How to Choose the Best Virtual Event Platform for your event

These are the most important factors to consider when evaluating virtual event platforms in order to find the best solution for your virtual event.

Event planners understand that finding a virtual event platform that can be a long-term solution is not only a priority, but also a requirement. But, with hundreds of platforms to choose from, how do you know which one is right for you? Here are the key factors to consider when assessing potential virtual event platforms.

Determine Your Event Experience

The first thing you should be thinking about is what kind of experience you want your attendees to have.

Is your event going to be educational and informative? If this is the case, you will most likely be looking for a solution that can handle larger audiences and does not require as many additional features or tools.

Or do you want to provide your attendees with an engaging and interactive experience? If this is the case, you should look for a platform with robust engagement tools.

Identify Your Event Goals

The next step is to establish your own event objectives. What do you want to get out of your virtual event platform? Perhaps you'd like a centralised location to manage your entire event. Perhaps saving time is a top priority. Or is it more important to you to have a positive attendee experience? Whatever your event objectives are, they will serve as a guidepost as you look for a virtual event platform.

Determine Your Must-Have Features

Once you've determined your event goals, you can get more specific about which virtual event tools and features will help you achieve them.

If you want to encourage networking among your attendees, look for platforms that are designed for interaction and use tools like polling or Q&A to engage the audience.

Because each platform has a unique set of features, it is critical to understand what features you require for your specific event objectives. There are numerous factors to consider, including registration management, an event website, and data analytics capabilities. Some common features:

• Registration and Fees

• Event Website

• Event App

• Event promotion

• Sponsor & Speaker management

• Agenda Builder

• Networking and attendee engagement

• Data analytics

• Integrations

• Virtual Production Services

Determine what your nice-to-have features are

In addition to the features required for a successful event, you should have a list of ones that would be nice to have but would not make or break your decision. This is useful because if you are comparing two platforms and they both meet your basic requirements, having a secondary list of nice-to-have features will help you decide which one to use.

What you should look for in a virtual event platform?

Consider essential aspects that will help drive your event's success when looking for the best virtual event solution. These are the essential features to look for in a virtual event platform.

1. Future-proofing

If there is one thing we learned from last year, it is the importance of finding an event solution that will set you up for long-term success. Choose a solution that will grow with you and can adapt to changing circumstances. The majority of event organisers predicted that there would be more hybrid events this year, so choosing a platform that can support both live and in-person experiences is critical.

2. Long-term investment

Given how time-consuming and exhausting it can be to find a virtual event platform, it makes no sense to repeat the process every time you have an event. Instead, seek a solution that will allow you to form a long-term partnership.

There are numerous advantages to long-term investment in a virtual solution; here are a few examples:

• Time saved - You don't want to spend several months of the year evaluating event software; with a multi-year contract, you can spend less time on demos and more time on event planning. Furthermore, you understand how to use the platform, which will save you time during the event planning and execution process.

• Attendee experience - providing a consistent experience for your attendees at each event often results in lower attendee drop off.

• Data continuity - tracking your event ROI year after year is difficult when you switch providers every year and lose previous years' data.

• Price - With multi-year contracts, you can often lock in a lower price or get a better discount, and with the ever-changing market, many providers are raising their prices. Furthermore, locking in the price for multiple years ensures that your budget is already set aside for the following year.

3. Customer Service

Keep in mind that you will be heavily involved in the selection and use of a virtual event provider. You will be the one spending the most time on the platform, from demos and onboarding to troubleshooting and support. Make sure you choose someone you feel at ease with and who you can rely on to put you first.

It's easy to forget about clients once they've agreed to work with you, so be thoughtful and take the time to find a company you can rely on throughout the process. You will almost certainly have questions or encounter problems as you become acquainted with the platform, and possibly even during your virtual event. Finding a receptive partner is a critical aspect of organising a successful event.

4. User Friendly

The platform itself should be simple to use and navigate on the back end, just as you want your customer experience to be seamless. In addition to you and your team, speakers, sponsors, and other partners may use the platform, and you'll want to ensure that they have a positive experience.

The front-end design is equally important. Choose a platform that is as simple to use for your attendees as it is for you. User experience is a critical component of your audience's overall event experience when it comes to virtual events.

5. End-to-End Solution

If you do anything go and invest in a platform that contains everything in one location. Check that all of the features are linked and that it is designed to save you time and energy. Even if you already use other systems, look for a platform that can power those integrations so you don't have to learn a new system.

Your virtual event solution should work for you, not against you, and selecting an end-to-end platform will allow you to spend more time on event strategy and less time on administrative tasks.

6. Customization

Because your event is an extension of your brand, you'll want to find a platform that allows you to customise the look, feel, and user experience. If your attendees arrive at your registration page or event portal and do not immediately recognise your brand, this can lead to confusion and, potentially, a drop in attendance. Consistency is essential when it comes to virtual events, so look for a virtual event platform that is designed to let your brand shine.

7. Troubleshooting & Support

Event planners understand that in any event, whether live or online, you must expect things to go wrong and have a plan in place for when they do. Because events in the virtual space are dependent on technology, having a way to troubleshoot is critical.

Find a provider who will assist you in learning the ins and outs of their platform and ensuring your future success. Your provider should not only be available during the onboarding process; they should also be available to help you whenever you need it.

8. Community

The entire industry is attempting to navigate the new virtual event landscape. There are no rules, and trial and error is the name of the game. As a result, some virtual event solutions provide community support where you can look for answers and get ideas from other event organisers.

The community aspect is great because it allows for the sharing of best practises, but it's also a great tool for finding answers if your provider is unavailable at the time.

Finding the best virtual conference platform boils down to understanding your specific requirements and keeping your long-term goals in mind. This last year has demonstrated that event planners are extremely agile, necessitating the use of a virtual solution that can keep up. It can be overwhelming with so many options, but using this guide will help simplify the process, saving you time and energy.