Hosting an event in the metaverse opens up new possibilities for engagement, networking, and long-term value creation. While many companies initially explore metaverse events as one-time experiences, the real advantage lies in post-event opportunities, including digital content libraries, gamified activities, and ongoing community interaction.
At Virtway, we’ve been pioneering metaverse events since 2010. Over the years, we’ve refined best practices, overcome technical challenges, and optimized engagement strategies to create seamless immersive experiences. We’ve done the hard work so that you don’t have to. This guide is built from our expertise to help you get the most out of your metaverse event.
Many organizations are still trying to understand how metaverse events differ from traditional online gatherings and what makes them valuable. These are some of the most common questions we hear from clients:
What’s an easy yet effective way to showcase the value of a metaverse event for an audience versus a standard Zoom or Teams call?
What’s the timeline for setting up a virtual event, from ideation to execution?
How can we verify attendees to ensure security and compliance?
What’s the best way to structure the event to maximize engagement?
How can we get leadership buy-in for this new type of experience?
This guide will walk you through our proven process and answer these key questions so you can confidently plan your event.
First Things First: Establish a Clear Goal
Before diving into the technical aspects, define what you want to achieve. Whether it’s a networking event, product launch, training session, or industry conference, having a clear purpose will shape the entire experience.
Ask yourself:
Will your sessions be live, pre-recorded, or a mix of both?
What interactive features will make your event stand out?
Is your audience familiar with virtual platforms, or will they need onboarding support?
How can you make the experience more engaging than a simple video call?
Timeline & Preparation
Medium to Large-Sized Events: Allocate at least 30 days from contract signing to ensure proper customization, setup, and testing. This timeframe allows for thorough branding, technical refinements, and user training.
Smaller Events: A week or less may suffice, depending on customization needs and event complexity.
Additional Components for an
Event in the Metaverse
1. Define Your Event Agenda
- Your virtual event agenda should not be a carbon copy of an in-person event—it should be optimized for virtual engagement. You want participants, not just viewers. While keynote speeches and panel discussions are great for livestreams, you should also offer interactive breakout rooms, networking lounges, and gamified elements to keep attendees actively involved.
Be sure to schedule weekly alignment meetings with your team and the immersive experts to refine the agenda and ensure a smooth user experience.
2. Scene Selections
- The virtual environment plays a huge role in the attendee experience. Select a setting that fits your event’s goals and audience size. Whether it’s an auditorium for a large conference, an exhibition hall for showcasing booths, or an intimate networking lounge, your space should support interaction and immersion.
3. Branding & Visual Identity
4. AI Assistants
5. Audio Guide Triggers
- Automate audio guides based on attendee movement or specific interactions. These guides can provide real-time instructions, contextual information, or event highlights to enhance the user experience. This could also be something as simple as background noise or music.
6. Scene Transitions & Portals
- If your event spans multiple areas, strategic portal placement allows smooth transitions between different spaces, ensuring attendees don’t get lost or experience unnecessary friction.
7. Booth Setup & Customization
8. Weekly Meetings for Alignment
- Throughout the planning process, weekly meetings with Virtway help fine-tune every detail, from scene customization to agenda adjustments. These check-ins ensure that the event aligns with your vision and expectations.
9. Attendee Verification Options
- For organizations requiring secure attendee verification, we offer multiple sign-in solutions:
- Integration with company-specific registration pages
- Verification through legal IDs
- API integration with third-party databases (e.g., medical or industry councils)
10. Training & Onboarding
- Immersive event success depends on how well attendees understand the platform. We provide tailored training for:
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- General attendees: Basic navigation and interaction guidelines.
- Speakers & Panelists: Hands-on training for presentation tools and audience engagement features.
- Booth Owners: Instructions on managing their booths, handling interactions, and leveraging analytics.
- Event Hosts & Moderators: Overview of platform controls, session management, and troubleshooting procedures.
10. Event Launch & Live Support
- Once your event is live, Virtway’s team remains available for real-time support to ensure smooth execution and troubleshoot any technical issues.
11. Post-Event Feedback & Analytics
- After the event, gather feedback from attendees and analyze the data. This includes engagement levels, attendee behavior, and overall satisfaction. Use these insights to improve future events.
Maximizing Post-Event Value
The metaverse isn’t just about a single event—it’s about building long-term engagement. Consider these strategies for continued value creation:
- Digital Content Libraries
Store event recordings, keynote sessions, and presentation materials in a digital library accessible to attendees post-event. This extends the event’s reach and allows continued learning.
