Virtual Event Engagement Ideas: Turn Passive Users into Active Participants

What if your next virtual event didn’t feel like another dull meeting?

When done well, your event can create connection, inspire action and make people feel like they’re part of something meaningful, even from behind a screen.

70% of events these days are either hybrid or offer virtual attendance (Skift’s Megatrends Report, 2025), but here’s when things get tricky — getting people to show up might be easier than keeping them engaged.

That’s why we’re here to help. With expert advice, real-world examples and actionable ideas, this blog will help you learn how to make virtual events interactive, fun and something people will remember.

Key Takeaways

Use your registration form strategically by asking about attendees’ aspirations, challenges or goals to customize the event experience and to make it feel more personal from the start.
Give attendees early access to event platforms and apps. Offer exclusive perks or giveaways to encourage downloads and familiarity.
Kick off with a warm welcome. Employ easy, pressure-free icebreakers like “Coffee or tea?” to create a relaxed, friendly vibe.
Make the event interactive with gamification, live polls, Q&As, and breakout rooms to keep energy high and conversations flowing.
Follow up with personalized thank-you messages that highlight memorable moments or share exclusive content to keep relationships alive.

Clear Signs Your Attendees Aren’t Really Engaged

Before we dive into what truly keeps people engaged, let’s first look at some red flags that show when attendees aren’t fully tuned in:

Logging in without interacting
Watching sessions passively, with no chat or questions
Downloading resources but not exploring further
Visiting a virtual booth without connecting with reps
Sharing the event link without actually attending
Filling out a survey but ghosting rest of the event
Leaving a session just a few minutes in
Dropping off due to tech issues before engaging

Passive attendees are a signal that your engagement tactics need to be sharper and more tailored to your event’s unique style. So, let’s take you through specific strategies designed to breathe life into your unique virtual gatherings. It’s time to turn those quiet lurkers into lively, engaged rockstars.

Finding the Right Fit — Engagement Ideas Tailored to Your Event Type

Your event has its own personality and goals, so your virtual event engagement strategy should be just as unique. Below are detailed, practical ideas to help you boost virtual attendee engagement, based on the type of event you’re hosting:

1. Conferences

an example of a virtual conference

One of the best virtual conference engagement ideas is to host themed breakout sessions where attendees dive into niche topics with like-minded peers.
Use live word clouds during keynotes to capture participants’ takeaways in real time. This makes the conversation interactive and shows what’s resonating with the audience.
Set up AMA (Ask Me Anything) sessions with speakers or speed networking slots where attendees can interact directly with experts and peers in a more personal, high-impact way.

2. Career Fairs

Set up speed networking rooms for quick, timed recruiter chats — a proven virtual event engagement tool to mimic in-person interactions.
Host interactive Q&A panels with industry experts, where attendees submit questions live and receive answers in a real-time conversation.
Launch a gamified scavenger hunt that encourages exploration of company booths, keeping attendees active and invested throughout the fair.

3. Trade Shows

Offer virtual exhibit booths and product demos to give attendees a tactile, hands-on experience.
Schedule dedicated live chat hours with product experts for personalized advice.
Incorporate live polls during sessions to gather instant feedback on products or services.

4. Benefits Fairs

example of a virtual benefits fair

Host open office hours with health insurance providers or other benefits partners so employees can drop in, ask general questions and get a better understanding of what’s available.
Offer scheduled 1:1 virtual consultations with HR or providers for employees who need personalized guidance on specific situations or benefits-related decisions.
Share video testimonials from employees who have benefited from programs to create relatable, authentic connections.

5. Meetings

Use a shared whiteboard or visual agenda to make the meeting more crisp and easier to follow.
Make the session feel lighter with quick 5-minute games to re-energize the room during long meetings. Here are a few fun ones to try.
End with a live action item tracker that everyone contributes to, boosting accountability and virtual meeting engagement long after the meeting ends.

Now that you’ve explored what works best for your type of event — let’s zoom out and look at the bigger picture. Because great virtual engagement starts the moment someone signs up and continues well after the last session wraps.

To help you make the most of your whole virtual engagement journey, we’re breaking it down into three key phases: Before, During, and After. Each stage offers simple, powerful ways to build energy, create connection, and keep your audience engaged every step of the way.

Let’s start with Phase 1 — warming up your attendees before they even log in.

