Guide To Choose Virtual Event Platform for Your Next Event

Following the pandemic, virtual event platforms surged in popularity as they became the only means for B2B enterprises to foster connections with both existing and potential clients. Now, even with the return of in-person meetups, the undeniable benefits of virtual platforms are too significant to be overlooked. Offering quick setup, environmental friendliness, wider reach, better accessibility, and detailed analytics, they are unmatched.

Wondering which virtual event platform is best suited for you or how to choose one? Read on to find out what to consider when choosing the right platform.

What is a Virtual Event Platform?

A virtual event platform acts as a dynamic online venue that enables the smooth functioning of virtual events. These platforms are equipped with various tools and features to replicate the engagement, interaction, and networking found at physical events in a digital environment. Suitable for a wide range of events, from conferences and seminars to training sessions and town halls, they can adapt to different sizes and complexity levels.

Particularly important in industries where customer interaction and engagement are crucial, virtual event platforms remove geographic barriers, enabling global audience participation. These platforms facilitate meaningful connections, provide immersive experiences, and collect essential attendee data for analysis, helping to assess the event’s success.

Benefits of Virtual Event Platforms

Virtual event platforms not only make events more accessible but also offer a variety of benefits that traditional event hosting mechanisms cannot match. Here’s a comprehensive look at the advantages of leveraging virtual event platforms for your next gathering.

Wide Reach and Accessibility

The most significant advantage of virtual event platforms is their ability to transcend geographic boundaries. Attendees can join from anywhere in the world, provided they have internet access. This means you can expand your audience, reaching individuals who may not have been able to attend due to travel constraints or physical limitations. Additionally, virtual events can be more inclusive, serving attendees with disabilities by ensuring content is accessible in a variety of formats.

Cost-Effectiveness

Hosting an event virtually eliminates many of the costs associated with physical events, including venue rental, setup and teardown, travel, accommodations, and more. This simplified approach to event hosting not only reduces expenses for organisers, but can also make attending the event more affordable or free for participants, potentially increasing the number of attendees.

Enhanced Data Collection and Analytics

Virtual event platforms provide robust tools for collecting and analysing data about your event and its participants. From the moment attendees register, you can begin collecting insightful data such as their geographic location, professional background, and what parts of the event they find most interesting. This information can be valuable for future event planning, helping you more effectively tailor content to your audience’s interests and improve attendee satisfaction overall.

Increased Engagement Opportunities

Unlike traditional events, where engagement may be limited to Q&A sessions, virtual platforms offer a variety of interactive features such as live polls, chat rooms, breakout sessions, and more. These features not only make events more engaging for attendees, but also give speakers and organisers the ability to dynamically adjust content based on immediate feedback and real-time audience interaction.

Environmental Benefits

By reducing the need for travel and large physical venues, virtual events have a smaller carbon footprint than traditional events. For organisations and attendees increasingly concerned about sustainability, virtual events offer a more environmentally friendly option.

Networking Opportunities

Networking is an important aspect of any event, and virtual platforms are evolving to replicate and sometimes improve the networking experience of in-person events. With features like “virtual coffee breaks,” one-on-one video calls, and AI-based matchmaking for professional interests, attendees can build meaningful connections with peers around the world.

Choosing the Right Virtual Event Platform

Before diving into the search for the best virtual event platform, consider what “best” means to you. Think about your event type, objectives, audience needs, and desired features. Then assess platforms based on these criteria.

Participant expectations vary by event type, which will impact your platform choice. Whether it’s features specific to a healthcare conference or a partner conference, make sure your virtual events meet your audience’s standards to protect your brand reputation.

Make a list of your audience's needs and the key features you're looking for.

Understanding the Audience's Needs

Think about how you can create a memorable online event. Does your platform have the ability to exceed audience expectations? How does it stack up against other virtual events?

Different events meet different needs. For example, a healthcare conference is quite different from a partner conference in terms of attendee expectations.

For a healthcare conference, attendees may look for:

1. Calendar invitations

2. Pre-event surveys

3. Customised email reminders

Meanwhile, partner conference attendees may appreciate:

1. A dedicated event website

2. Agenda builder or recommendations

3. Pre-event content on demand

4. Multiple Here’s how to choose the right platform for you:

Decide your needs

What’s the purposereminders and emails before the event

The nature of your event plays a key role. You’ve invested years in developing your client community; make sure your virtual events meet their high expectations.

Settling for a substandard virtual event platform compromises your brand.

