Virtual event planning
Plan Your Virtual Event
With a Multi-Award-Winning Team
We’ve produced 500+ events, and we’ll make yours engaging, beautiful, easy, and reliable. Hand us the whole event, or just the parts you need.
Get a Free Strategy SessionTrusted by:
Figures from We & Goliath’s production record. Awards from Eventex, 2022-2024.
Quick Answers: What We Do and When to Start
What we do
We plan and run your online event: strategy, platform, speakers, design, promotion, the live show, and follow-up. Take all of it, or just the parts you need.
Events we plan
Webinars and webinar series, virtual conferences and summits, multi-day events, galas and fundraisers, and town halls.
Who you’ll work with
A senior strategist and a dedicated project manager, backed by our production, design, and marketing team.
When to start
Start 8+ weeks out for a conference and four weeks out for a webinar. Less time than that? We’ve launched full events in two to three weeks.
Online Event Specialists
Who Work Alongside Your Team
Even teams with a strong events lead bring us in, for four main reasons.
- Virtual is its own specialty. Most events teams focus on content, community, or in-person logistics.
- Event promotion takes a different skill set. It runs on a different rhythm and copy style than everyday marketing.
- The event has to look great. Your design and comms team is busy with day-to-day work.
- A flagship event takes a lot of hands. We bring the extra ones.
“It was amazing to have thought partners.”
“It was amazing to have thought partners who are well versed in hosting virtual events, who understand the best practices to make them interactive.”
Travis Ballie, Organizing Director, NARAL Pro-Choice America
“Their team provided exceptional end-to-end support.”
“Their team provided exceptional end-to-end support, illuminating planning aspects we hadn’t considered and ensuring our presenters were ready.”
Geneva Scott, Senior Director of the Career Center, CodePath
“They knew what we were looking for.”
“Due to their experience, they knew what we were looking for.”
Patty Tipson, Director of Training, Land Trust Alliance
Your Event, Made
Engaging, Beautiful, Easy, and Reliable
Engaging for attendees
Polls, Q&A, networking, and breakouts keep people involved.
Beautiful in every detail
Your brand on every page, promo graphic, slide, and screen.
Easy for your team
One team, one plan and timeline, and clear next steps every week.
Reliable on the day
Rehearsals, tech checks, and backups keep issues backstage.
“They transformed what could have been a basic 3-day webinar into a dynamic learning event.”
“They transformed what could have been a basic 3-day webinar into a dynamic learning event.”
Susan Cody Ciavolino
Boys & Girls Clubs of America
“The graphic design pieces were absolutely beautiful.”
“The graphic design pieces were absolutely beautiful.”
Tammy M-Dolcy
H-CAP
“It’s so great having professionals like you to rely on”
“It’s so great having professionals like you to rely on to make all this tech happen for us behind the scenes so we don’t have to worry about it!”
Megan Certo
FSBPT
“They worked very fast, seemed to really know their business, and never dropped the ball once.”
“They worked very fast, seemed to really know their business, and never dropped the ball once.”
Timmons Roberts
CSSN
Your Whole Event Plan,
From First Call to Final Report
These are the jobs a virtual event planner handles.
Plan
- Goals, audience, and success measures set first
- Event design and agenda built around those goals
- A platform chosen to fit your event
- One timeline and one run-of-show for everyone
- Weekly updates from your project manager
Speakers and Content
- Speaker briefing, scheduling, and slide collection
- Speaker training, dry runs, and tech checks
- Pre-recorded sessions streamed as live (Simulive)
- Speaker inviting and vetting, as an optional add-on
Design and Promotion
- Your event brand carried into every promo asset
- Custom landing pages and registration setup
- Email invites, reminders, and event copywriting
- Promo videos, social graphics, and slide designs
- Paid ads, when they fit your goals
- Registration data synced to your CRM
The Live Event
- Live production run by a backstage team
- Branded on-screen layouts and graphics
- Backup plans and live troubleshooting
- Polls, moderated Q&A, and chat moderation
- Breakouts, networking, and attendee support
After the Event
- ROI reporting tied to your original goals
- Attendee surveys and feedback
- Replays and highlight clips
- Follow-up that helps attendees act on what they learned
We can take on all of them, or just the ones you want to hand off.