Before the Event: Warm Up Your Crowd Before They Log In

Engagement doesn’t start when your event goes live. It starts well before that. Scroll down to get some useful virtual event tips that make your crowd feel excited before the event begins.

1. Use the Registration Form as a Thinking Tool

example of an online registration form for an event

The registration form is your first handshake with your audience. Make it count:

Ask one or two thoughtful questions: Give attendees a chance to reflect or get curious about what’s ahead.
For example, if your event is about remote team culture, ask: “What’s one challenge your team faces when working remotely?”.
You could ask a more generic question like, “What are you most excited to learn or explore during this event?”. This not only gets attendees thinking and emotionally invested before Day 1, but also gives you an insight into what content will be most relevant and engaging for your audience.

Personalize the experience: Use their answers to tailor your sessions accordingly, highlight segments they’ll love or even give them a live shoutout during the event.
Event registration expert Leanne Velky also believes that your registration form is the best time to gather insights that help shape a more thoughtful experience:

Beyond registration, you’ll never get 100% participation from your attendees. If you need to know things from an attendee to provide for their safety and comfort, or metrics for reporting to your boss, ask those questions in the registration form.

Upgrade your ‘Thank You’ page: Don’t let the buzz stop at registration. Add a quick welcome video, some curated reads, social sharing buttons, or a nudge like ‘Explore the agenda’ or ‘Join the conversation.’

2. Build Social Hype

Fuel that pre-event excitement on social media by promoting:

A unique event hashtag
Sneak peeks/behind the scenes glimpses
Throwback snapshots from past events
Inspiring or intriguing quotes from speakers
Teasers of must-see sessions ahead

These little nudges build momentum and create a sense of FOMO.

3. Get Your Key Stakeholders to Promote

Your speakers, hosts, and partners are your best advocates. Provide them with a promo kit containing ready-to-use copy and visuals. Encourage them to post about the event and tag your event on social media.

Have your speakers maybe share some tips in advance about what they’re going to be presenting. And then ask your audience, if you want to learn more, make sure to show up.

4. Host a Pre-Event Webinar

example of a pre event webinar

A pre-event webinar is a smart way to spike interest and drive registrations. Choose a topic that aligns with your main event and use it as an opportunity to attract potential attendees.

To make it work:

Assign ownership: Have someone on your team ready to respond live to comments and questions. It makes the experience feel personal and interactive.
Funnel to the main event: Drop the main event registration link in the chat and have your hosts casually plug it during the session.
Repurpose the content: Share the recording across socials and email for those who missed it to keep the momentum going.

5. Get Attendees to Download Event Tech Early

example of an event app

Early tech adoption sets the tone for a confident and connected experience.

When the attendees get to explore features like agenda planning, networking tools and immersive VR experiences beforehand, they arrive excited and ready to participate.

Here’s how to make early adoption easy:

Add Incentives: Offer perks like bonus content or giveaways to those who download the app early.
Keep It Simple: Share clean, step-by-step download and navigation instructions when sharing event tech to the attendees.

6. Choose Event Tech That Elevates the Attendee Experience

When selecting your event platform, think beyond basic functionality. It’s ideal to look for a platform that recreates the look and feel of an in-person event.

Make virtual feel tangible: Choose event tech that transforms virtual spaces into lively, engaging experiences that feel real. Platforms like vFairs, offer rich 2D and 3D environments where attendees can explore interactive booths and vibrant event spaces with ease.
Enable natural, real-time interaction: Look for features that bring spontaneity to the virtual world. With tools like Spatial Connect, attendees can navigate virtual rooms using avatars and engage in real-time conversations through spatial audio. This brings excitement by mimicking hallway chats and casual conversations.
Prioritize accessibility for all attendees: Opt for platforms that support accessibility features like closed captioning, screen reader compatibility and strong color contrast. These ensure your event is inclusive and engaging for everyone.

During the Event: How to Turn Attendance into Attention

Once you’ve started the conversation early and built anticipation, it’s time to bring that energy into the live event itself.

But how do you transform a passive crowd into an active, energized audience in a virtual space?

Let’s find out!

1. Welcome Like You Mean It

I find that with virtual events—especially over the past three years—people really want to be seen and heard. Starting with an easy icebreaker is the best way to make that happen.

Creating a warm, personalized welcome sets the tone for your entire event. Here’s how to make attendees feel genuinely seen and heard for driving true engagement:

Use friendly hosts: Hosts are the glue that holds everything together. Even if you have top-notch speakers, a powerful platform and flawless tech support, without a skilled host, the event can feel disjointed and lose engagement.

