Virtual events offer something traditional formats struggle with: the ability to bring people together across time zones and continents - without flights, accommodation, or long commutes. But hosting a truly international event takes more than just putting it online. You need to design for global access. That means addressing language, time zones, usability, and content availability. In this blog, we break down the key challenges of going global and show how to solve them.
When we talk about the power of virtual events, we often focus on their flexibility, scalability, and cost efficiency. But one of the most transformative aspects is how they remove physical boundaries. Going virtual means anyone can attend - no flights, no hotels, no visa paperwork. Just a device and an internet connection.
But while the potential is there, it doesn’t happen automatically. An international audience doesn’t just show up because your event is online. You need to build with intention, thinking beyond your local time zone, native language, or default format.
Hosting a global virtual event requires planning across several areas: timing, technology, language, content, and accessibility. Each of these plays a role in making sure your event isn’t just open to the world, but truly ready for it. In this blog, we explore the core challenges of connecting international audiences and outline how to design a digital experience that welcomes everyone - no matter where they are.
Time zones are one of the biggest challenges when planning a global event. What works for one region may be inconvenient - or unworkable - for another.
To ensure your event works for everyone, it’s important to think about timing from the start. If your event kicks off at 10:00 AM in one time zone, it might be early morning or late night for participants in other regions. This could lead to missed sessions or disengaged attendees.
One way to tackle this is by offering multiple live sessions at different times throughout the day. For example, if you're in Europe, consider running the same session at different times to accommodate key regions like North America and Asia. This gives your global audience the chance to attend when it suits them best.
If repeating live sessions isn’t possible, another great option is to provide recorded content. By offering on-demand access, attendees can watch sessions at a time that works for them. Adding clear time zone conversions to the event schedule also makes it easy for participants to know when sessions are available in their local time.
You can also mix live and on-demand formats. A hybrid model, where live Q&A sessions or networking opportunities happen at a set time, combined with pre-recorded presentations, can work well for audiences in different regions. This way, you get the best of both worlds: the interactivity of live content and the convenience of on-demand viewing.
You can’t rely on everyone having the same setup. Global access means designing for different speeds, devices, and restrictions from the start.
First and foremost, make sure your platform can handle a global audience without crashing or lagging. You’ll want a solution that supports high-quality streaming, even with large numbers of attendees from various locations. The best platforms can automatically adjust the quality of the video stream based on the participant’s internet speed, ensuring a smooth experience for everyone.
Accessibility is another key factor. Make sure the platform supports all major browsers and operating systems, so no one is left behind because of outdated technology or incompatible software. You should also check that the event platform is mobile-friendly. Many people will access your event from smartphones or tablets, so offering a seamless mobile experience is crucial for broad participation.
In addition, providing localized versions of your event platform is a great way to ensure all attendees can easily navigate the interface, regardless of their language or region. Offering language options and adjusting content for different cultural norms can help participants feel more comfortable and engaged.
Lastly, pay attention to data security and privacy. As your event grows internationally, it’s important to ensure that the platform you use complies with global privacy regulations, such as GDPR in Europe, while keeping your data secure across borders. This helps build trust with your attendees and ensures that their personal information is protected.
Language is often the biggest barrier to global participation. Solving this means offering multilingual support from the start - not as an afterthought.
To start, offering live translations or subtitles in multiple languages is a powerful way to make your event accessible to a broader audience. Automated live subtitles, which can be displayed in several languages simultaneously, are a great option for reaching a wide range of attendees in real-time. With features like these, participants can follow along in their preferred language, making the event more inclusive and engaging.
But language access doesn’t stop at live sessions. Providing translated subtitles for recorded sessions ensures that attendees can revisit content at their convenience, no matter what language they speak.
Additionally, offering multilingual support through live chat or Q&A sessions is a key component of building a truly global event. You can integrate professional translation services or use automated tools that support multiple languages, ensuring smooth communication between attendees and speakers, even if they speak different languages.
Inclusive design goes beyond language and time zones. It’s about creating an intuitive, accessible, and culturally aware experience that works for everyone.
A good starting point is the visual design of your event. Keep it clean and easy to navigate, with clear labels and a structure that makes sense at first glance. Avoid clutter and use simple language wherever possible. A well-organized layout helps attendees find what they need quickly, which is especially important when your audience includes people from different cultures or those unfamiliar with virtual events.
Accessibility is another key consideration. Design choices should support participants with disabilities—this includes using screen-reader-friendly interfaces, providing keyboard navigation options, and ensuring strong color contrast. These features don’t just help a small group of users—they improve the overall experience for everyone.
Cultural awareness also plays a role. Use neutral, inclusive imagery and language. Be mindful of different customs and expectations. Something that’s common in one region might be unfamiliar or even off-putting in another. Inclusive design means thinking ahead and making conscious choices that avoid unintentional barriers.
It also helps to give participants options. Let them choose how they want to engage - whether that’s by watching a live presentation, joining a chat, or reading a transcript. Flexibility allows each attendee to find the format that suits them best, which improves both comfort and comprehension.
Ultimately, inclusive design is about making sure every attendee feels seen, respected, and able to participate fully. By keeping this in mind at every stage of planning, you’ll create an event that truly connects people - wherever they are.
AI can help bridge common challenges in global events - language, navigation, and content access. When applied thoughtfully, it improves the experience for everyone involved.
Our AI assistant, for example, gives attendees instant answers about sessions, speakers, and schedules - available in their language and in real time (read more). This reduces the need for manual support and lowers entry barriers for people less familiar with the platform. AI makes content easier to find and understand. And it helps your team focus on engagement, while the assistant handles routine questions in the background.
A global event isn’t defined by its size - it’s defined by its accessibility. When we plan for time zones, language, technology, and flexible content, we remove the barriers that limit participation. And when we do that, we don’t just reach more people - we create events that resonate more deeply, last longer, and make a bigger impact.
If you’re planning to scale your event internationally, we’re here to help.