The SMART Event Blueprint:
Your Event Strategy in Two to Three Weeks
We build a research-backed strategy and marketing plan for your event. Carry it out yourself or with any partner. Or make it the first step, and we’ll plan the whole event with you.
- Audience and competitor research, plus a value proposition for your event
- Engagement ideas and session formats built for your audience
- A marketing plan with channels, KPIs, and an email calendar
- An implementation plan with a clear timeline
- Optional add-ons: a copywriting package, plus a sponsorship strategy and toolkit
“I can’t believe how much clarity I got from this, and in such a short period of time.”
One Team for planning, design, promotion, and production
Many planners focus on logistics. Hiring a platform company, a production crew, a designer, and a marketing agency separately leaves you managing all four. We bring every specialty under one team, so the plan, the look, the promotion, and the live show fit together.
- One project manager, one plan, and one timeline for the whole event
- Your brand carried into every promo asset, slide, and on-screen layout
- Promotion built for events, so more of the right people register
- ROI reporting tied to the goals you set
- Replays and highlight clips that keep working for weeks
Your Event Runs on Our
Proven SMART Event Method
Every event we plan follows our SMART Event Method™, and it’s a big reason our events come out engaging and run reliably. Strategy sets the goals, Marketing brings the right people, Attendee Experience keeps them taking part, ROI shows what worked, and Transformation keeps the learning going for weeks.
Explore Our Full ApproachIs a Virtual Event Planner Right for You?
This fits if:
- You’re planning your most important virtual event(s) of the year
- You want it as polished as your best in-person event
- Your team wants specialists for the virtual side
- You want more registrations along with a smooth live show
- You want help with some parts and to keep others in-house
This isn’t a fit if:
- It’s a short internal meeting on your own Zoom
- You only need a platform login and no strategy
- You want the cheapest crew to press “go live”
- You need it planned and promoted in under a month
Results From Teams Like Yours
Frequently Asked Questions
Your events lead knows your content, your speakers, and your community. Virtual production, online engagement, and event promotion are separate specialties, and few teams have all three in-house. We bring those specialties and the extra hands, and your events lead keeps the parts they own.
Call us anyway. We’ve launched full virtual events in two to three weeks, and Organizing 2.0 hit 7x attendance on a three-week timeline. Less time means fewer options, and we’ll tell you up front what’s realistic.
We recommend the platform that fits your event, usually Airmeet or Zoom, and we can also work on a platform you already have. We set it up, run it, and train your moderators and staff on what they need. Airmeet is often discounted or free when we run your strategy and setup.
No. We work alongside your team and fill the gaps. A common split: you keep the goals, the messaging, the final say on speakers, and your relationships, and we carry the plan, the platform, the promotion, and the live show. You make the calls at every milestone.
Yes, as an optional add-on. Speaker briefing, scheduling, training, and tech checks are always included. If you also want help building the lineup, we can find, vet, and invite speakers for you.
Our backstage team runs the live show and handles problems as they come up, usually before your audience notices. We plan backups for the risky moments. For high-stakes sessions, we can pre-record and stream them as live (Simulive), so a bad connection can’t sink a keynote.
We agree on goals at the start, such as registrations, attendance, engagement, or leads. After the event, you get ROI reporting against those goals, plus survey results and replays you can share with your board and sponsors.
You wouldn’t be the first. SCBWI came to us after a glitchy run with another team and finished their next conference with zero attendee tech support tickets. On our first call, we’ll ask what went wrong last time and plan around it.
Every event is scoped to its goals, its size, and the parts you hand us, so there’s no single price. A free strategy session gets you a clear scope and a quote.
Let’s Build an Event People Remember
Tell us about your event, and we’ll show you how we’d plan it and which parts we’d take on.
You’ll leave with clear next steps for your event, whether you hire us or not.
