Hosting An Online Event? Here's a No-BS Guide

Necessity is the mother of invention, but all of us at Kaivalya Plays unintentionally have been following the mantra of necessity being the mother of creation, in the year that went by i.e. 2020.

With people being at home, the need to create and offer took the front seat at Kaivalya Plays. And that is what we did, we created and then we created a bit more.

In the last 6 months of 2020 alone, we conducted 30+ theatre workshops, 40+ improv workshops, 7 live performances, 3 digital theatre productions, conducted an entirely remote Theatre Management Fellowship and launched a new year-long Research Project that seeks to critically evaluate safety in Indian contemporary performing arts.

We reached close to 1500+ people from across 10 countries who attended one of our online sessions and close to 2000+ people from across 14 countries who watched one of our online shows.

We have now eased into the process of programming an event/workshop and wish that others benefit from our processes too.

Still from a session at Kaivalya Plays

Ideation and Creation

Idea Generation

The entire year of 2020 for us was all about creating and re-evaluating according to the needs of our patrons. The process of programming an event/workshop/show involves inputs and ideas from everyone in the team and is eventually strategized and brought into the final form in which it is offered to everyone by either Varoon Anand (Artistic Director at Kaivalya Plays) or Gaurav Singh (General Manager at Kaivalya Plays). Once we realise the need of the hour it automatically helps in building an offering.

We are often approached by external people to work and design a collaborative offering. These involve inputs and approach from all the parties involved.

Finalizing The Details

Once the event/workshop being offered is decided the next step is to find a suitable time and day to conduct it. This involves checking the KP calendar for available slots (work calendar of all the team members are synced with each other on Google Calendar for a better understanding of availability of everyone and to avoid any kind of overlaps) and finding the best time to cater to different time zones, as people from all over the world attend and take part in our offerings.

Kaivalya Plays Calendar


After syncing the calendar, the process of announcing the event is initiated. We aim to target our audiences through various social media platforms including Instagram, Facebook, Whatsapp.

We create the graphics and its adaptations for the event after studying the nature of it, so it can be reflected in the creatives. The designs should resonate with the audience.

It’s important for all the creatives to have a call to action which can help redirect your audiences to take the next step in order to be a part of the event. This call of action can be anything, from giving a link to register to providing contact information to get to know more about the event. The creatives should include major information like name of the event, date, time, venue/online event etc.

Some of the creative adaptations with their dimension for audience engagement are listed below:

Instagram Post | 1080x1080 pixels

Instagram Story | 1080x1920 pixels

Facebook Post | 1080x1080 pixels

Facebook Cover | 1200x628 pixels

Facebook Event Cover | 2050x780 pixels

Whatsapp Poster | 42x59.4 cms

Preloaded templates for all these platforms and many more can be found on Canva to work on.

Kaivalya Plays Canva