Best Virtual Event Platforms

Virtual Event Platform Guide

Virtual event platforms are online services that allow users to host events such as conferences, webinars, and meetings. These platforms provide a wide range of features designed to promote interaction and collaboration between attendees. They often feature video streaming, audio conferencing, document sharing, and live chat options.

The main advantages of using virtual event platforms is that they enable users to connect with each other without having to be in the same physical location. This opens up new opportunities for networking, learning, and engagement over long distances. Additionally, these services offer cost savings over traditional in-person events by eliminating travel costs, venue rental fees, catering expenses, and other associated costs.

Most virtual event platforms include a variety of tools for customizing events according to the user's needs. These tools might include a customizable registration system which allows organizers to collect participant information and issue tickets; an automated email system for sending out invitations and reminders; customization of the platform's look-and-feel; integration with social media sites like Twitter or Facebook; analytics tools for tracking attendee movement within the event virtually; registration management that can follow up on unpaid registration fees or track changes in attendance; payment processing systems for accepting payments from participants; scheduling capabilities which can be used to assign sessions or workshops specific timeslots; a variety of interactive tools such as polls or Q&A sessions built into the platform itself; whiteboarding capabilities which allow participants to collaborate on projects or ideas while they are interacting virtually; post-event surveys or evaluations so that organizers can gather feedback from attendees after the event has concluded.

Ultimately, virtual events platforms provide businesses with a powerful means of connecting with their audiences no matter where they may be located around the world - making them an invaluable tool in today's increasingly global marketplace.

What Are Virtual Events?

Virtual events are great ways to host large-scale events digitally. Virtual events can be hosted simply through streaming services using a smartphone, or with more complex setups. Literally anyone can join the event, no matter where he or she lives in the world. Whether you are organizing a virtual event for social distancing purposes or for convenience purposes, virtual events have great potential when done right.

Virtual events can be just as exciting as an in-person event when the same organization and planning is put into the event. Organizations and companies that are planning a virtual event should try to follow all necessary planning steps to make the event as engaging as possible. Below are some tips on organizing a great virtual event.

Features of Virtual Event Platforms

• Broadcast: Virtual event platforms provide users with the ability to broadcast their events, either live or as a pre-recorded video. This means that audiences can watch events online at any time and from anywhere.
• Chat & Messaging Functionality: Many virtual event platforms offer a chat and messaging feature, allowing attendees to ask questions or provide comments during the presentation. This is great for creating an interactive experience, which can help engage audiences even when they’re not in the same physical space.
• Customizable Branding: Brands often use virtual event platforms to create a professional look and feel for their events. Most platforms offer custom branding, so you can design your own logo, background images, colors, fonts and more to match your brand's look and feel.
• Live Streaming: Many virtual event platforms now offer users the ability to stream their events live over the internet. This allows anyone with a web connection to join in on the discussion and interact with other participants from around the world.
• Screen Sharing: One of the most useful features provided by virtual event platforms is screen sharing functionality. This lets presenters share their screens with other participants in real time, making it easier to demonstrate topics or explain concepts without having everyone physically in one place.
• Polling & Surveying Tools: Survey tools are a must-have for many types of virtual events such as workshops or trainings. Virtual event platforms usually provide integrated polling and survey tools, and audience response features, which make it easy for presenters to collect data from attendees throughout their presentations or sessions.
• Video Conferencing: For bigger events or conferences where there are multiple speakers involved, many virtual event platforms also include video conferencing capabilities so that all participants can view each other’s presentations regardless of location.
• Security & Access Controls: Virtual event platforms provide users with the ability to control access to their events and manage the security of their data. Most platforms offer user management features, allowing users to set up user accounts and assign different levels of access to different attendees.
• Payment Integration & Invoicing: For events where a fee is charged, virtual event platforms typically offer integrated payment options as well as invoicing functionality. This makes it easier for organizers to accept payments and manage their finances without having to use an additional system.

Gauge the Target Audience

A business must first have a target audience dedicated as who it wants attending the virtual event. When it has this audience defined, it is important for the business to consider what all this audience enjoys and everything about their backgrounds. This information will assist in holding a captivating and intriguing event.

Businesses should find out the technological proficiency these individuals have, and what the audience members' interests are. Businesses can look for ways to reel the audience members in by utilizing promotional material that they enjoy. They can use demographic information including physical and psychological characteristics to make the event highly personable. This information can be gathered by sending out surveys to the audience members prior to the event.

Determine What the Experience Should Be Like

Events have the ability to take many forms. Some of these forms include seminars, question and answer forums and workshops to name a few. Virtual events are no different and can offer many of the same features and experiences that an in-person event can offer.

Businesses can make the virtual event even more of a personalized experience through the technological features available. They can offer themes that are shown through the invitation, the event itself and even the design of the hosting software. Finally, businesses can ensure that the entire experience is user-friendly in order to best accommodate their audiences.

