Top 5 virtual event formats: How to choose the right one

Most organizers think the hard question is: "Should we do this online or in person?" But once you've decided to go virtual, the more important question becomes: what kind of virtual experience are you actually trying to create?

Different online event types create different experiences, even if they all happen on a screen. When the format doesn't match the goal, you'll usually see problems like:

• Low attention and early drop-offs, because the event feels too long or too passive for what the audience expected. People join with one mindset and quickly realize the format doesn't match it.
• Poor interaction, where attendees don't ask questions, don't join discussions, and don't connect with each other. This often happens when the format is too broadcast-focused for an audience that wants conversation.
• Weak business outcomes, such as low lead quality, poor training results, or limited community building, simply because the format didn't support those outcomes in the first place.

The right format, on the other hand, makes your job easier in many ways:

• It sets clear expectations for attendees. This helps them know whether they're coming to learn, connect, or collaborate.
• It helps you understand how you should design your sessions, schedule breaks, and plan interactions. You can remove all the guesswork.
• It also helps you pick the right technology stack, since some formats require robust networking tools, while others require session engagement features or virtual booths.

If you want to make your virtual events more engaging and plan more effectively, you should know which formats are available.

Now let's get into the heart of it. Below are the most common and useful types of virtual events used by businesses, communities, and educators today. Each has a different use case, so selecting the right one for your needs depends on your goals and audience size.

Virtual conferences are the online equivalent of large, in-person conferences. They typically include keynote sessions, breakout discussions, panel conversations, and sometimes virtual expo areas, all structured around a central theme. Instead of meeting at a physical venue, attendees join remotely while still experiencing a multi-session event.

This format works best when your goal is to share knowledge at scale and bring a large audience together. Virtual conferences are ideal for industry events, expos, and product launches, where you may host hundreds or thousands of participants. With multiple tracks and sessions, attendees can choose what interests them most, creating a more personalized experience.

They also offer long-term value. Sessions can be recorded and repurposed for on-demand access, gated content, or post-event engagement, allowing your event to continue delivering impact even after it ends.

From a technology perspective, virtual conferences require reliable live streaming, clear agenda management, and strong interaction tools such as Q&A and polls to keep sessions engaging. If sponsors and exhibitors are involved, a virtual expo setup with branded booths and lead capture tools can help replicate the networking and business opportunities of an in-person event.

Workshops are much more focused and interactive than conferences. The idea behind virtual workshops is that it's not just about sharing knowledge, but also about helping people acquire a skill, complete a task, or practice something.

This format works best when your audience is smaller and when participation is just as important as presentation. Virtual workshops are ideal for employee training, customer onboarding, certification programs, and skill development sessions.

In most cases, attendees expect to participate and speak rather than just watch. When you want measurable outcomes, such as quiz results, assignment completion, or skill assessment, workshops and training sessions could be your go-to event formats.

Since workshops and training sessions require active attendee participation and engagement, they need slightly different tech support:

• Two-way interaction tools, so participants can interact, share screens if needed, and collaborate instead of just watching passively.
• Breakout rooms or group activities allow trainers to split people into smaller groups for exercises or discussions.
• Session-level engagement tracking, so organizers can see who attended, how long they stayed, and how active they were throughout.

Unlike conferences, virtual workshops usually don't need multiple tracks or complex agendas. But they do need strong facilitation tools to keep the group engaged and focused.

If training and upskilling sessions are a recurring part of your broader virtual event strategy, selecting the right workshop format becomes essential to improving participation, focus, and overall learning outcomes.

Webinars are among the most popular formats for virtual events, yet they are also among the least understood. A webinar is normally a short event with a single speaker or a few speakers, with minimal audience engagement. This format is best suited for sharing information or positioning your company as a thought leader.

Webinars are excellent for product announcements, market updates, expert interviews, educational talks, and any other event where you want to reach a large audience with minimal effort. They are also a crucial part of growth marketing and excellent for content marketing strategies like lead magnets.

Since webinars are more broadcast-style, the technology requirements are simpler but still important:

• Stable video streaming and audio quality: Video streaming and audio are important, as the value of the event lies with the speaker.
• Basic engagement tools like chat, polls, and Q&A, which allow light interaction without disrupting the flow of the talk.
• Registration and reminder workflows, so people actually show up and don't forget the session.

The biggest problem with webinars is that they don't work well for discussion or networking. However, they're incredibly powerful when your goal is sharing knowledge without complex event logistics.

Networking events focus less on formal sessions and more on helping people meet and talk. This is one of the hardest formats to get right online, but also one of the most valuable when done well.

This format works best when your goal is relationship building rather than content delivery. Virtual networking events are useful for community meetups, alumni gatherings, partner programs, and industry groups where conversation is the main attraction. They also work best as a side event for conferences where attendees can network in smaller groups.

Since the aim is relationship-building, the technology used should facilitate it effectively. Here's how technology can be leveraged to perfection at virtual networking events:

• Smart matchmaking or interest-based grouping, so people don't end up in random, awkward conversations that go nowhere.
• 1:1 and small-group chat options that allow deeper discussions, rather than crowded chat rooms where no one speaks or all are speaking simultaneously.
• Easy scheduling and meeting requests, so participants can plan conversations rather than rely only on chance encounters.

Without these features, virtual networking events may risk turning into silent video rooms where people don't know how to start talking.

Zoho Backstage's event app supports AI-powered matchmaking and in-app messaging to help attendees engage and network virtually with each other.

Not all virtual events are about learning or business. Some are simply about bringing people together in a relaxed way. These include virtual parties, team celebrations, interest-based meetups, and informal hangouts.

This format works best when your goal is community bonding and emotional connection. Virtual social events are great for remote teams, customer communities, volunteer groups, and student organizations that want to maintain relationships even when people are far apart. They also help humanize brands and organizations, especially when combined with light activities like games, contests, or creative sessions.

Technology for social events should focus on ease and fun. This can be done by ensuring:

• Simple access without technical friction, because people may not be very patient with complex logins during casual events.
• Interactive elements like games, reactions, or themed rooms give people something to do together instead of just staring at screens.
• Flexible session formats, so organizers can shift between activities easily.

If you're planning something informal, you may find it useful to explore ideas specifically built for social formats, like virtual parties.