How To Choose the Right Virtual Event Platform for Conferences?
Events are in the midst of a digital revolution.
Everyone always says ‘go virtual’, but how do you do it – and what do you need to succeed?
Well, quite simply, you need a virtual event platform. They serve as your virtual venue to host your content and connect your attendees.
But the question now arises, how does one select the perfect virtual platform? Well, here are some tips:
1) Select an all-in-one solution: When it comes to virtual events, the last thing you want to do is bounce from one digital tool to another to complete different tasks. Consider using one tool to develop your event website, another to design the registration process, and yet another to create the virtual stage. It’s perplexing and time-consuming! Instead, look for an all-in-one virtual events platform that allows you to complete all of your tasks within the same software package, or at the very least seamlessly connects them. By focusing all of your efforts in one place, you’ll save a lot of time and effort learning new tools and setting up your virtual event.
2) Communication capabilities: Most virtual events will contain some kind of live video broadcast, often as the main keynote presentation or panel discussion on stage. Make sure your virtual event solution allows for simple and streamlined video broadcasting to a large number of viewers, without compromising stability or performance.
For example, if your event features multiple speakers at the same time, you’ll want to check that the virtual event software you choose supports multi-speaker sessions.
3) Functions of networking: Finding virtual event platforms that allow participants to network with one another should be a top priority. This not only allows attendees to stay actively engaged during the event but also helps them to form connections that will continue long after the event is over. Furthermore, networking sessions are an excellent way to break up lengthy keynotes or workshops.
4) Pay attention to how the platform treats its users: These individuals are not only virtual attendees but also users. They’re having a user experience the instant they connect to your virtual event platform, which means they’ll feel specific emotions about both your event content and the platform you’re employing. With this in mind, you’ll want to make sure the platform you select is simple to use and navigate so that your attendees have a good time. Concentrate on determining how simple and intuitive the platform will be for your virtual participants. If you have a tough or unfavorable user experience, chances are they will as well.
5) Keeping Track of Functionality: The majority of companies or organizations want to be able to simply capture and retrieve all of their event content after it has occurred. This enables event organizers to make their content available to individuals who couldn’t attend it at the time and follow up with participants who want to relive the highlights. Presenters and organizers can also use the recorded content to create digital goods and promote future events. Inquire about the recording aspect of a virtual event platform and event management software while making your decision. How does the recording take place? Is there a cost associated with capturing and archiving the content? How long will it take for exhibitors and guests to be able to access it?
6) Sponsorship Opportunities with Impact: Corporate sponsors have more significant sponsorship opportunities with hybrid and virtual events. In comparison to physical activities, roughly 75% of sponsors are willing to engage in hybrid events, according to the current study. Hybrid event forms raise brand awareness across a broader audience, resulting in increased exposure. As a result of their expanded reach and improved attendance, they are able to generate more sponsorship opportunities.
7) Flexibility of the event: There are many advantages of not having your event tied to a single physical location? Imagine if you could have a fully branded, multi-use event space that you could access 24 hours a day, 7 days a week, from anywhere in the world. This is the realism of virtual occurrences. You have a lot of choices in how you broadcast your virtual event because it takes place online. You can make the sessions interactive, give several language options, invite guest speakers, and more whether you’re conducting a thought-leadership conference, a virtual town hall, a sales kickoff, or another form of event.
8) Back-up Plan for the Event: Virtual events will become a standard feature of any meeting or event in the future. Virtual events will be in every event planner’s back pocket when an event is unexpectedly canceled, postponed, or has a major reduction in attendance, with turn-around time frames as low as two days. Incorporating virtual elements or having a partner on hand to assist your in-person event in transitioning to virtual is essential, and it could be the difference between saving and losing your event.
9) Insights: Choose a platform that gives you additional information about your virtual attendees, such as how many people connected to your event, how many virtual attendees disconnected from a particular session, how many of them engaged in conversations or responded to a call to action you sent out during the event, and so on. You won’t be able to evaluate the ROI of your virtual event and improve it next time until you know the answers to these questions. So, while shopping for a virtual event platform, be sure to consider the additional insights you’ll gain about your online guests’ activities.
10) Logistics can help you save time and money: When budgets are tight, virtual events can be a terrific solution. Virtual events are, in reality, far less expensive than in-person events, as planners often save money on staff, venue, setup and takedown, lodgings, meals, travel fees, and other expenses. The only thing conference planners need to be concerned about is the expense of their virtual meeting platform. While compared to a live event, planners often save a lot of time on logistics when hosting a virtual event. Although virtual events do necessitate some setup time and additional coordination with presenters, they are far less time-consuming than in-person events. Virtual events are a wonderful choice for groups with a limited budget or those that require a short turnaround time.
Make an informed decision.
These are just 6 of the many factors that can help you decide how to choose the right platform. The right platform will help you and your company connect to your audience and will attract more people, while the wrong one dips the profits that you have.
Make a list of possible virtual event technology providers and begin evaluating their services.