Virtual events are all the rage these days, and they have a lot to offer over in-person conferences. But there’s a catch: they’re not cheap.

Great for event planners, virtual conference organizers, and anybody in the business of planning events. Event planners can often be overly ambitious when it comes to planning an event. They want to achieve a lot from a single event—raise awareness about their organization and products or services, increase brand loyalty among existing customers, and generate excitement about future projects.
The biggest challenge with achieving these goals is the lack of funds and resources. In this resource roundup, you will find tips on how to budget for a virtual conference.

Even if you’re using something like GoToWebinar or Google Hangouts, it costs money to host an event online. So how do you budget for a virtual event?

Why is budgeting important For A Virtual Event?

Budgeting is one of the most important aspects of your virtual event. With a realistic budget, you’ll be able to forecast what kind of profits you will make from your virtual event.

If you don’t have a budget, you won’t be able to provide for your event in the best way possible. You’ll also lack the necessary data to improve later.

When you’re planning a virtual event, one of the most important tasks is budgeting. A virtual event is a great way to provide value to your audience while saving on travel costs. A virtual event can take multiple forms, including webinars, live chats, or even an online conference.

You have to know exactly how much money you need, and where it needs to go in order to pull off an exciting and successful event. But budgeting can be difficult when you don’t know what will cost what or if you are under-budgeting or over-budgeting.

Virtual conferences have become very popular in the past decade. The appeal of a virtual conference is that it can be delivered to multiple locations at once, allowing you to reach a worldwide audience while saving on costs.

If you’re planning an online event, you don’t have to spend a lot of money to make it successful. You can manage costs by making your own marketing materials, distributing them with free social media posts, and using simple video and audio recording tools.

The budgeting process

The budgeting process for a virtual event is the same as that for any other kind of event. The only difference lies in the amount of time it takes to create and plan the event, since there are fewer logistical issues involved with a virtual seminar or webinar.

The process of planning and organizing a virtual event is vastly different than that of an in-person event. In order to have a successful outcome, it’s important to consider all the factors involved.

While creating a budget for your next virtual event, it’s important to remember that the cost of an event should not be the only thing you focus on. There are many other factors that you need to take into consideration before choosing which path is right for you and your business.

The first step in creating a successful budget is knowing what your budget looks like. This means determining how much money you have available to spend on the event.

Then you need a good plan. The planning stage is where you will gather all the information that you need to create a successful event. During the planning stage, you will create an outline, select your target audience and determine your event goals. Afterward, define the purpose of your event and then decide on how you will promote it. This way, you will be able to save money on promotion and implementation.

There are many ways to create a budget for a virtual event. The first thing that you need to do is decide how much money you want to spend. You should also define how much revenue you want to generate with the event.

The next step is to take a look at your company’s funds and determine how much money you can allocate to the event. Determine if the company has any available funds or if you will need to seek outside investment. Once you have the budget and funding squared away, it’s time go shopping for items that will help you break even.

Cost of In-person event

The Survey of In-Person Event Expenses was conducted by the Professional Convention Management Association (PCMA). In this survey, 36% of all events expenses were for food and drink alone. The chart below shows an overview of common events and meeting expenses. In-person event technology can help reduce expenses for marketing and promotion.

The cost of a virtual event

Virtual events are gaining popularity in the marketing world because they’re an effective way to help companies connect with their audience, while maintaining a high level of engagement and interaction. They’re so influential that they can create brand advocates and boost revenue.
The types of costs that are associated with a virtual event are the costs of equipment, software, and personnel. The cost of equipment can be any sort of technology that is necessary to broadcast an event. This could be anything from computers to cameras. Software is also a significant cost when it comes to broadcasting an event because you need the right software in order for everything to run smoothly.

Virtual events are a great way to make an event available to people who would otherwise not be able to attend. This is particularly true for smaller companies that can’t spend money on travel and lodging for all their employees. Virtual events also come in handy for more experienced professionals who want to take a course to brush up on certain skills, but don’t have the time or money to attend a full-fledged conference. Advertisement cost and marketing cost are especially important for event budgeting.

It’s important to remember that each event’s marketing budget is unique. Established events and events with large followings may be able to get by with smaller budgets, whereas new events and events seeking to grow might be in need of larger budgets.

The cost of promoting a new trade show in a competitive industry is likely to be higher than for a live concert featuring a popular band. Even so, there are some events that require more marketing than others.

Regardless of what you decide, your marketing budget should be a set percentage of the overall event budget. Once you know that percentage, you have your marketing budget.

Budgeting for the following three expenses is recommended in planning a fully customized and brand-named virtual event:

  • Hosting your event on a virtual event platform
  • Event design
  • For live streaming

Event Revenue


When forecasting events or meetings, two key elements are typically overlooked: cash flow and starting cash. The expense of booking a venue, for instance, occurs before the first revenue is generated. A deposit will often come down before you even sell the first ticket to the event; you need to be able to pay your bills before the first payment is made.

Cash flow can also indicate if your company has a negative cash flow. Cash flow can be calculated by adding up all your revenues, subtracting uncollected receivables, and this number will be your cash on hand before expenses. You can also subtract all of your payables from this total to find out your cash on hand.

Reviewing budget

The planning stage during an event budgeting process is only the beginning. As we mentioned earlier, not all the expenses can be forecasted, which makes it crucial to review and track your budget throughout the process of planning the event. The best starting point is to meet with your company’s financial officer or accounting department to review the format of your budget. Depending on the size of your company, you might want to meet with the owner instead.

Wrap up

Event planning is a lot like hosting the Olympics. Sure, the budget’s smaller, there are fewer events to choose from and you’re probably not going to win any medals – but it’ll be fun! And if you get it right, your event can become an annual tradition that brings people together every year.