Hosts are kind of shepherds, more or less. They help activate attendees in so many ways — by telling them where to find the chat, how to use polls, what’s on the social wall.

Let them start with low-effort icebreakers: Simple, easy questions like, ‘Where are you joining from?’ or ‘Coffee or tea?’ can reduce hesitation and get people talking without pressure.

2. Spark Deeper Conversations

The best moments in events often come when someone shares a thought, asks a question or reacts to something unexpected. That’s when the event stops being a broadcast and becomes a shared experience. Here’s how to make that happen:

using polls and quizes to engage attendees virtually

Polls with a purpose: Don’t just throw in polls for the sake of it. Use them strategically to drive insights, spark curiosity and connect your audience directly to the topic. Merjin, an event-tech expert, recommends:

Display real-time results and reactions to these polls. It brings energy and excitement to the room.

Merijn van Buuren
Founder & CEO of Event Mender
Live Q&A sessions: Give attendees the chance to ask questions live. This back-and-forth boosts engagement and makes people feel more motivated.
Breakout rooms: Whether it’s for networking, brainstorming, or simply decompressing between sessions, breakout rooms give people space to speak and be heard. Look for platforms that make these transitions seamless. The good news? Many virtual event tools, including vFairs, now offer this as a built-in feature.
Have a fire starter in the chat: Assign someone to keep the chat lively by dropping questions, reacting and encouraging others to jump in.

3. Make It Playful

virtual scavanger hunt example

Adding a dash of playfulness to your event doesn’t just make your event more enjoyable, it helps people relax, connect, and actually remember what they experienced. Here’s how you can do it:

Gamify it: Think scavenger hunts, quizzes, or quick trivia sprinkled between sessions. These simple games keep curiosity high and attention steady. If your platform supports interactive features (like vFairs does), it’s even easier to make play part of the plan.
Add surprise entertainment: A musical act, a pop-in guest, or a quick comedy act break the fourth wall and give your audience something to smile about (and share later)
Use a social wall: Let attendees post photos, quotes, and reactions in real time. It’s like a group photo album for your event and builds that “we’re in this together” vibe.
Send pop-up-notifications: These notifications during the event serve as helpful little reminders that drive traffic to important spots like a big talk in the auditorium or a live demo in the exhibit hall. They keep everyone involved and make sure no one misses out.
Virtual exhibit booths: These booths are where the fun happens! Attendees can chat with exhibitors, set up meetings, or watch live product demos right from their screen. Just look at the example of Beauty Bulb Live: with over 5,000 booth visits and 8,000 messages exchanged, their virtual booths became the beating heart of the event. It’s proof that digital experiences can rival (and even surpass) the buzz of in-person ones.

After the Event: Keep the Momentum Going

The event might be over, but the engagement doesn’t have to end. In fact, what happens after the event often matters just as much as what happens during it.

Many event planners and organizers think about the head of the event, which is pre-event marketing. But, what they forget is the heart of the event, which is engaging with the audience after the event.

So, let’s talk about how to keep the conversation going in simple, thoughtful ways that lead to stronger relationships and long-term impact.

1. Send a Thank You That Actually Feels Like One

Skip the generic ‘Thanks for attending!’ emails and send something that makes people feel seen.
Here’s how to do that:

Mention the session(s) they joined or their role (‘We loved having you at the marketing panel’).
Add links to replays, speaker slides, or bonus resources.
Include something warm and personal like a video message from the host, a photo collage or even a fun blooper reel from behind the scenes.

2. Turn Great Content Into Ongoing Conversation

You’ve already created a ton of valuable content — now it’s time to make it go further.
Break it down into bite-sized, share-worthy moments:

Post 1–2 minute highlights of your best sessions on social media.
Share key takeaways in a follow-up email or newsletter.
Turn thoughtful audience questions or quotes into mini posts or carousel slides.
Ask reflective questions like: “What’s one idea you’re taking back to your team?
Add session recording on the virtual platform and inform your audience about it

Case in point: LASHCON, the world’s largest lash artist event, leveraged vFairs to host over 70 educational sessions, with 40 recorded and made available on-demand post-event. This approach extended the event’s value, allowing attendees to revisit content and continue the conversation well beyond the live sessions.

