Event planners, you CAN generate a better response than the average by using a virtual event platform capable of serving all your needs. Here's how.
In this guide, we’ll explain how prioritizing an all-in-one virtual event platform allows planners more creative freedom than a webinar and video conferencing tools. Then, for those interested in a more comprehensive virtual event provider, we’ll highlight features and capabilities that are proven to generate the most engagement amongst virtual event attendees.
Before jumping online — why should an event planner use virtual event software at all?
Video-conferencing tools, especially free ones, such as Google Hangouts, and Zoom were massive for businesses and families throughout this whole pandemic. Countless meetings among teams, between businesses and prospective clients, and important presentations took place in these digital spaces.
Universal and affordable access to these impressive video-conferencing and webinar tools might have some virtual event planners wondering, “Why can’t I host my event there?”
Simple gatherings, chats, and presentations can run pretty well on Zoom, Microsoft Teams, Hangouts, and many similar platforms.
The main difference is, if you choose to go the video-conference route, you’ll be restrained in terms of the type of sessions you’d like to hold, how dynamic those sessions are, the level of quality in a user’s experience, and the amount of data you walk away with. The differences, in those areas, between a webinar service and a virtual event platform are staggering.
For example, an event using a video-conferencing software could hold some group-meeting conference calls, but it would need to then find a different platform if it wanted to add a livestream to the day’s agenda. The hosts would also need to find new platforms for all other types of sessions — i.e. webinars, video calls, roundtables, and speed chats.
That is all in addition to using more platforms for producing and distributing engagement content such as: onboarding emails, live discussions in sessions, group chats, polls, and surveys. And then a host also needs to take into account modern standards like live analytics, networking features, and exhibitor services.
Video conferencing tools and webinar platforms are effective for a more simple, or casual meeting. However, for a virtual event that makes an impression on its users, runs smoothly, and lets its exhibitors present their products how they see fit — planners need to utilize a proven virtual event software.
We are all excited and very much looking forward to the return of in-person events.
The virtual event space doubled in size over the course of 2020, and with that came an abundance of astonishing innovation. However, the chance to return to the same conference rooms, arenas, and exposition centers is sure to inspire a major boost in morale throughout the world.
Knowing that in-person events will return, it’s also important to remember that the virtual space has opened up so many new doors in terms of how inclusive and attentive a host can be to their attendees and exhibitors.
Personalized agendas, remote attendance, and intuitive matchmaking technologies aren’t there to replace physical gatherings, but rather to complement and enhance them.
Physical events can always benefit from a hybridized approach, embedding the advantages of digital programming into their itineraries in an ongoing capacity. Virtual event features are here to stay, as they transcend time and space to bring industries together, while expanding reach, productivity, and business for those who use them wisely.
The world of connectivity and hospitality embedded in the digital space is far too meaningful and valuable for any industry to ignore. That includes yours. So, not only should you open up your event-planning standards to the virtual space, but you should do so with thought, organization, and style.
To know what you need in a virtual event platform, you’ll have to consider what the event itself will call for. If you’re looking to run more than one type of gathering, presentation, or conference — the more versatile and capable softwares will suit you best.
Based on what’s available amongst the best all-in-one virtual event platforms in 2021 — those that achieve above-average usage and attendance rates — here are some standards to consider when seeking a platform.
When determining the level of care your event deserves, remember that customization, advanced networking tools, high-end exhibitor services, and technologically-advanced matchmaking services are readily available on today’s market.
So, to curate a world-class virtual event, aim high.
You might be asking yourself the question, "How much does a virtual events platform cost?" Well, it depends. Platforms like Swapcard have the pricing clearly set out on the website, and range from free for small events to paying per attendee, per exhibitor or per year. Running recurring events with a year-round community platform can work out cheaper than going once-off. Other platforms can range from $10,000 to $100,000. It all depends on the level of customization you want, how big your event and audience is, what extra features you want in-house and how much support from the tech company you need.
The mere existence of an interactive virtual events platform like Swapcard means that you never need to limit the number of sessions, or variety of presentations your given event features.
Imagine if South By Southwest (SXSW) was limited to simple live streams, or only group-chat style webinars.
Be sure to hold out for a virtual event platform that’s capable of accommodating a range of presentation methods, and offers cutting edge tech to ensure your event can grow and evolve however it needs to.
As an example of what an effective platform can offer — Swapcard’s program builder allows hosts to create as many sessions for an event as they want.
Across that built itinerary, you can present any variety of webinars, conferences, round tables, speed chats, and live streams imaginable. Diversifying the presentation-types across a given event is an easy way to make it stand out online. Only 20% of marketers live-stream their events to social media — a clear, popular differentiator available on the best virtual event platforms.
Freedom in presentation type might feel like a meaningful level of customizability to those just getting introduced to the virtual event space, but modern hosts using our platform and those similar can make their events far more personalized.
Here are some examples of features our event program builder offers, which you can use as a reference for what to expect or seek out in choosing a platform.
Seeking out a virtual event platform with a versatile program builder goes a long way towards planning an organized, interactive, and dynamic gathering. It’s important to consider features and systems that will support your itinerary as you see it.
When shopping platforms, ask yourself specific questions, such as:
Can I upload a speakers' documents to each session, and track who can access them?
Can this platform filter days, topics, and session types to make searching for sessions in the program easy?
If I want to have a main conference with different sub-sessions, can this platform link them together?
Will my events be automatically entered into an attendee’s calendar to correspond with their given time zone and language preference?
Discovering a capable and nuanced platform — which features components to meet these needs and a wealth more — helps ensure a professional, enjoyable, valuable event for users. It also sets the host up with an abundance of valuable content to inform follow-up events.
Featured services — like a virtual event platform for conferences automatically attaching pre-recorded and live-streamed videos to a host’s YouTube or Vimeo account — go a long way towards maximizing the experience of an online event.
Additional popular features a platform can offer, like collecting attendee feedback and comments, help inform meaningful analytics, which also supports hosts’ needs to improve their approach from one event to the next.
So, to summarize what we’ve covered so far — the most usable and valuable virtual event hosting platforms set users up with a seamless and dynamic experience. They streamline the creation of virtual event content, as well as the sharing and study of it after. And this is all made possible with a program builder that’s customizable to any number and type of session a host desires.
We will go deeper into the specific features premier virtual event platforms offer in regards to gathering analytics, and promoting networking. What’s available today is mind blowing — ranging from in-depth data collection tools, to cutting edge artificial-intelligence driven services.
For now, we’re going to transition into how using a virtual event platform can attract users in the first place, and then keep them active and engaged throughout any given series of talks, presentations, meetings, and more.
By understanding your prospective virtual event software’s approach to engagement, you can discern whether or not it can generate a quality experience that’s beneficial to both the host and your attendees.
When users are only engaged for 53% of virtual sessions, how do you organize an event with a higher usage rage?
A virtual event planner’s greatest challenge is finding a way to seize the time and attention of an audience — especially those who are at home with an endless ocean of digital media, streaming movies, and social media apps a click away.
Overcoming those challenging distractions begins with drawing an audience and roster of presenters to an online event in the first place. It continues throughout every one of those event’s conferences, video calls, roundtables, and presentations.
When choosing a virtual event platform, be sure to make sure it has features built to keep users engaged throughout every step of their journey.
