How to Choose the Right Virtual Event Platform for Your Conference

People before sometimes did add a virtual element to some of their events, in cases of people working remotely. But frequent lockdowns in the last two years have made going virtual a necessity on almost every aspect of running an organization.

Since we are more familiar with the concept of in-person events, the whole idea of a virtual setting might be intimidating to some. For the very same reason, many find it comparatively difficult to host a virtual event, and numerous readers are no doubt unaware of the prerequisites of virtual events, too. But if your goal is to expand your outreach, acquiring the skillset that assists in hosting a virtual event is a must. The question now is how do you manage it all without wasting your time, effort and money?

There are many factors to consider when executing a virtual event. Among them all, choosing the right virtual conference platform is the most crucial. There are wide variety to choose from since there are multiple virtual event platforms on board now. All you need to do is pick the one that is a seamless solution to everything you are seeking.

In this article we will take you through everything you need to know about when picking on a platform for your virtual event. But first, acquaint yourself with the specifications of virtual conference software.

An overview of the virtual conference software

Virtual conference software is a technology tool that allows you to execute a digital event. The main role of this software is to ensure audience engagement and interaction through the interface via features like:

• Gamification
• Live streaming 
• Custom tools (e.g. polls)
• Built-in inbox
• Recorder
• File and screen sharing
• Mobile accessibility

A virtual event comes with considerable benefits compared to an on-site event. For example:

• You save on venue and lodging costs  
• It helps you expand your reach
• The event is more sustainable overall

How to pick the right virtual conference platform

Established on the opinion from the real-time experience of audiences and hosts, here are some of the key points to consider before opting for a virtual conference platform for your event.

1. Pick a centralized platform

Imagine how annoying it would be to switch between different software for a specific tool when organizing your virtual event: it wastes both your time and energy. So, the foremost thing is to look for an all-in-one solution that allows end-to-end management. Carry out everything from the registration to the building process via the same software.

2. Communication tools

Ensure that your virtual conference platform enables easy and quick video streaming to a vast audience without sacrificing sustainability or speed.

If you’re looking forward to organizing an event with numerous presenters, make sure the virtual conference platform you chose accommodates multi-speaker meetings. Also, make sure your platform supports a live chat inbox for discussions.

3. User friendly

The most critical thing to take into evaluation is the compatibility of the software. Is it user-friendly? When it comes to user-friendliness, you need to look from an audience perspective. Think of it this way. Will your attendee face friction when attending it? Is the software tech complicated for a person with basic knowledge? Will they be able to operate it comfortable?

The easier you make the interface for your audience, the more successful your virtual event tends to be overall. Remind yourself of the importance of user experience.

4. Tool integration

You would want to pick a virtual conference platform that allows various tools integration. For example:

• You can collect registration fees via certain payment tools
• The event can be recorded with live recorders

All these integrations minimize your workload friction and ease the task to an extent.

5. Branding, monetization and sponsorship

Branding helps you build the right image for your business. Multiple-time business owners want to market and monetize their events to expand their reach. Therefore, you must look for a virtual conference platform that has inbuilt branding and monetization option.

Sponsorship for virtual events is no less important and different than on-site events. The sponsors no longer provide material things like catering and tools, but there is so much more they can offer, like digital promotion campaigns.

6. Support and security

The right virtual conference platform is the one that provides security to your event and also provides live chat support to deal with any queries and interruptions. They allow your event to operate both privately and publicly.

7. Engagement feature

When you decide on a virtual conference platform, one thing to look for is the set of engagement features. These can be gamification, polls, Q&A sessions and so much more. Ensuring maximum participation in an on-screen event can be quite hefty as people get distracted so easily and often. But the ideal tools help boost engagement with a guaranteed success rate of a virtual event.

Additional insights

Every business welcomes any possible growth opportunity. One way is to learn through mistakes, and you can do that by looking at the insights. Insights provide you every inch of detail about your audience, including:

• When did they join?
• When did they leave?
• What was their mode of connection?
• Their identity
• Their engagement and response rate

All of these insights assist in formulating your next virtual event precisely. You can peek through the details and see where your management skills are lacking and how you, as a host, can do better. 

Pricing

With a wide variety of virtual event platforms on board, we have a range of varying prices. Always go through the pricing details of a particular virtual conference platform first. Plan your budget before and see how much you can allocate for the platform.  

Reviews

It’s understandable to be  skeptical when handpicking a platform for your virtual event. One way to clear the doubts is to look into the user reviews. They are one of the most authentic and non-marketed sources of information you will receive about their platform.

The bottom line

Don’t not rush the process. Maintain objectivity and begin by involving the qualified individuals from your organization. When you communicate the entire operation of your virtual event thoroughly and entertain suggestions, you'll see that everything will go even more smoothly than you imagined.