Therefore, consulting a virtual event platform comparison chart is crucial to finding a platform that will enhance your brand’s reputation.

Essential Features of Virtual Event Platforms

Consider must-have and event-specific features when comparing your platforms, such as:

Branding options

1. Branding options

2. Event registration mechanisms

3. Agenda management tools

4. Personalization capabilities

5. Live and on-demand content

6. Video interaction options

7. Networking and community building features

8. Virtual booths and lobbies

Choosing a Right Virtual Event Platform of your event? Must-have features vary by event type.

Assess the platform’s features

Look for interactive features, networking capabilities, customization options, and more.

User experience: The platform should provide a seamless experience for both organisers and attendees.

Scalability: Make sure the platform can accommodate the size of your event.

Compatibility: Check device and browser support to ensure a consistent experience.

Analytics: Look for robust data tracking to assess the success of the event.

Customer support: Skilled support is essential to resolve potential issues.

Pricing: Find a platform that offers the best value within your budget.

Research and evaluation are crucial to choosing the right virtual event platform and ensuring the success of your event.

Categories of Virtual Event Platforms

We can categorise platforms into four groups:

Virtual event platforms: Highly flexible, cater to the needs of both external and internal users with a wide range of features. They support interactive live and on-demand content and often come with sophisticated navigation capabilities.

Virtual conference platforms: Specialise in managing registrations, selling tickets, and organising agendas. They also offer some interactive capabilities and can integrate with other tools.

Webinar platforms: More streamlined, primarily designed for delivering presentations directly to an audience with limited interactivity. These platforms provide easy access to on-demand content.

Internal meeting tools: Designed for in-house communications, support direct, two-way interactions. They typically require a separate method to invite participants, such as via email or calendar invites, and feature straightforward, single-screen navigation.

Why Choose Virtual Real Event as Your Virtual Event Platform?

Choosing Virtual Real Event as your virtual event platform can drastically improve the way you conduct webinars, meetings, and other online events. Here's why Virtual Real Event stands out from the competition and might be the perfect choice for your virtual event needs:

Comprehensive Features

Virtual Real Events has a wide range of features designed to make your virtual event as interactive and engaging as possible. From high-definition video conferencing to advanced screen sharing, polling, and whiteboards, the platform offers tools that cater to a variety of presentation styles and participant engagement strategies.

Customization Options

One of the strengths of Virtual Real Events is its high level of customization. You can brand your webinar rooms and communications with your logo and colors, creating a consistent and professional look across all of your events. The platform also allows you to personalise the attendee experience, making your events truly your own.

Dedicated Event Manager

Virtual Real Events offers the invaluable service of a dedicated event manager for each event. This ensures that every aspect of your virtual event runs smoothly from start to finish. The project manager works closely with you to understand your specific needs, provides personalised support, and helps deal with any challenges that may arise. This hands-on approach not only enhances the overall experience for organisers and attendees, but also guarantees that your event will be executed without any hassles, which positively reflects on your brand.

Scalability

Whether you’re hosting a small team meeting or a large-scale global conference, Virtual Real Events scales to meet your needs. It can accommodate events of various sizes, ensuring stable performance and high-quality audio and video for all participants.

Accessibility

The platform is designed to be accessible to participants around the world, with no software downloads or installations required. Virtual Real Events works on all devices and browsers, ensuring everyone can easily join your event without any technical difficulties.

Enhanced Security

Security is paramount in the digital age, and Virtual Real Events takes it seriously. The platform offers encrypted connections and complies with international security standards, ensuring your data and communications are secure.

Real-Time Analytics

Understanding participant behaviour and event performance is crucial. Virtual Real Events offers detailed analytics and reporting tools that give you insight into attendee engagement, participation rates, and more, helping you improve future events for even more success.

Excellent Customer Support

Support is the key to resolving any issues quickly and efficiently. Virtual Real Events offers responsive customer support, with a team ready to assist you with any questions or technical challenges you may have, ensuring your events run smoothly from start to finish.

Final Thoughts

As we wrap up this comprehensive guide on choosing the right virtual event platform, why not put your new knowledge to the test with Virtual Real Events? It offers a unique blend of versatility, user-friendliness, and powerful features designed to make your virtual events more engaging and efficient. Whether you’re hosting webinars, meetings, or large-scale events, Virtual Real Events is designed to meet and exceed your expectations. Try Virtual Real Event and discover how it can take your virtual event experience to new heights. Don't miss the opportunity to transform your online engagement. Request a demo today!