Choosing the Right Virtual Event Software Platform

There are many platforms available for use for a business to host a virtual event through. There are both mobile applications and online options. Offerings include YouTube's live streaming and even Facebook's live streaming which is compatible as both formats. If you're looking for more comprehensive and customizable virtual event platforms, check out the comparisons above.

If you're just looking to speak and broadcast to a large group of people from your sofa or desk, you might consider a more simple webinar, web conferencing, or live streaming platform.

There are many other service providers available that can assist businesses in hosting virtual events. It is important for the business to consider the pros and cons of each in order to best determine the course of action it wants to take. Businesses should never neglect the goals of creating a personable, user-friendly experience no matter the service provider that is utilized, however.

Picking a Speaker (or Multiple Speakers)

There will be some form of speaker or performance at any virtual event, whether that speaker is a host, artist, MC, or the sole speaker of the event. It is important for a business to choose speakers that can engage and attendees and keep the attention of the audience throughout the entire event. Businesses should choose speakers that are extremely flexible as well, in case re-scheduling needs to occur or unforeseen events arise.

It is possible to have more than one speaker at a virtual event. There are many ways in which this can be done including a host and a speaker or two separate hosts. Various virtual event platforms even offer virtual lobbies and virtual booths, in effect digitally emulating a trade show or conference. No matter the method that is utilized with multiple speakers, a business should ensure that all speakers are compatible with one another and will not cause embarrassment.

Marketing the Virtual Event

Any type of event needs to be marketed in order to reach the audience that has been determined. Marketing can be done through traditional advertising methods. It can also be completed through more modern methods such as social media marketing.

When using social media marketing, a business should make the virtual event seem exciting. Exclusive information can be promoted, behind-the-scenes looks can be promoted and hashtags and descriptions can be used to grab excitement. Businesses should make sure sign-up and ticket information is clearly accessible when promoting the event in any form.

Choosing the Location

Virtual events have to have some form of venue for the speaker to be hosted in. The live feed will be broadcast from the location that is chosen as well. Businesses can try to find a simple venue that offers everything they need. With today's advanced virtual event software, one person with a smartphone can host an engaging virtual event from their living room or office.

It is true that virtual events do not need flashy venues. They might, however, need venues that allow for a stage and technological equipment. The audience will consistently see the background of any venue, so businesses should ensure that this is at least somewhat attractive. If you're broadcasting from your home or office, you can use green screen technology to simulate a backdrop.

Choosing the Timing

The final step for a business to take in organizing a virtual event is to select a specific date and time. It is best for businesses to pick a time that is suitable for as many people as possible despite time differences across the world. When audiences sign up or do the survey aforementioned, they can provide preferences as well to help a business in making a timing decision.

It is important to note that there will never be a time that is so perfect that it fits everyone's needs. For this reason, a business should ensure that there is a recorded version of the event, especially if it wants to reach as many people as possible. People who were unable to attend can later go back and watch the recorded event.

Advantages of Virtual Event Platforms

1. Increased Reach: Virtual event platforms can reach audiences of any size, regardless of the geographical limitations of in-person events. This makes them ideal for events that draw people from all over the world.
2. Greater Efficiency: Without physical constraints, virtual events are more efficient and cost-effective to manage. Setting up a virtual event requires much less labor and resources than hosting an in-person one. Plus, there is no need to worry about finding a suitable venue or providing food and drink.
3. Flexible Event Design: It is easier to manipulate the environment within a virtual platform, making it possible to design ideal experiences for guests. For instance, attendees can explore their interests through interactive sessions and activities that are tailored to their own preferences.
4. Enhanced Engagement: It can be difficult for attendees at in-person events to actively participate because they may not feel comfortable asking questions or engaging in conversations with other guests. On a virtual platform, however, everyone has equal opportunities for engagement so that all voices can be heard.
5. Automated Processes: With a virtual event platform, many processes such as ticketing and registration are automated, making them easier and quicker to manage than manual processes associated with traditional events production workflows. This reduces time spent on administrative tasks while ensuring greater accuracy and reliability throughout the entire process.
6. Dynamic Experiences: Virtual platforms offer dynamic environments where attendees can take part in various activities such as keynote speakers, Q&A sessions or breakout groups led by industry experts all within one digital space. This allows organizers to create an immersive experience with multiple touchpoints designed specifically for maximum engagement levels among guests online.
7. Analytics and Metrics: When it comes to virtual events, organizers can leverage powerful tools to measure performance metrics such as attendance rate, engagement level or the number of people who actually completed activities. This data yields valuable insights that can be used to improve future events and optimize content for maximum success.

Who Uses Virtual Event Platforms?