- Post-Event Gamification
Encourage attendees to stay engaged with interactive challenges, quizzes, or virtual escape rooms that drive deeper learning and retention. Gamification fosters participation and extends event interactions.
- Community Networking & Follow-Ups
Facilitate post-event networking by keeping virtual spaces open for discussions, breakout sessions, or follow-up meetings. Hosting periodic networking events in the same environment helps maintain engagement over time.
- Data & Analytics Utilization
Analyze attendee behavior, engagement levels, and feedback to refine future events. Metrics such as session attendance, booth interactions, and AI assistant usage offer valuable insights into event performance.
- Ongoing Brand Presence
Your metaverse space can serve as a permanent hub for training, product showcases, or corporate gatherings. This ensures continuous ROI long after the initial event.
Successful Metaverse Event Examples
Many leading companies have already leveraged Virtway’s platform for high-impact events.
Beiersdorf Metaverse Townhall: A Landmark Moment for Global Procurement
An exciting milestone for the Global Procurement Community at Beiersdorf was achieved with the successful launch of the Metaverse Townhall. More than just a technological breakthrough, this event redefined how teams connect, collaborate, and innovate on a global scale.
Over 300 colleagues from across the world participated in the immersive gathering, each represented by uniquely crafted avatars. The interactive format and dynamic virtual space created an unparalleled level of engagement, sparking new conversations and strengthening team bonds in ways that transcend traditional digital meetings.
This townhall wasn’t just a virtual meeting, it was an exploration of the future of work. By stepping into the Metaverse, Beiersdorf demonstrated its commitment to digitalization and innovation, pushing the boundaries of how procurement teams collaborate. The experience reinforced that technology can open new dimensions of teamwork, enabling organizations to rethink and improve the way they operate on a global scale.
This event was a testament to what is possible when creativity meets technology, setting a new benchmark for future engagements.
This event wasn’t just about embracing new technology—it was about redefining how we CONNECT, COLLABORATE and INNOVATE as a truly global team. By bringing together ~ 300 colleagues from around the globe with individually crafted avatars, we showcased what’s possible when creativity meets technology. 🚀 🚀 🚀
Here are some key insights from this unforgettable experience:
Engagement: The interactive format and immersive environment drew incredible participation and excitement among all attendees.
Creativity: Personalized avatars and dynamic virtual spaces not only showcased individual expression but also sparked conversations and ideas that transcended physical barriers.
Inclusivity: By meeting in a shared digital space, we created a platform that leveled the playing field for all participants, ensuring that every voice was heard regardless of geography.
Innovation and Vision: This townhall wasn’t just a meeting—it was about exploring new ways of collaboration, proving that virtual tools can unlock new dimensions of teamwork.
This event was truly remarkable and reaffirmed our commitment to digitalization and continuous improvement with our CPO Christine Berg !
A heartfelt thank you to the exceptional team who brought together with me this vision to life. Your dedication and passion set a new standard for excellence! 🙌
As we look ahead, I’m inspired by the possibilities this experience has unlocked for our global community. Here’s to continuing to push boundaries and embracing innovation to build a more connected and collaborative future. 🚀
Those are words I never thought I’d say in a business setting—but there I was, wrapping up my morning Teams meeting with exactly that phrase.
Why? Because just an hour later, the entire Beiersdorf Procurement organization was about to dive into something extraordinary: our very first Metaverse townhall!
Picture this—over 300 colleagues from across the globe connected in the Metaverse to interact, discuss, and explore together in a fully virtual, immersive setting, complete with custom avatars and all! 🤖
The gamer in me was thrilled—it felt straight out of an MMORPG playbook. But the professional in me was even more inspired. This bold event showcased how committed our Procurement Leadership team is to 𝗱𝗶𝗴𝗶𝘁𝗮𝗹𝗶𝘇𝗮𝘁𝗶𝗼𝗻, 𝗶𝗻𝗻𝗼𝘃𝗮𝘁𝗶𝗼𝗻, 𝗮𝗻𝗱 𝗿𝗲𝗶𝗺𝗮𝗴𝗶𝗻𝗶𝗻𝗴 𝗵𝗼𝘄 𝘄𝗲 𝗰𝗼𝗹𝗹𝗮𝗯𝗼𝗿𝗮𝘁𝗲.
Here’s what stood out to me even more about the session:
𝟭. Everyone was fully immersed in the moment! It felt dynamic, fresh, and personal despite being 100% virtual.
𝟮. Everyone went full-on creative with their avatars! It was especially fun to actually see how colleagues were designing their online "professional" personas for the townhall. 🤩
3. This wasn’t just a “cool experiment.” It also reflects a forward-thinking mindset that excites me even more for the future of work in procurement!
