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Why & How to Host Virtual Events with WordPress

With world restrictions on in-person gatherings, event organizers have been scrambling to maneuver their conferences, social gatherings and classes on-line.  The primary on-line meeting platforms from Google, Microsoft and Zoom have responded with a surge of newest choices and worth reductions to win these new purchasers, although they each have a particular focus.  Google Meet leverages Google’s Gmail, Microsoft Groups has become the go-to firm risk, whereas Zoom has been embraced by nearly all people else.

However you don’t should profit from a third event service – you even have the selection to make use of your particular person web page. WordPress event calendar plugins have begun to reply to this new panorama.  First, we’re going to characterize just a few of the distinctive challenges of transferring events on-line, then deep dive into four good selections you want to use to host events on-line.

Challenges of On-line Events

Events present a set of challenges. However when planning and managing a web-based event there are a selection of you’ll want to keep in mind.

The Time Zone

When scheduling an event at a bodily venue, the time is on a regular basis native.  The stay efficiency begins at 8pm in Seattle no matter the place you may be on the earth.

Issues get further tough on-line.  A Zoom meeting could also be in New York, nonetheless attendees in London and Hong Kong have to know when to hitch.  Even worse, your event organizer could also be in New Zealand, scheduling events in Buenos Aires for attendees in Cape City.  Each on-line event calendar should cope with the Twilight Zone of time zones.

The place is the hyperlink?

All the net meeting platforms work by producing a hyperlink to be despatched to attendees of the meeting.  They click on on the hyperlink to hitch. Invariably not all people will get it, the hyperlink should be modified closing minute or it’s buried in email correspondence.

Zoom’s security woes have taught organizers to be careful with hyperlinks.  They should be delivered securely and reliably to solely confirmed attendees.

Combine and Match

Some events are purely on-line.  Some are in-person.  Some are hybrid events the place people can attend a class in-person or be part of on-line.  Nonetheless totally different events could also be in-person, nonetheless with a livestream on-line.

An event calendar should seamlessly combine these conditions, so registration flows match the use case.  For example, in-person attendees shouldn’t get hold of a be a part of hyperlink and on-line attendees shouldn’t get hold of scannable tickets.

The Finest On-line Occasion Calendar Plugins

Listed here are four event calendars which have centered choices to deal with these ache elements.  We have now exercised all choices and verified they’re production-ready to your utility.



Newly launched and completely online-native, EventAgent.ai provides the simplest whole on-line experience amongst primary calendars. Whereas its distinctive attribute is data-driven AI promoting and advertising and marketing for automated event promotion, it moreover packs plenty of superior on-line and hybrid event choices.

The EventAgent.ai calendar detects the shopper’s time zone and shifts on-line events to native time.  These events are clearly marked in all views.  In-person events are displayed throughout the time zone of the venue.


This minimizes scheduling errors.  A New Yorker visiting Seattle is conscious of to level out up for yoga at 7am.  If she stays residence, Pilates at 11am.

Zoom’s advisable security protocol is to implement a Zoom prepared room.  This can be a digital lobby the place the Zoom host personally vets attendees as they arrive.  This can be very cumbersome for hosts or service suppliers who need an additional receptionist throughout the lobby to affirm attendees as they enter the lobby, comparable to an in-person office.

EventAgent.ai affords sturdy vetting on the time of registration, so this doesn’t change right into a bottleneck on the door.  An event will likely be set to Moderated, which delays affirmation until the registrar approves the attendee.  EventAgent.ai provides an entire set of moderation devices, collectively with personalized responses to the registration sort and a private moderator view of the registration that options notes on the attendee and their earlier attendance file, which could be useful to affirm circumstances to applications.


EventAgent.ai handles arrival instructions in any other case between in-person and on-line events.  In-person attendees get hold of an email correspondence with driving directions and arrival instructions 24 hours sooner than the start time.  On-line, hosts are typically altering the be a part of URL hours sooner than the event and attendees arrive at their laptop computer 5 minutes early unable to get hold of the hyperlink.  On-line attendees don’t get hold of the driving directions reminder, nonetheless the hyperlink will arrive of their email correspondence containers 30 minutes sooner than the start time.  This vastly facilitates attendance.

EventAgent.ai tailors the check-in experience to event kind.  In-person events have scannable digital tickets attendees present on telephones on the door, whereas on-line attendees are routinely checked in after they be a part of the Zoom meeting.

