How virtual event platforms save you money

6 min read


Hosting events can be an expensive undertaking, with the costs of venue rentals, equipment rentals, printed materials, staff, and travel expenses quickly adding up. With the rise of virtual event platforms, however, event organizers can now host events at a fraction of the cost of in-person events. In this article, we’ll explore how event organizers and event professionals can save costs by using virtual event platforms.

Why are virtual events more cost-effective than in-person events?

Here are five specific saving levers when organizing online events via virtual event platforms compared to events in physical venues.

1. Reduced venue and travel costs

One of the most significant expenses associated with in-person events is the cost of venue rentals and travel expenses for both event organizers and attendees. Venue rentals can cost thousands of dollars or Euros, while travel expenses for attendees, such as airfare, accommodation, and transportation, can also be significant. With virtual events, however, these costs are significantly reduced, if not eliminated altogether. Event organizers can host virtual events from anywhere, eliminating the need for costly venue rentals, accommodation, and travel expenses for themselves and their attendees.

2. Elimination of printed materials

Printing materials for events such as brochures, flyers, and programs can also be a costly expense. With virtual events, however, organizers can eliminate these expenses altogether. Instead of printing materials, organizers can provide attendees with digital versions of the same materials, saving costs and being more sustainable by reducing their carbon footprint. Attendees can access these materials on their computers or mobile devices, making it easier for them to access the information they need whenever they need it.

3. Reduced staffing costs

In-person events often require a significant number of staff members to manage logistics, registration, and other aspects of the event. With virtual events, however, many of these tasks can be automated or managed by a smaller team. Virtual event apps such as Veertly often include features such as registration management, attendee engagement tools, and analytics, which can be used to reduce the number of staff members needed to run the event. This can result in significant cost savings for event organizers.

4. Increased attendance and revenue potential

Virtual events have the potential to attract a much larger audience than in-person events, as attendees can participate from anywhere in the world. This increased attendance can translate into increased revenue potential for event organizers, as they can sell more tickets or attract more sponsors and exhibitors. Additionally, many virtual event platforms often include monetization tools, such as pay-per-view sessions and sponsorships, which can help event organizers generate more revenue. With virtual events, event organizers can tap into a global audience, increasing their reach and revenue potential by reducing the costs for their events.

5. Reduced equipment and production costs

In-person events often require costly equipment and production expenses, such as sound systems, lighting, and staging. With virtual events, however, many of these costs are eliminated, as the event can be hosted from a single location and accessed by attendees via their computers or mobile devices. Virtual event platforms often include or can integrate production tools, such as live streaming and recording capabilities, which can be used to create a professional and engaging event experience without the need for expensive equipment.


Which costs do I have for running a virtual event?

Virtual events platforms offer a range of advantages over traditional in-person events, such as increased flexibility and cost savings. However, it's important to understand that there are still costs associated with organizing a virtual event via a virtual events platform. Next, we'll explore the costs that can occur when organizing a virtual event via a virtual events platform, and how event organizers can plan for and manage these costs.

  1. Virtual event platform costs
    The most obvious cost associated with organizing a virtual event via a virtual events platform is the cost of the platform itself. There are many virtual events platforms available such as Yoonity and Veertly. Each with their own pricing models and features. Some platforms charge a flat fee for access to their features, while others charge per attendee or per event. It's important to research and compare different virtual events platforms to find the one that best fits your budget and event needs.
  2. Equipment and technology costs
    Another cost associated with virtual events is the equipment and technology needed to host the event. This includes hardware such as a laptop and if preferred for a high-quality production, tools like cameras, microphones, and lighting equipment. As well as streaming software, for example Restream or Streamyard. Event organizers may need to invest in new equipment or upgrade their existing equipment to ensure a smooth and high-quality virtual event. It's important to budget for these costs and factor them into the overall cost of organizing a virtual event.
  3. Speaker and content creation costs
    Virtual events and online conferences require engaging and high-quality content to keep attendees engaged and interested. This can include costs for speakers, but also for pre-recorded videos, live presentations, and interactive sessions. Creating this content can be a significant cost, especially if event organizers need to hire professional videographers, editors, or other content creators. It's important to plan and budget for content creation costs to ensure the event is engaging and effective.
  4. Marketing and promotion costs
    Marketing and promotion are critical to the success of any public event, including virtual events. Event organizers of public events need to promote their event to ensure maximum attendance and engagement. This can include creating a website, running social media campaigns, and investing in advertising. It's important to budget for marketing and promotion costs to ensure the event reaches its target audience and achieves its goals. Also for corporate non-public events, it is highly recommended to market the event to ensure a high attendance rate of employees or customers.
  5. Staffing and production costs
    Virtual events still require staffing and production, even though they don't require a physical venue. Event organizers may need to hire staff to manage registration, technical support, and event production or purchase these support services from the virtual event platform. They may also need to pay for services such as virtual event hosts, moderators, and speakers. It's important to factor in staffing and production costs when planning a virtual event.


In conclusion, virtual event platforms provide event organizers with many opportunities to organize online events on a low budget while still providing an engaging and memorable event experience for attendees. By eliminating venue and travel costs, reducing printed materials, staffing, and equipment costs, and increasing attendance and revenue potential, event organizers can leverage virtual events to host successful events at a fraction of the cost of in-person events.

However, it's important to understand that there are still costs associated with virtual events such as conferences, online workshops and webinars. These include virtual events platform costs, equipment and technology costs, content creation costs, marketing and promotion costs, and staffing and production costs. By planning and budgeting for these costs, event organizers can ensure their virtual event is engaging, effective, and successful.

Even after the COVID-19 pandemic, virtual events have become an increasingly popular option for event organizers, offering a safe and cost-effective way to host events. Not sure where o start? Check out these ideas to create successful online events.


Photo by Brooke Cagle on Unsplash

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