3. Ask a Short, Smart Survey

You don’t need a long form. Just ask 3–5 sharp questions that show you care and help you learn:

What stood out the most?
What didn’t land well?
What topics would you love next time?

Segment responses by audience type — attendees, speakers, partners — for deeper insights.
And end with something fun, like, ‘Would you come again and bring a friend?’

3. Give Them a Clear ‘What’s Next’

Don’t let the connection fade. Tell your audience what comes next — and make it feel like a natural continuation, not just another sales pitch.
You could:

Offer early access to your next event.
Invite them to join your community or Slack group.
Run a follow-up session or roundtable the week after. Send an email asking, ‘Loved this session? Join us for a deeper dive with the speaker — just 30 minutes, smaller group, live Q&A.’

Bonus Tip: Let the Data Do the Talking

Use your event analytics to fine-tune future experiences:

Where did people drop off?
What content got replayed?
Which chats or polls sparked the most energy?

78% of event organizers say post-event analytics are key to improving future events and proving ROI (Kaltura, 2025).

Common Mistakes Event Planners Make When Choosing Engagement Tools

By now, we’ve explored what works before, during, and after an event to create meaningful engagement. But knowing what not to do is just as important. Even the best intentions can fall flat if the tools don’t support your event’s goals, your audience, or the journey you’re trying to design.

Here are five common mistakes planners often make when selecting engagement tools — and how to avoid them:

❌ Common Mistake
Too Many Tools = Choice Paralysis. Offering too many engagement options overwhelms attendees.
Skipping the ‘Why’. Jumping into cool features without asking: “What’s the event goal?” leads to irrelevant tools.
Ignoring the Audience Fit. What excites one audience may bore another. A trivia game might work for Gen Z, but not for C-suite execs.
Not Testing Ahead of Time. Launching tools without testing can backfire — bugs, confusion, or just no engagement.
Shiny Object Syndrome. Getting distracted by flashy new tech, even if it doesn’t fit your event.

✅ Better Practice
Prioritize Simplicity. Pick 1–3 tools that directly support your goals. The simpler the choice, the higher the engagement.
Lead with Goals. Ask: “What experience are we designing?” Choose tools that help you reach that goal.
Match Tool to Audience. Know your audience’s age, role, and preferences. Tailor engagement tools to what actually resonates with them.
Run a Pre-Event Test. Analyze tools with a small group. Ask: “Did this add value?”. Use feedback to tweak or drop features before going live.
Stick to the Attendee Journey. Ask: “Does this tool improve the experience or just add noise?”. Only include tech that enhances flow and value.

For a deeper dive into pitfalls and smart fixes, this guide on virtual engagement mistakes offers some excellent insights.

When Intent Meets the Right Software, Engagement Follows

Great virtual events don’t happen by accident. When you focus on your audience’s experience—not just during the event, but before and after—you’re creating more than just a series of sessions. You’re building a community where people feel seen, heard, and truly connected.

And here’s the encouraging truth: you don’t need a huge budget to make this happen. What matters most is empathy, curiosity, and a willingness to experiment with new ideas that bring your audience closer.

But to turn those ideas into reality, you need the right platform. One that offers interactivity while keeping the attendee within the platform.

At vFairs, we’ve built engagement features that keep attendees involved without pulling them away from the event platform:

Use AI-powered matchmaking to foster meaningful networking.
Engage attendees with gamified leaderboards that spark friendly competition.
Encourage active participation through collaborative breakout sessions.
Create memories with the virtual photo booth.
And so much more.

Discover the full range of features that make engagement effortless and impactful. Book a demo.

FAQs

How to make virtual events more engaging?

Incorporate live polls, chat, breakout rooms, and Q&A to keep audiences active. Use strong storytelling, energetic hosts, and varied content formats like videos, panels, and live demos.

What are some creative ways to use gamification in virtual events?

Use point-based challenges, scavenger hunts, leaderboards, or trivia tied to event content. Reward participation with digital badges, shoutouts, or real prizes to keep energy high.

How can I measure attendee engagement during a virtual event?

You can measure attendee engagement by tracking behaviors like the number of booth visits, webinar views, poll responses, content downloads, surveys filled, leaderboard participation, chats, meetings booked, scavenger hunt participation and so on.
Observing these engagement metrics helps you understand which sessions and features drove the most engagement, identify drop-off points, and improve future events. Our attendee journey tracking tools can offer deeper insight into the matter, helping you refine future events.