8 Step Guide to Hosting a Virtual Entertainment Event

Megan Lupton
Content Executive
Virtual Event

With the entertainment industry currently experiencing a defining evolution, more and more artists are being booked for virtual entertainment events. The benefits of online occasions are endless, with their accessibility and cost effectiveness they supply every audience member with a front row seat.

It is safe to say that entertainment events have taken a back seat in 2020, but that does not mean that the experience itself must stop! It is no secret that many performers are struggling during this period, so virtual events are a great way to invest in the industry – check out our other suggestions for supporting musicians through the COVID-19 pandemic.

If you want to learn how to organise a virtual music event, stay tuned.

1. Pick Your Hook

The first step to hosting performers online, is to pick your hook.

Your “hook”, otherwise known as the event’s core purpose, can range from fundraising for charity and fulfilling specific themes, to replacing cancelled traditional festivals. Without a hook, events can lack focus, reducing the impact of your marketing campaign and losing audience’s interest.

Think about what you want your virtual event to achieve, and why you wish to collect entertainers from far and wide in the first place. This commonly reveals the hook of your event!

Our Top Pick of Event Topics:

  • Charity Fundraisers
  • Raising Awareness for Specific Cause
  • Education
  • Themed Events
  • Public Festival
  • Corporate Party
  • Product Launch or Campaign
  • And more!

If you can think of it, our team of booking agents can book the perfect act for your virtual party or function. A strong topic or theme will instantly tell the audience what to expect, and why they should tune in and listen up.

2. Choose Your Platform

Due to their accessibility, social media platforms are the go-to “venues” for public online entertainment events. It is simple and cost-effective to set up and allows viewers to easily tune in to the event, while they scroll through their favourite social media accounts. Additionally, social media sites allow viewers to leave comments, increasing user interactions, and track the amount of people tuning in, making it easier to analyse your metrics for success.

But what if your event is private? Or requires users to purchase a ticket? Streaming platforms like Zoom and Google Hangout allow organisers to control who can attend the online event, sharing the access information with ticket holders only. Perfect for charity fundraisers, or events showcasing high-profile entertainers, there truly is a platform for every event.

Steaming Platforms for Virtual Events:

  • Facebook Live
  • Zoom
  • YouTube Live
  • Google Hangout
  • Instagram Live

3. Virtual Event Technology

Though the performers will commonly provide their own equipment, as the organiser, you must also ensure that you have complete access to the event. Including a crisp microphone, webcam and a strong internet connection, any technical errors on your end may interrupt the flow of the event.

All events require a host, including online events being streamed to the world. Whether you want to book a professional presenter or wish to host the event yourself, technology can make or break the occasion. Ensure the use of high-quality products, like a speedy laptop and crystal-clear webcam, to adequality connect with your audience.

Technology Checklist:

  • Webcam
  • Microphone
  • Laptop/Computer
  • Charger
  • Presentation Materials
  • Internet Connection
  • Headphones

4. Book Your Performers

No online event is complete without talented, entertaining performers. Our roster includes the best of the best, the industry-leading acts whose dedication to their craft shines through their performances. With Champions Music & Entertainment, we are confident that your perfect act is just a phone call away.

If you are hosting a virtual event, look no further than these entertainment genres:

  • Solo Singers
  • Music Bands
  • Comedians
  • Tribute Acts
  • Impersonators
  • Something Different
  • And More!

Not sure who you are looking for? Contact a booking agent directly to let a connected, professional source the perfect act for your online event.

5. Market & Promote Your Event

Generating a buzz of excitement for your event, can directly impact the amount of people who will want to see your musicians in action – besides, who can attend an event that they know nothing about?

Take to social media and promote your online occasion to the digital realm. Creating a countdown, supplying sneak previews, and asking your performers to do the same, are all great ways to promote your occasion. Knowing how to market an event can be tricky, but with a keen instinct for eye-catching designs, your bold poster could be shared across the globe.

6. Send Your Invitations

You have collected the latest tech, booked your performers, and planned your event – what is next? The audience!

Whether you are entertaining a private workplace or marketing your event to the masses, hosting an event would not be complete without the guests. In today’s market, it is easier than ever to spread your message to the world, with social media and e-invites becoming popular methods of reaching your viewers.

Simply design a poster or invite, send out an email or post the event online, and watch as audiences flock to attend your virtual event. This method is incredibly cost-effective, and attracts larger crowds than hand delivering invitations.

Additionally, when you book a popular entertainer, you will have access to their hordes of fans, who eagerly follow their favourite artists latest bookings. Their supporters can become your audience members.

7. Conduct a Test Run

Even the most organised event can fall victim to technical issues, so it is important to conduct a test run. Simply plug your electronics in and organise a dress run with your musicians. Go through the entire schedule, making sure that every microphone and webcam is on the right settings, and working to the best of their abilities.

This allows you to manage any issues that may arise, in a controlled, informal setting – not in front of thousands of viewers.

8. Enjoy Your Event!

Congratulations, you have successfully organised a virtual event!

Now sit back, relax and enjoy the soothing vocals or hilarious comedy of your favourite entertainer - just don’t forget to turn the volume up!

Book a Virtual Musician

If you would like to hire a virtual entertainer for your online event, contact Champions Music and Entertainment via [email protected], or call us directly on 0203 793 40 42.

Megan Lupton
Content Executive

Having completed a Masters in Creative Writing, Megan is found regularly contributing to the company blog, where she discusses everything from the latest socio-political news stories to self-improvement. Joining Champions Music & Entertainment in 2019, Megan is also responsible for a variety of creative content, like contributing to the online presence of those we represent across the website.