• All Services

    As a HubSpot Partner Agency, Market Veep is committed to helping our clients reach the right people at the right time through a wide range of digital marketing channels.

  • Onboarding

    Get a faster time-to-start with pro onboarding solutions from HubSpot Certified Trainers

  • Integrations

    From Salesforce to Zoho, expertly integrate your sales and marketing systems

  • Migrations

    Move off of Pardot, Pipedrive, and other systems into your shiny new HubSpot portal

  • Blog

    A collection of marketing, sales, and HubSpot knowledge - with a look inside of the culture here at Market Veep.

  • Ebooks

    Regardless of the industry that you’re in, we’ve got an ebook full of fresh and actionable marketing insights to help catapult your brand to continued success.

  • Events

    Join us for our upcoming events and webinars or download recordings of previous events, webinars, podcasts, and more.

  • Case Studies

    Browse our case studies to see the real results we've achieved for real clients, just like you.

  • Tools

Cost of High-Quality Virtual Conference

Shape
Cost of High-Quality Virtual Conference When you purchase through links on our site, we may earn an affiliate commission.

Everyone understands the value of attending an industry event, especially since conferences continue to be the de facto best experience to network with and hear from industry thought leaders. However, the trouble with a traditional conference is that they are expensive to run and attendees need to travel to attend. This creates a fixed cost for both attendees and conference managers.

A bi-product of the rapid change brought on by COVID-19 is an increase in people’s willingness to participate in virtual conferences, which means there’s been a sharp rise in the market for providers who offer virtual conference platforms. With that in mind, here are the basic costs and revenue expectations to consider when putting on a virtual conference.

Shape
Cost of High-Quality Virtual Conference Featured Image Bottom Icon
When you purchase through links on our site, we may earn an affiliate commission.

Managing Expectations

First off, understand that when we talk about a virtual conference or a virtual annual meeting, we’re not talking about a webinar series or virtual conference software that facilitates a series of conference calls. Instead, a virtual conference is typically a multi-day event that accommodates sponsors (exhibitors), presenters, and facilitates networking opportunities.

In order to achieve this, a simple Zoom license is only a small piece of the overall puzzle you’ll need to put together. In fact, the cost of Zoom is typically one of the lowest costs of a virtual conference. The bulk of time and effort comes from organizing the event, promoting it, and configuring Zoom accordingly.

The Fixed Costs Typically Associated with a Virtual Conference

1. Zoom Licenses: $350 & Up

Zoom licenses are typically based on attendees and the number of “rooms” or sessions you’ll need to run simultaneously. For example, a conference that is physically held in one room will have much fewer Zoom requirements than a conference with hundreds of sessions and/or several sessions running at the same time.

2. A Virtual Conference Platform: $15,000 & Up.

Virtual conference software is the administrative workhorse that creates a hub for essential administrative needs like a dedicated website to promote and configure the attendee and presenter experience as well as manage registrations and restrict access.

Here are the most critical components to consider when shopping for a virtual conference platform:

  1. The virtual conference platform integrates with a CRM or registration software so only attendees can attend the sessions they have paid for through a single sign-on.

  2. The virtual conference platform auto-configures Zoom by session needs and facilitates the option for a pre-recorded live model. This allows the presenter to upload a pre-recorded presentation and then focus on the audience interaction by answering questions in real-time.

  3. Allows presenters to upload materials and login to sessions with Zoom settings already configured.

  4. Has a public-facing website with a homepage, session gallery, sponsor (exhibitor) gallery, and a dedicated page for each sponsor and session.

  5. Supports session networking and allows attendees to comment or live chat about a session on the dedicated session page.

Download Our eBook Today

3. Promotion & Administrative: $10,000 & Up.

Additional costs primarily depend on the size of your event and the level of staff needed to pull it off. These costs include the administrative workload, promotion, and offering technical help throughout the conference. Each organization must take into account their strengths and weaknesses to better estimate these costs, but a safe bet is that the conference administrator will need some level of help before, during, and after the virtual conference.

In summary, if your organization is considering a virtual conference of a reasonable size, be prepared to spend $25,000 and up.

4. Revenue Opportunities

With a better idea of the costs associated with putting on a virtual conference, here are some of the revenue opportunities you can find:

  • Charging attendees for access

  • Continuing to charge for access even after the conference is over

  • Sponsorship mentions on the website which includes a dedicated website page containing a video, materials and a clear call to action to schedule sales discovery calls

  • Allowing sponsors to co-host specific sessions

  • Giving sponsors participation data like surveys, chat logs, and email addresses

Overcome Networking Obstacles With Proper Messaging and Tools

Perhaps the largest drawback to virtual events is the loss of in-person networking. Virtual conference software can help overcome this by educating attendees and providing simple tools through your virtual conference platform.

For instance, each session should have a dedicated session page that allows presenter slides to be downloaded, host the session replay, and, most importantly, will enable attendees, sponsors, and presenters to comment about the presentation. By encouraging attendees to network over sessions, you’ll enable them to find others with similar interests or questions and create opportunities to exchange contact information and network offline.

New call-to-action

Get The Latest From
Market Veep

rapidgrowth

Get Growing! 

Download our eBook and get advice from 8 CEOs of  Inc. 5000 companies in their own words.

team-member

GREAT MARKETING PARTNER

Market Veep is a great firm that handles all of our marketing efforts. This is the second time that I have used the firm. I highly recommend Market Veep!
team-member

Cres F.

team-member

EXCEPTIONAL EXPERIENCE

Market Veep's Onboarding Experts in Inbound Marketing are an absolute game-changer! From the get-go, their approach was top-notch. Market Veep's team has undoubtedly set the bar high for excellence in inbound marketing. Five stars aren't enough to commend their outstanding service!
team-member

Matthew W.

team-member

BEST PARTNER EVER!

As a growing business, setting up our first-ever HubSpot account was a crucial step towards enhancing our marketing and customer management strategies. From the moment we contacted MarketVeep, their team demonstrated professionalism, expertise, and a genuine desire to help us succeed. Overall, our experience with MarketVeep was exceptional, and we couldn't be happier with the results. Thanks to their guidance, we are now utilizing HubSpot to its fullest potential, streamlining our marketing efforts, and nurturing leads more effectively.
team-member

Jean M.

team-member

SET UP FOR SUCCESS!

We had an exceptional experience with Market Veep! Their team is professional, super organized, and friendly, and I truly enjoyed working with them. They executed on time and made the process super easy with their organization and documentation. In addition, they provided additional guidance and answered my many questions as I was new to HubSpot, and provided documentation resources for future use. We're now set up to leverage all that HubSpot marketing has to offer, and we couldn't have done it without Market Veep's expertise.
team-member

Bailey G.

team-member

OUTSTANDING WORK

There aren't enough words to describe the outstanding, professional work MarketVeep has provided to our company. From start to finish, the website design/development team at MarketVeep assigned to our project was extremely knowledgable, respectful, efficient and timely. The results went above and beyond our expectations and we could not be more thrilled with the improvements to the user experience on our website! Bravo MarketVeep, we'll absolutely be back with more projects!
team-member

Nadine B.

team-member

5 STARS FOR MARKET VEEP!

We had a fantastic experience with Market Veep! Their expert team seamlessly guided us through implementing HubSpot and provided comprehensive training across Sales, Service, and Marketing Hubs. Their knowledge and support significantly enhanced our workflow and overall efficiency. Highly recommend Market Veep for top-notch HubSpot solutions!
team-member

Anneke C.

AM I A
CANDIDATE?