Creating the most effective event technology stack for your virtual events

Virtual events require different technology tools so you can create a seamless, professional experience that goes without a hitch and that will impress your attendees, sponsors, exhibitors, special guests and/or clients.

What is the definition of a virtual event technology stack?

A virtual event technology stack is a collection of various tech tools and platforms that you can use to create your own virtual event solution. Event professionals are increasingly turning to event tech stacks as their go-to virtual event solution because they allow them to cherry-pick the best platforms and tools on the market. We'll go over the tools you'll need for each stage of your virtual event.

Prior to the event

It's critical to get all your tech tools set up and ready to go so that when your event is ready to be promoted and people begin signing up, it's a smooth experience for everyone and sets the tone for the event itself. Here’s what you’ll need:

• Project management tools - they aren't specifically for event planning, but they're extremely useful and add clarity and transparency to the entire process. Using an all-in-one tool, so you can manage budgets, assign tasks to team members, manage suppliers, and even stores your critical path of the event as it progresses, all in one tool.

• A registration platform that syncs with your CRM to track attendees.

• Event marketing software that allows you to schedule social media posts as well as create and send all email communications to delegates (also helpful for post-event).

• A platform for virtual events. This should go without saying, but you'll need a platform to host your virtual event. There are many platforms to choose from depending on your audience, event objectives, budget, and event format, so I'd recommend doing your research and selecting the platform that will help you achieve your goals the best.

Throughout the event

User experience is critical to the success of your virtual event, so make sure all tools have been tried and tested and will provide your attendees with a positive experience. You will require the following items:

• A tool that allows attendees to check in or gain access to your event. This is beneficial for ROI analytics and post-event communications, as well as giving your event a sense of exclusivity.

• Platform for live streaming and broadcast production software You'll need platforms for live streaming as well as a tool (or person!) to handle all the production. This ensures a smooth viewing experience and gives you peace of mind that if anything goes wrong, it can be fixed by an on-site professional.

• Tools for increasing attendee engagement. This could include audience interaction tools like live polling or Q&A software, networking software so your attendees can make valuable connections, and a data collection tool so you can see exactly which delegates were engaging with what, which sessions were attended, which sessions were not so well attended, and so on. This, along with attendee feedback, puts you in a good position to fine-tune your content and overall experience for the next time.

• App for events. If you're planning a hybrid event or simply want to give your attendees a more complete experience, you could create an event app to make the event more interactive and fun.

Following the event

So, your event has concluded, and your technology has gotten you this far. However, it is also necessary to have a few tools to assist you in wrapping up the event process and reflecting on and analysing how you can improve for the next time. You will require the following items:

• Tools for data review and analysis This is critical for measuring the success of your event, evaluating ROI generated, and assessing how well you met your metrics. A virtual event can provide a wealth of data, so it's well worth finding a great tool that tells you as much as possible while also integrating well with your CRM so you can follow up on the data, such as by reaching out to your generated leads.

• A tool for gathering feedback. It is critical to solicit feedback from your attendees when planning an event. Feedback not only provides you with valuable insights into the attendee experience, but it also provides you with important information on how to improve for the next time. You could use a platform to create a survey and then email it to all attendees, which you can then integrate so that all responses are sent to you automatically for review and analysis. Include a Net Promoter Score question(s) to get a sense of how attendees are feeling.

• Video editing software. Recording your content and then releasing it on your blog and social media for those who couldn't make it is a great way to extend the shelf life of your virtual events. This will allow you to broaden your reach, keep the event buzz going, and position yourself as a thought leader in your industry. Using a tool to assist you in editing and refining the recorded sessions will allow you to create a polished product that can be easily shared.

Best practises for assembling your event technology stack

• Check that all your tools work well together. Nothing is worse than different tech tools not cooperating and causing a logistical nightmare for you! Event tech stacks can save you time and automate many processes, but only if they're set up correctly, so make sure you fully understand how to do this and seek assistance from the tech providers if necessary.

• Do your homework and request demos. If you choose the tech stack option, you will have the luxury of selecting the best of the best, so do your research, request demos from providers, and become familiar with the technology. You'll be the one who has to put it to use!

• Always return to your event objectives and goals to ensure that the technology you select aligns with them and is the best option for assisting you in achieving them.