Lastly, EventAgent.ai provides true two-way synchronization with Zoom.  Change an event time and the associated Zoom meeting updates routinely.  If the be a part of hyperlink modifications, the model new hyperlink is routinely pushed out to attendees.  If the meeting is accidentally deleted in Zoom, EventAgent.ai will get higher it if the event goes on as deliberate.

The Occasion Calendar

The Events Calendar

The Occasion Calendar is actually probably the most extensively put in event plugin and is a perennial fixture on excessive 10 lists.  It’s backed by a robust catalog of add-ons making it very versatile.  The Occasion Calendar: Virtual Events is a newly launched add-on to deal with on-line events.  When put in, it gives the following half to the event editor.

The Event Calendar

Virtual Events can hook up with a Zoom account which allows it to create Zoom hyperlinks from the event editor. While you save this event, it might create a corresponding meeting in your Zoom account.  Many of the reverse selections concern the place to present the Zoom hyperlink.  Together with the hyperlink in RSVP emails ensures solely people registered get hold of the hyperlink.

Nonetheless, this isn’t an actual two-way sync.  Altering the event time simply isn’t mirrored throughout the Zoom meeting, as an example, leaving the model new time and never utilizing a working Zoom hyperlink.  Deleting the Zoom meeting doesn’t take away the Zoom hyperlink from the event, so people will get hold of a ineffective hyperlink.  That is little larger than a useful copy and paste of the hyperlink.

The Occasion Calendar has good help for time zones.  You possibly can set time zones per event and present the time zone to attendees.  Nonetheless, they nonetheless ought to calculate event situations manually primarily based totally on their native time zone.

Trendy Occasion Calendar

modern events calendar plugin

Trendy Occasion Calendar is one different major freemium plugin.  They’ve centered on making your on-line events easy to get hold of by serps.  Google has launched a model new schema for on-line and events moved on-line that will direct company to a web-based hyperlink.  When you rely carefully on search engine advertising and marketing for attendees to get hold of your events, this generally is a treasured enhance.

Modern Event Calendar

Trendy Occasion Calendar moreover permits events to present throughout the native time of your web page company.  That is exactly what on-line attendees have to see.  Nonetheless, this isn’t the perfect technique for in-person events.  A New Yorker visiting Seattle would current up at our 8pm stay efficiency at 11pm, because of that’s the time displayed of their calendar.


Bookly Appointment Booking and Scheduling WordPress Plugin

Bookly is an event plugin tailored to the actual use case of individuals reserving appointments with service suppliers.  This type of workflow is poorly suited to an atypical calendar plugin, so it’s good to see this model is getting some consideration, as successfully.

The entire plugins that provide Zoom integration require connection to a Zoom app that’s created from the Zoom Market. Relying on the type of integration the plugin requires, creation of the app will current one or two keys which have to be copied to the plugin’s settings.  Bookly does it this fashion.


Thereafter, Bookly provides a token to insert the Zoom hyperlink in any personalized created view.  This allows the perfect flexibility for privateness.  The hyperlink will likely be displayed after the shopper books an appointment or despatched in an email correspondence affirmation.

When the service provider opinions appointments, they’ve a button to begin the Zoom session of their dashboard, which makes the workflow seamless.


Sadly, like The Occasion Calendar, Bookly’s Zoom integration simply isn’t two-way.  Edits each from Zoom or from Bookly could find yourself in broken conferences.

Bookly doesn’t help time zones.  Neither does it alert company after they’re viewing the schedule from a particular time zone than the service provider.  This will merely lead to missed appointments attributable to scheduling errors.

Which Plugin Is Proper for Me?

When you may be already invested in The Occasion Calendar ecosystem, the Virtual Events plugin is a worthy enhance.  Zoom integration automates creation of meeting URLs and its versatile time zones make points so much less complicated for distant attendees.

When you primarily depend upon serps for event discovery, Trendy Occasion Calendar has the simplest search engine advertising and marketing integration to alert your attendees that events have moved on-line.

Among the many plenty of plugins that target reserving service appointments, Bookly is ahead of the pack with a seamless end-to-end workflow for on-line events in your native time zone.

If you would like to give the simplest experience to on-line and hybrid event attendees, hosts and registrars, EventAgent.ai is the easiest way to go.  Its built-in automated promotion devices are an added bonus.


Because the world slowly opens once more as a lot as in-person gatherings, we may be in an extended interval of on-line and hybrid events.  Many organizations have gained new on-line purchasers, rising their attain previous native communities.  Dropping these new purchasers as they transition once more to in-person suppliers is an risk many want to stay away from, which necessitates a long-term on-line approach.  The plugins on this overview sort a major piece of that approach.