This townhall was truly one for the books. And my hands-off to the amazing org team who brought this whole experience to life! 🙌
So, here’s to 𝘮𝘰𝘳𝘦 innovation, 𝘮𝘰𝘳𝘦 bold ideas, and yes, also saying things like, "𝘚𝘦𝘦 𝘺𝘰𝘶 𝘪𝘯 𝘵𝘩𝘦 𝘔𝘦𝘵𝘢𝘷𝘦𝘳𝘴𝘦!"
Today our Procurement ConneXt was on Metaverse. We stand at a unique intersection of technology and opportunity as we explore our Procurement Compass Initiatives and engage with our collegues in an experience that goes beyond tradicional meetings.
Thank you Christine Berg for enabling us to join in a fully immersive virtual world bringing together Procurement collegues from across the globe
Congratualations to the orga Team
Givaudan Metaverse Event: A Celebration of Innovation and Creativity
Givaudan’s Global Marketing team recently hosted an inspiring and immersive 2-day Metaverse event, bringing together marketers from across the world in a dynamic virtual environment. This unique experience showcased the power of digital engagement, reinforcing the potential of immersive technology in fostering collaboration, creativity, and connection.
The event provided an opportunity for participants to explore new marketing trends, engage with insightful speakers, and collaborate on forward-thinking strategies. The interactive nature of the Metaverse platform allowed for real-time discussions, networking, and the exchange of bold ideas, all within a visually engaging and gamified space.
The event was not just about learning but also about celebrating creativity and strengthening community bonds. From virtual snowball fights to confetti-filled moments, the experience reflected Givaudan’s commitment to making digital interactions both engaging and meaningful.
By leveraging advanced digital platforms, the event aligned with Givaudan’s mission to push boundaries, embrace new technologies, and create unforgettable experiences for its teams and partners.
As digital innovation continues to evolve, Givaudan remains at the forefront, embracing new ways to connect, create, and inspire.
As in the last years, we wrapped up 2024 with the HiveFest, a virtual festival to inspire, learn, celebrate and innovate and here is a big THANK YOU! to everyone making it possible - Sara Diaz, Virtway and each and every Hiver. Seriously, the energy still lingers! A powerful reminder of what’s possible when ideas, creativity, and passion come together.
But 2025 is calling already. It’s calling for bigger ideas, bolder creativity, and deeper connections. It’s asking us to show up — for customers we partner with, campaigns we build and the humanity at the heart of what we do. Let’s make 2025 the year we elevate and do even more of what we love. Let’s create WOW moments that leave lasting impressions, let’s dare to innovate fearlessly, and let’s fuel our work with the passion that drives change.
To my fellow marketers, innovators, and dreamers: The future is ours to shape. Let’s make it extraordinary
With a lineup of inspiring speakers, we delved into the latest trends, strategies, and insights that are shaping our industry. 🎇The discussions were not only enlightening but also sparked new ideas and collaborations among colleagues from different corners of the world.
What truly stood out was the sense of pride we all felt in being part of this unique experience💕. It was a fantastic opportunity to work alongside so many talented individuals, share our knowledge, and create lasting memories together. Plus, we had some fun throwing virtual snowballs at each other❄❄
A special thank you to Thomas Ullram for giving me this opportunity and for initiating such a strong, powerful community of marketers. Your vision and leadership have made this all possible!👏👏
I would also like to extend my heartfelt thanks to Virtway | Your Enterprise Metaverse for their support, professionalism, and team spirit.
Thank you to all the marketing hivers who participated and contributed to this memorable experience. Here’s to more opportunities to connect, learn, and grow together in the future! ✨Love Ideas, Love Creativity, Love life ✨
While using metaverse environments is nothing new, this event highlighted their potential as a fantastic alternative to classic video meetings like Zoom, Teams, or Webex. It’s not the same as meeting in person, but it showcased how we can elevate digital meetings to the next level. 🚀
One thing that really stood out to me was the use of gamification throughout the event. 🎮 It’s becoming more important for keeping people engaged. This was my first time experiencing it, and it added a fun and interactive element to our discussions. I loved seeing my virtual "self" throwing confetti 🎉 and snowballs ❄️ on the stage, and even participating in a virtual flashmob! 💃
Connecting with colleagues from around the globe in such an innovative space fostered creativity and teamwork. 🤝 I even had the opportunity to take a virtual team photo with my manager, Jan Eckhardt. 🙏
I’m excited about the future of virtual collaboration and how it can enhance our work culture! 🌟 A special thanks to Thomas Ullram and his team for orchestrating such a remarkable experience!