• Professional Event Planners: Individuals or companies who use virtual event platforms to manage and host large-scale events, such as conferences, seminars, and trade shows.
• Social Media Influencers & Content Creators: Individuals that create content for the virtual event platform in order to engage their followers or build an online presence.
• Small Business Owners & Entrepreneurs: People who use the platform to host networking events, workshops, webinars, or other small-scale gatherings.
• Educators & Training Professionals: Professionals who use the platform to facilitate online learning sessions and training courses.
• Conference Speakers & Presenters: Speakers who present lectures, seminars and keynotes via the virtual event platform in order to connect with attendees all over the world.
• Nonprofit Organizations: These organizations often rely on virtual events and platforms to raise awareness for their cause as well as donations from a larger audience.
• Government Agencies: Local and national governments may use these platforms for important announcements or citizen engagement initiatives.
• Corporate Teams & Employees: Companies of all sizes may take advantage of virtual event platforms when connecting with employees around the world for corporate meetings or internal training programs.
• Students & Alumni: Students may use virtual event platforms to attend college events or connect with alumni, while alumni can use the platform to keep in touch with old classmates.
• Virtual Event Attendees: Individuals who join these platforms for entertainment, networking, and other opportunities.
• Virtual Event Exhibitors: Companies or individuals who join the platform to showcase products, services, and other offerings with attendees.

How Much Do Virtual Event Platforms Cost?

The cost of virtual event platforms will vary depending on the complexity of the platform and its features. A basic package can start at around $75-$150 per month, while more advanced packages with additional features such as analytics, streaming capabilities, and interactive elements can cost up to several thousand dollars a month. Some providers also offer custom packages tailored to an individual event organizer’s needs that may be even more expensive. Depending on the provider you choose, you might also need to pay extra for certain services or additional features. Factors such as the number of participants and other requirements will also affect the total cost of your virtual event platform.

In some cases, it's possible to use a free or low-cost solution if you don't require many features or don't expect large numbers of attendees. However, paid solutions typically offer better performance and more robust data security than their free counterparts, so if your event is important enough it's best to invest in a reliable platform from a reputable provider. Ultimately, choosing an appropriate virtual event platform should depend heavily on your specific needs and budget.

What Integrates With Virtual Event Platforms?

Virtual event platforms can integrate with almost any type of software, such as webinar and meeting tools, video conferencing tools, livestreaming tools, audio-video production tools, marketing automation tools, analytics and reporting tools, communication and collaboration tools. Additionally, virtual event platform integrations can also include enterprise resource planning (ERP) systems and customer relationship management (CRM) systems. These types of software are often used in combination to organize a successful virtual event from start to finish. For example, the ability to integrate a webinar tool into a virtual events platform could provide attendees with features such as recording sessions for later viewing or providing polls during the session for real-time engagement. Additionally, analytics and reporting tools could be used to understand user behaviors that were impacted by decisions made during the planning process or changes implemented during the virtual event itself. Lastly, integrating CRMs with a virtual events platform allows for personalization of attendee experience based on individual interests.

Virtual event platforms also integrate with other event software technology such as event management software, hybrid event software, and event networking software.

Virtual Event Platform Trends

1. Increased Accessibility: Virtual event platforms make events available to a much wider audience, as people can attend events from any location around the world. This has opened up new opportunities for many people who may have previously been excluded from certain events due to geographical or financial boundaries.
2. More Affordable Options: Hosting virtual events is also much more cost-effective than traditional in-person events, as there are no costs for venue hire and other expenses such as catering. This makes it possible for businesses and organizations to host more affordable events and extend their reach further.
3. Advanced Technology: Technologies such as augmented reality, artificial intelligence, and virtual reality are becoming increasingly popular in the virtual event space. These technologies allow for the creation of immersive experiences that give attendees a feeling of being inside the event without physically attending.
4. Improved Networking Opportunities: Networking opportunities are now enhanced with virtual event platforms, as they provide users with easy access to digital platforms where they can connect with like-minded individuals in real time or through video chats and forums.
5. Enhanced Engagement Levels: A wide range of interactive features such as live Q&A sessions, polls and surveys, digital breakout rooms, and gamification are helping to boost engagement levels at virtual events. These features add an element of fun and help to keep attendees connected and engaged throughout the digital event experience.

How To Choose the Right Virtual Event Platform

1. Cost: It’s important to determine a budget for your virtual event and find a platform that is within that budget range. There are both free and paid platforms available, so it’s important to make sure you are getting what you need for the price you can afford.
2. Features: Different platforms offer unique features that could be beneficial for your event, so it’s important to research what each one offers and decide which works best for you. Do they offer video conferencing? What about polls or other interactive elements? Consider all the features each platform provides before making your decision.
3. Security: You want to make sure that your attendees are safeguarded during the virtual event, so look for a platform with strong security features like data encryption and two-factor authentication processes in place. This will ensure their information stays safe while they participate in the event online.
4. Accessibility: Make sure that all of your audience members will have easy access to the event by looking into how users join the platform and whether or not they need an account in order to participate (if applicable). Additionally, look into compatibility with mobile devices – can people join from their phones if necessary?

Final Thoughts

Planning a virtual event can be difficult. Event organizers should try to keep the virtual events as engaging as possible in order to maintain audience's attention throughout. Individuals or businesses who are hosting a virtual event should make sure there is a theme, especially if there are multiple sessions to be broadcast. This will make audience members want to come back for more, and it will make the virtual events seem more personalized to them.