Pros and Cons of hosting a Virtual Conference

With the advancement of cutting-edge technology in the events industry, virtual conferences are being employed more frequently to connect individuals spread across different locations for business purposes. The use of virtual conferences to build and attract sizable audiences is growing and is widely accepted. Businesses across a range of sectors have learned that virtual conferences conducted online are far less expensive than in-person meetings.

In a world where "virtual events" have become the norm, it might be challenging to join the wave without being aware of a particular trend. Hence, it makes sense to understand what to anticipate from this event, whether you are organizing a virtual conference or are eager to participate in your first conference. Do you wish to gain an understanding of the pros and cons of virtual conferences? If yes, keep reading.

Hosting Virtual Conference

What is a virtual conference?

A virtual conference is, to describe it in simple terms, a conference that takes place in a virtual setting. Regardless of the place they are, remote individuals can enjoy live, engaging opportunities to network and access data via their laptops and desktops. The internet serves as the primary venue for a virtual conference. Travel, lodging, or food are not necessary; all you need to do is connect to the virtual conference site, press "Enter", and you're ready to begin. This implies that virtual events disrupt a work day or week as little as possible because participants only need to take time off from their jobs for the duration that the event is actually going on.

Attendees can immediately return to their jobs or personal lives after the conference is over, wasting no more of their important time. An online event functions quite similarly to an actual one. Online events have the same basic experience, but how it is delivered differs based on different platforms. Attendees sign up for the event, but they only get an internet link in place of a personal address or directions. When the conference day and time approach, users click the hyperlink and are taken to a sign-in screen where they may select their username and how they want to be presented, for example, with an animation or a picture.

To ensure maximum interaction and involvement throughout the virtual event, it is crucial to confirm that cameras, audio, and internet services are all in good condition. When inside the chat rooms, the conference functions very much like a traditional one. You'll find networking opportunities, opportunities for conversation, and tables where you can sit and interact with new individuals as you wait for your presenters to discuss their topics in virtual meetings. 

Various Forms of Virtual Conference

Hosting Virtual Conference

Three primary forms of virtual conferences are video conferences, teleconferences, and web conferences. These are used in various contexts or fields.

1. Video Conference

Hosting Virtual Conference

Using a computer mic and camera or a cellular device's camera, a video conference enables participants to view and understand one another during a conference. The market today offers a variety of video conference providers, including Skype, Zoom, and Google meet. 

A video conferencing program - a laptop with a webcam, microphone, loudspeaker, or a smartphone, as well as quick Internet connectivity are requirements for anyone who wishes to participate in a video conference.

These virtual community meetings are frequently utilized for conducting group interviews with job hopefuls in remote regions. It is also used to interact with distant clients and hold meetings with telecommuting and home-based staff. Video conferencing is also useful in distance learning, group discussions, and project planning discussions.

2. Teleconference

Virtual Conference

Members in a meeting are connected over phone networks in a teleconference. This enables numerous individuals to connect concurrently from various locations using landlines or mobile devices. It covers audio conferencing, telephone conferencing, and other similar methods.

The disadvantage of a teleconference is that participants cannot see one another and cannot identify who's really speaking without a visual reference. All teleconference participants should be introduced in advance, and each person should identify themselves before speaking.

3. Web Conference

Web conferences are a general word for the method of bringing together people or groups from different geographical locations for training or educational seminars, online team meetings, video calls, or real-time live lectures.

True point-to-point interaction, as well as multiple talks from one presenter to many receivers, are both possible with web conferences. It provides audio, video, and texting data streams to be shared regardless of physical settings. 

Pros of hosting a virtual conference

1. Time-saving

Different approaches exist for a virtual event to save time. Firstly, since a virtual conference is typically more briskly paced than a traditional one, you'll be able to finish the task in less time. Participants will get right to the point because there won't be any downtime.

In addition to conserving time, it also conserves resources and energy, enabling a greater focus on the current goal. Members of conventional meetings are worn out before the conference even starts, which reduces their efficiency and ability to focus.

Secondly, by lowering the overall number of clock hours, a digital event saves time. Members will only record their working hours for the actual virtual meeting; they will not record their travel or lodging expenses. This guarantees that the conference will continue with the highest level of energy and spirit.

2. Convenient 

You may feel out of sorts if you have to drive or fly to in-person events, lose out on time with family, or try to complete work from a hotel or coffee shop. You might choose not to go to the conference at all if there are issues with your schedule.

