Hosting a successful virtual conference takes more than just booking great speakers and building an agenda. Engagement begins long before the event goes live. If you wait until attendees log in on day one, you’ve already missed a huge opportunity to connect, excite, and prepare them for an unforgettable experience.
In fact, research shows that 64% of planners believe attendees are more focused on networking than they were before the pandemic, while 68.7% of event professionals agree that technology has unlocked new ways to engage participants. That makes pre-event engagement a crucial part of your strategy, ensuring your audience feels valued and involved well before the opening keynote.
So how can you spark interest, build anticipation, and create a sense of community in a virtual-first environment? Let’s explore some effective pre-event engagement ideas.
1. Personalized Digital Invitations and Communication
Generic invites quickly get lost in inboxes. Instead, craft personalized digital invitations that make each attendee feel like their presence matters. For instance:
- Custom email invites with the attendee’s name and tailored session recommendations.
- Personalized video messages from the event host or a keynote speaker.
- Targeted communication workflows (e.g., executives receive C-suite networking info, while students get learning-focused tracks).
Keep engagement going with regular updates:
- Share countdown emails with sneak peeks of session content.
- Send personalized SMS or WhatsApp reminders with quick links to register or access the event platform.
- Use event chatbots on your site or app to answer FAQs 24/7.
The more personalized the journey, the stronger the connection attendees will feel to your event.
2. Build Social Media Hype with Hashtags and Teasers
Social media is the pre-event lobby of a virtual conference. Start the conversation early by:
- Creating a branded hashtag and encouraging registrants to introduce themselves online.
- Sharing speaker reveal videos, behind-the-scenes clips, and teaser graphics.
- Launching a countdown campaign (“10 days to go…” with interactive polls or trivia).
- Hosting mini live streams on LinkedIn, Twitter Spaces, or Instagram Live to preview sessions.
You can also gamify pre-event buzz by running contests. For example, rewarding attendees who post using your event hashtag with digital swag or early access to exclusive sessions.
3. Pre-Event Surveys and Polls
Don’t guess what your attendees want; ask them directly. Virtual surveys and polls are quick to run and provide invaluable insight. A few ideas:
- Session preferences: Do they want short, interactive workshops or deep-dive panel discussions?
- Networking formats: Small-group breakouts, speed networking, or 1:1 video chats?
- Entertainment options: Virtual concerts, live comedy, or mindfulness sessions?
Bonus: Share the results in your pre-event emails or social posts. Attendees will see that their feedback is actively shaping the event, building excitement and buy-in.
4. Create a Pre-Event Online Community
One of the biggest challenges of virtual events is replicating the “hallway conversation” experience. The solution? Start networking before the event even begins.
- Launch a private LinkedIn group, Slack workspace, or community hub where attendees can introduce themselves.
- Host “meet the speaker” AMA threads where participants can submit questions in advance.
- Organize a virtual icebreaker session (like a 30-minute mixer a week before the event).
By the time your event officially kicks off, attendees will already feel like they’re part of a connected community.
5. Offer Exclusive Pre-Event Content
Give attendees a taste of the value they’ll receive by offering exclusive pre-event content. Examples include:
- Video interviews with keynote speakers.
- Downloadable digital toolkits, e-books, or case studies.
- A “sneak peek” webinar that previews trending topics to be discussed.
This not only educates your audience but also makes them feel like insiders with early access.
6. Gamify the Countdown
Gamification isn’t just for event day—it can build hype beforehand too. Ideas include:
- A leaderboard tracking who shares the most posts about the event.
- Trivia quizzes or polls related to the event theme, with digital gift cards as prizes.
- A pre-event scavenger hunt across your website or event platform to encourage exploration.
Small incentives create big motivation, turning anticipation into action.
7. Digital Swag and Early Access Perks
Who says swag only works in person? Offer digital swag bags that include:
- Discount codes from sponsors.
- Access to premium content (like an exclusive podcast episode).
- Virtual backgrounds and branded templates for attendees to use during the conference.
You can even reward early registrants with VIP perks like priority Q&A access or bonus networking sessions.
Wrapping Up
Pre-event engagement is where your virtual conference truly begins. By personalizing invitations, creating buzz on social media, running surveys, building online communities, offering exclusive content, gamifying the lead-up, and rewarding early participation, you’ll set the stage for a conference that attendees can’t wait to join.
Remember: the more engaged your audience is before the event, the more energy and interaction you’ll see during the event. And in the virtual world, that makes all the difference between a conference people attend, and one they remember.