, Not Stuffy

The moment an attendee enters your virtual event… Let’s say they’ve got their coffee in one hand, Slack pings in the background, a toddler is screaming offscreen, and 17 browser tabs are open. You’ve got seconds to grab their attention and even less to keep it.

That’s why your content can’t afford to go on and on. It has to punch through the noise. Virtual audiences are multitasking by default, so your sessions need to be tight, dynamic, and easy to digest. Forget hour-long keynote marathons. Instead:

• Open with a hook that makes people lean in (“What if I told you most virtual events lose 1 in 2 attendees by minute 46?”).
  

• Break sessions into 10–15 minute power talks, each focused on one sharp idea or takeaway.
  

• Drop in live polls and clickable moments every few minutes. Give attendees a reason to interact, not just observe.
  

• Let Q&As feel spontaneous, not scripted. Invite surprise guest drop-ins. Let the chat box come alive.
  

The cold reality is almost half your audience could vanish unless you’re offering content that respects their time and earns their focus. Treat every session like a mini TED Talk. Keep it snappy, add moments of surprise, and always leave them wanting more, not reaching for the exit tab.

4) Spark Real-Time Interaction

The power of real time interaction is huge. It transforms passive viewers into active participants who want to be there. Interaction can make a virtual event less like a lecture and more like a lively conversation among friends. 

When you invite people to join the conversation, they engage, respond, and connect. It’s like turning up the volume on energy and turning down the “Zoom fatigue.”

Here’s how to make it happen:

• A chat box with a quick-witted moderator who spots great questions and calls out names. Nothing says “you matter” like hearing your name live.
  

• Emoji reactions and applause buttons that let attendees share their excitement without interrupting. Instant vibes, no awkward pauses.
  

• Incorporate games like fun quizzes, live polls, or mini scavenger hunts that reward curiosity and keep brains buzzing.
  

• Breakout rooms for small group chats where people can swap ideas, network, or solve problems together. It’s the digital equivalent of those priceless hallway conversations.
  

Virtual events with interactive features can double engagement levels, making attendees stay longer and participate more fully. So, don’t treat interaction as a “nice-to-have.” Make it your event’s heartbeat. Every poll, every chat message, and every emoji reaction should pull your audience closer, not push them away.

5) Build Inclusivity Into the Blueprint

When you design your virtual event with accessibility in mind, you open the door wide for everyone to pull up a chair and join the conversation. Here, inclusivity means everyone deserves a seat and a voice.

Think beyond just “Can they see the screen?” Accessibility means: 

• Screen reader compatibility so those with visual impairments can navigate smoothly.
  

• Closed captions and transcripts that make content understandable for people with hearing difficulties and those who prefer reading along.
  

• Inclusive language that respects all backgrounds, identities, and experiences, creating a safe space where everyone feels welcome.
  

And because your audience probably spans multiple continents, don’t forget the clock. Thoughtful scheduling that respects different time zones shows respect and ensures your global attendees can participate live, not just catch a dusty replay.

Don’t wait until the last minute to add accessibility. Make it a core part of your event planning. Because inclusivity is how you build deeper, richer connections with your whole audience.

6) Let People Personalize Their Experience

Is it possible for every attendee to have their own tailor-made schedule? Instead of feeling overwhelmed by endless sessions, they can pick exactly what excites them, skip what doesn’t, and explore at their own pace. That’s the power of personalization in virtual events.

Nowadays, virtual attendees prefer on-demand access to content so they can fit sessions into their own schedules. When attendees can organize their own schedules, they feel more in control, less overwhelmed, and way more invested. Add personalized reminders that gently nudge them toward sessions they care about and content filters that help them zero in on topics or speakers relevant to their interests. 

That’s how you’re creating a smooth, user-friendly experience that keeps them coming back. Offering flexibility is a necessity. With busy lives and competing priorities, your attendees will thank you for giving them the freedom to engage on their own terms. 

7) Follow Up Like You Mean It

Just because the virtual curtains close doesn’t mean your connection with attendees should. Post-event follow-up is where real relationships are built, turning one-time visitors into loyal fans.

Start with a warm, genuine thank-you email that feels personal, not automated. Include replay links for those who want to revisit key sessions (or catch what they missed), plus a handy resource library packed with extra value such as slide decks, e-books, or bonus videos.

Don’t forget to ask for feedback. Automated surveys that arrive shortly after the event can capture fresh impressions and valuable insights. Then, personalize your follow-up messages based on responses. Maybe someone loved a specific topic? Send them related content or invite them to a niche discussion group.

When you stay present after the event, you’re not just reminding people you exist; you’re showing that you care. And that kind of thoughtful engagement turns attendees into true advocates. And for a full toolkit, follow DXG’s guide to preparing a hybrid event that will work, and it is full of smart tactics. 

Craft follow-ups that feel like friendly check-ins, not sales pitches. Keep the conversation going, and watch your community and your event success grow.

Small Touches That Create Big Impressions

Pick one unexpected “wow moment” per session, whether it's a surprise giveaway, a physical gift, a charismatic host, or a mini trailer. That little spark can turn a good event into one attendees remember. Let’s get those “wow” factors humming:

• Surprise Giveaways
  Like a pop-up moment mid-session: “Congrats to our surprise winner—check your inbox for a gift!” That spark of excitement jolts people right back into attention and creates a memorable emotional hook.

• Swag Shipped Pre-Event
  Sending physical event kits before the big day turns virtual space into real life. A branded notebook, cozy mug, or fun gadget arriving on their doorstep? It makes your event tangible and builds anticipation. As Forbes suggests, including well-thought-out swag "impresses and motivates attendees" and boosts brand recall long after the event ends.

• Live Hosts/Emcees
  An enthusiastic live host can read the room even if the room is virtual. They welcome people by name, bounce energy between sessions, and keep things running smoothly. Their sparkle ties the event together.

• Countdown Timers & Teaser Trailers
  Drop a mini video teaser or a countdown timer the day before a session to build suspense. Like a movie release, it sets the mood and gives people something to look forward to not just another Zoom link.

Design an Experience With DXG, Not Just an Event

At the heart of every remarkable virtual event is connection. The kind that says, “We built this for you.” It’s not just about polished slides or flawless tech. DXG (Digital Xperience Group) is all about creating moments of human resonance, unexpected joy, and real value. We’re crafting events where every detail matters, from AV mastery and platform customization to bold, creative design.

So whether you're dreaming of a smooth virtual summit, a vibrant hybrid event, or a fully immersive digital experience, DXG brings it to life with precision, creativity, and a touch of fun. Let’s connect and turn your event into everything you imagined.