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How to Choose the Right Virtual Event Management Platform?

Initially, during the pandemic, it was a challenge to hold events and gatherings. Several restrictions on public gatherings and travel made it impossible to even think of holding them. In such a situation, organizers had no option but to resort to virtual events.

A virtual event management platform can help you manage and host virtual events such as conferences, meetings, exhibitions, trade shows, product launches, etc. But if you want to make the most of your technology investment, keep a note of the following points.

virtual event

Support Events of Different Formats

Virtual events are on the rise, but many countries are easing the restrictions with the vaccination rollout. It indicates that you will see more hybrid events in the future that will combine both in-person and virtual experiences.

Make sure you choose a platform that supports both in-person and virtual events so that you can be future safe and have no problem transitioning from one kind of event to another.

Managing two different systems can be time-consuming and confusing. Selecting a centralized platform for all your events, including in-person, virtual, and hybrid, will help you overview and manage them more effectively.

Integrates Various Event Management Tools

Hosting an event online doesn’t mean that you can ditch the traditional event management tools. You will still have to create an event website, set up a registration process, connect with the attendees, host the program, track payments, etc.

You will need a database of all your attendees in one place so that it’s easily accessible. Invest in a virtual event management platform that helps you manage everything to save your time and energy. It should integrate all the traditional and modern event management tools to simplify your task.

Easy To Use

A virtual event is not held in a physical location. Still, it has a virtual location where your speakers, attendees, exhibitors, and sponsors log on to participate in the event.

Hence, it is essential to have a system that is simple to use and considerably easy to set up. At the same time, it should have a clean and user-friendly interface so that the attendees don’t get overwhelmed.

You have to note that online events are all about experiences, and if your attendees can’t figure out the system, they will probably not bother to make it work. Try to get a platform that offers a seamless and engaging experience for the users.

Allows For Virtual Networking

Keeping the attendees engaged is a challenge during virtual events. Make sure your platform offers enough features for the people to make connections and stay updated.

Features like live video, chat feeds, discussion forums, integration with social media channels should be there on the platform. These features will allow your virtual event to be as impactful as an in-person event.

Provides On-Demand Content Delivery

Your event platform should make available pre-recorded and live content such as your keynotes, debates, panel sessions, workshops, etc., accessible to the users. These features help improve user engagement and make it more interactive.

It should allow the attendees to interact through Q&As, and live polls. Also, the content should be available to them after the event or session is over. It will help you monetize the event by making it accessible to people who could not attend it.

Works With The Systems and Tools You Are Using

You may want the registration to start from your website or your app. In addition, you may collaborate with a payment platform like PayPal for your registration fees.

To make the transition seamless, you need to have a platform that integrates with your registration platform. A system with minimum integration issues will be a big advantage for getting things done in time.

Ability to Customize

You should be able to tailor your platform to your brand name. If you are running a virtual event to strengthen your brand, it should be customized to keep every feature aligned with your brand identity. It will help provide a consistent experience to your attendees. Make sure you look at all the customization options that your platform can offer.

Tools To Get Insights Into The Data

The platform should include a data analytics tool so that you can determine the success of your event. With the help of the figures and data, you can get insights into the attendees’ behavior and how engaged they were.

This data can play a big role in keeping the sponsors and exhibitors on board. It will also help you evaluate the ROI and make required improvements.

Choosing a virtual event management platform that supports you and simplifies your event management process is vital. Most importantly, it should have robust customer support services to help you set up and understand its features.

Do ask if they have any onboarding process, or will they help on the event day? Make sure all the points are laid out to you before so that you don’t face any problems later.


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