6 Real Struggles of Virtual Event Management (and How to Fix Them)

Virtual event management has come a long way, but truthfully, it’s still not always smooth sailing. From juggling too many tools to struggling with attendee engagement, the behind-the-scenes chaos can sometimes make you wonder why you didn’t just stick to totally in-person events. But don’t worry, we’ve got your back.

Here’s a look at some of the biggest struggles event professionals face when managing virtual events — and more importantly, how to fix them.

1. Disorganization With Tools and Tech

So you’re diving into virtual event management. You’ve got Zoom for sessions, Slack for networking, Google Docs for speaker notes, and a separate landing page for event registration. If your attendees need a map just to navigate your event’s various channels and pit stops, there’s a problem.

The Fix

Ditch the patchwork approach and invest in an event management platform that allows you to offer a fully branded, customized digital homebase where attendees can access everything in one place. A central event hub makes it easy to attend sessions, network, and access key resources — without having to juggle five different logins.

With the right virtual event management software, you can:

• Host live and on-demand content in one place
• Provide a unified networking space
• Offer an intuitive, branded experience from start to finish

Your attendees will thank you for the seamless experience, and your team will be grateful for fewer tech headaches.

2. Pricing That Punishes Growth

As you consider software to support your virtual event management — as well as your in-person and hybrid event efforts — you truly need to investigate its pricing structure. 

One of the biggest selling points of virtual events is their ability to scale. More attendees should mean more success, not more expenses. However, with registration-based pricing models, you end up paying more for every single person who registers — turning growth into a financial burden instead of a win.

The Fix

Instead of getting penalized for having a successful event, opt for event management solutions with user-based pricing. Platforms with this model (like Swoogo) have you pay based on the number of team members who are using the software, rather than the number of registrations or events you want to run. That means:

• You can scale your event without worrying about skyrocketing costs
• Your event team gets unlimited attendee registrations without breaking the bank
• Your budget stays predictable, no matter how successful your event 

This is a crucial component of successful virtual event management. With this pricing model, you can focus on growing attendance without stressing over additional fees.

3. Low Attendee Engagement

Keeping attendees engaged is a chronic struggle of virtual event management. Virtual attendees have the attention span of a goldfish (like many of us). Unlike in-person events, where attendees are fully immersed, virtual events compete with inbox notifications, phone calls, and snack breaks just steps away.

The Fix

To keep your audience engaged, be sure to: 

• Use interactive elements: Get speakers to use live polls in their sessions, host Q&A sessions that draw on digital engagement, and gamification features keep attendees involved. If you have a dedicated gamification app (which you can integrate for free with Swoogo’s API), you could even allow attendees to answer each other’s questions, as well as upvote questions and responses.  
• Leverage networking opportunities: Virtual events don’t have to mean missed connections. This is where your virtual event management platform can really help you shine. Use breakout rooms, matchmaking using registration data, and networking lounges to facilitate interactions. If your platform allows multi-track registration, you can segment your team to facilitate large and small gatherings. 
• Send personalized reminders: Attendees are more likely to show up and engage when they receive calendar invites and push notifications tailored to their session preferences.

The key is to make your virtual experience feel as immersive and interactive as possible — not just another webinar.

Read Next

6 Ways to Amp Up Your In-person Event with Gamification→

4. Tech Glitches and Platform Fatigue

If your attendees wanted to spend their day troubleshooting audio issues, they’d be working in IT. One of the biggest frustrations in virtual event management is dealing with technical hiccups: laggy video, poor audio, and issues for attendees when trying to log in.

The Fix

• Choose a reliable platform that offers robust tech support and real-time troubleshooting options
• Offer a pre-event tech check for speakers and attendees to test their set-ups
• Ensure mobile compatibility so attendees can join seamlessly from any device

A strong tech foundation means fewer headaches for both attendees and organizers.

5. Limited Sponsorship Opportunities

Virtual event management makes sponsorship highlights and opportunities quite challenging. For in-person events, sponsorships are a no-brainer — logos on banners, branded swag, and sponsored networking sessions. But how do you offer the same level of value in a virtual setting?

The Fix

Get creative with digital sponsorships:

• Branded virtual booths: Let sponsors host interactive spaces where attendees can chat with reps, download resources, and book demos.
• Sponsored content: Feature sponsor-hosted sessions, panels, or workshops.
• Exclusive branding opportunities: Sponsored email blasts, in-platform ads, and branded networking lounges can offer visibility.

Your event management platform should make it possible for you to offer these types of opportunities. With the right strategy, virtual sponsorships can be just as valuable as their in-person counterparts.

6. Post-Event Follow-Up That Falls Flat

This isn’t limited to just virtual event management, but it’s certainly worth calling out. Virtual events shouldn’t end when the last session wraps up, yet many organizers struggle to keep attendees engaged afterward. The result? Lost opportunities for nurturing leads and building long-term relationships.

The Fix

• Create on-demand content: Let attendees revisit sessions at their convenience.
• Send personalized follow-ups: Use registration data to segment and tailor post-event emails with relevant takeaways, resources, and next steps. 
• Offer exclusive perks: Keep attendees engaged with post-event networking opportunities, discounts on future events, or VIP content.

Your virtual event isn’t just a one-time experience — it’s part of a broader engagement strategy.

Read Next

8 Ways to Use Event Registration to Drive Demand Generation→

The Future of Virtual Event Management

Virtual event management has its challenges, but with the right approach, those struggles become opportunities to create better, more seamless experiences. With technology continuing to evolve, the best virtual events will be the ones that feel just as engaging, valuable, and memorable as their in-person counterparts. Level up your virtual event strategy with these tactics and turn any struggles into wins.