Provided you have a secure internet connection as well as a functional gadget attached to it, you can participate in a virtual event from the convenience of your personal workspace or even from home.

3. Affordable 

Virtual events can be organized for a small portion of the cost of a regular business conference. The main expenses related to a physical event are eliminated: lodging, venue security, rent, printing promotional materials, food, alcoholic beverages, and other unforeseen costs.

A virtual event, on the contrary, has costs associated with the venue, internet access, speakers, and occasionally an entry fee. This nevertheless represents a significantly lower financial outlay on the part of those involved than an in-person event would.

4. Improved logistics

Virtual events can be prepared much more quickly than traditional ones. Although online conferences can get started right away, setting up a physical location may take several days of preparation. Additionally, sending invitations via a link is simpler than mailing out printed cards.

Additionally, compared to an online event, there exist a lot more things that could go wrong and interrupt a live session. The only thing that can stop a virtual meeting is poor internet connectivity.

5.Greater reach

A virtual event has an enormously larger audience than a conventional one. The potential reach is only limited by your platform's capabilities and marketing ability. A virtual conference can accommodate astounding numbers of attendees from around the world, whereas a real meeting has its limitations. 

As it is simpler to have them available on the internet than to travel far, it will also encourage hesitant investors to participate. Further increasing the significance of your virtual conference, viewers can view the event through social media posting and other sites.

6. Easy marketing

A virtual conference makes it simpler and more efficient to provide details about your company because potential customers can easily access your goods and services with just a single click. In contrast, a traditional event substantially decreases prospective leads because of the usual physical constraints. Buyers don't have much time or energy to look around and check out all the stalls and businesses. A message is communicated more efficiently, immediately, and clearly through an online event.

Marketing is also less expensive. Your investment in the creation of a digital network will only be one-time. The cost of your event will be significantly increased by the necessity to produce hundreds of pamphlets and other materials like flyers and keyrings.

Cons of hosting a virtual conference

1. Lack of human contact

A video conference's social contact is devoid of face-to-face engagement. This is one of the main drawbacks of the virtual world. This problem won't go away until we develop better transportation. In high-stakes conferences, where discussions are frequently down to building an intimate connection, the inability to establish a real human relationship may occasionally prove disastrous. Owners of businesses must have this in mind.

2. Reduced joy

A wonderful gathering in a major metropolis cannot compare to the vacation-like atmosphere of a virtual event. In addition to saving money, a well-planned venue's fireworks are also preserved. In essence, the approach ties back to the first point: important meetings should only be scheduled for traditional planning since they will profit from the additional physical and emotional components

3. Attending it demands commitment

It can be simple to determine you are "too occupied" to participate in a virtual conference and subsequently choose not to, especially if the event is inexpensive. In order to avoid wasting money or time, you are more likely to attend an in-person conference if you actually have to put in the work.

Virtually, there are fewer consequences for missing the session. It is far too simple to conclude that your time would be better spent concentrating on anything else, especially if you are working full-time.

4. Internet connection is necessary for it

A device and a steady WiFi are requirements for anyone who wishes to participate in a virtual conference. You occasionally might be in a signal-poor location or get a bad connection to the internet. Regrettably, this will always have an effect on the online conference environment, reducing what can be viewed or heard. Even worse, if the presenters or judges are experiencing this unsteady connectivity. Although it is regrettable when it happens, most cases may be avoided with good planning.

5. Interruptions

A virtual event cannot ensure that each participant will have their total focus. They may as well browse the internet while you create the budget for the following year. They also may be preoccupied with their living situation or their surroundings. Certainly, this does not imply that a person in everyday life won't be distracted while seated across from you at a table. Simply said, it is much more difficult to hide. 

6. Less successful sponsorship

In virtual environments, certain firms could find it slightly more challenging to advertise their sponsors. Once more, primarily as a result of the customer's lack of personal contact. Yes, you can still employ identical terminology, but occasionally the delivery suffers.


Businesses all across the world are aware of the advantages of virtual events. Virtual events are flexible, involve less planning, provide effective promotional possibilities, and improve reporting in addition to reducing costs and time. The distinctive benefit of traditional assemblies is that they encourage face-to-face engagement and organic social relationships. Which then, in some circumstances of significant business meetings, can prove vital. The use of virtual technology is continuously being adapted by individuals and companies. However, there are many signs that internet conferences represent the future of business. You are more equipped to grow your company now that you are aware of the pros and cons of a virtual conference.