Since the COVID-19 pandemic, people have been more interested in participating in events conducted virtually. According to a recent survey report, 77.2% of people prefer to attend virtual events. As a result, anyone can join various seminars or conferences online from anywhere in the world. The report also shows that 93.2% of people have expressed their satisfaction after joining those virtual events. 

As the world is shifting toward digital events, choosing a perfect platform for virtual events has become a difficult task. There are so many options available. But still picking the best virtual event platform based on your needs is so confusing. So, which factors should you consider when choosing the right one?

What is the importance of choosing a virtual events platform?

Virtual events are crucial for conducting meetings or conferences in different industries. It plays a great role in event success and audience engagement. Using a virtual event platform is important in various ways.

• Reach more audience: You can get a broader audience by using an internet connection. 

• Ensure cost-saving benefits: Hosting a virtual event provides cost-saving benefits. Because you don't need to pay money for venue rental, accommodation and travel. This is really beneficial for both the event management team and the attendees. 

• Offer more interactive features: Virtual event platforms offer certain engaging features like chat rooms, live polls, and surveys. These can help people interact and connect with each other. As a consequence, both the organizers and speakers get instant feedback from the audience about this event. 

• Helps in improving future events: The virtual event platform has some features that analyze the attendee information about their entry, exit, and information. This is helpful in getting better data and making decisions about future events. 

• Reduce travel hassle: As you don't need to select a venue, you can join the event virtually. This reduces the hassles associated with traveling. Because in the case of a virtual event, you don't need to be physically present in the event.

• Provides environmental benefit: Due to arranging the event online, social gathering is reduced. As a consequence, the amount of carbon dioxide is drastically decreased in the environment. 

• Provide more networking opportunities: Here the attendees get the opportunity to connect with a large group of people all over the world. They can use certain features like AI-based matchmaking and video calls to associate with each of them. 

How is a virtual event platform different from a video conferencing tool?

Video conferring tools are good for simple meetings where any extra feature is not required. These tools are not suitable for professional and large-scale events. 

On the other hand, virtual event platforms provide more great experiences. It has some additional features that help mimic in-person events by using floor plans and interactive tools.

What types of virtual event platforms are available?

Different types of virtual event platforms are available. Each of them is designed to serve some specific objectives. So, you can choose any platform according to the type of event you are going to attend or host.

• Virtual conference: In the case of big meetings and conferences these platforms are used. They organize the event schedule, handle the registration process, and sell tickets. They function better with other tools and offer various exciting features.

• Virtual event: These types of event platforms contain a wide variety of features and are more flexible compared to other platforms. They offer certain advanced tools like live and on-demand content. These are useful to interact with the participants easily. 

• Internal meeting: These tools are helpful in building communication within an organization and company. With the help of these tools, it's possible to maintain two-way communication like chatting and video conferencing. On these platforms, attendees are invited by email or calendar invites. 

• Webinar: These platforms are basically suitable for giving presentations and showing slides. However, they do not contain any extra features to engage the attendees or create interactions among them.

What factors to consider before choosing a virtual event platform?

Before selecting your desired virtual event platform you have to consider certain factors.

• Your budget: First, you have to determine your budget. Different event platforms have different pricing structures. So, you have to select the one that fits within your budget. 

• Specific needs: Understand the purpose of your event. Make sure whether the platform is needed for internal or external events. Try to meet your specific requirements with the specificity of the platform. 

• Registration option: The platform should have payment and ticketing opportunities to ensure convenience for your guests. 

• Identifying users: Identify the stakeholders and other people who will use the platform. When you are making a decision about using a particular platform, inform the relevant team.

• Identifying the must-have features: A virtual event platform may contain various features like user user-friendly interface, customization options ease of setup. Make a list of the must-have features that you need in your event platform.

• Number of attendees: Different platforms can handle different sizes of audience. And the price may change based on the audience size or capacity. Estimate the number of audience to ensure that the platform can handle the desired size of audience during the event. 

• Engagement features: Some event platforms contain additional features like question-answer sessions and live polls. Certain networking features such as virtual lounges and video calling options are also available on some platforms. All of them are used for the purpose of audience engagement. You have to look for those features to engage your audience.

• Ensuring privacy: Make sure that the event platform has adequate safety and security. You should also ensure that the platform has features like passwords and a waiting room to control unauthorized access. 

• Flexibility: Make sure that the platform offers both small and large-scale events. 

• Integration with other features: If you use software like CRMs or payment gateways, make sure that the platform can integrate with that software. You should also ensure whether the platform can integrate with other features as well. These will improve the functionality of those features or software.

• Sponsorship: Make sure that the platform has a sponsorship feature. This will help to increase the profit of your event.

• Customer support: You have to ensure that the platform provides round-the-clock assistance to its customers. This is helpful if any technical issues arise during the event. And you will get an immediate solution to your problem.

• Event recording: Make sure that the platform allows you to record the event and provide an audience engagement report.

• Customization: The platform needs to have features to customize the look of the event reflecting the brand you want to promote.

How to choose a virtual event platform based on your needs?

You should follow some steps while choosing a virtual event platform for your specific purpose.

• You can select any particular feature according to the event goal. So, first, focus on the purpose of arranging the event. Then you can easily choose the event platform containing your required features. 

• To examine the platform features you have to consider the following things.

• The platform should be easy to use for both you and your guests. However, you have to understand the Federal Communications Commission-Accessibility Guidelines to know the accessibility standards when you choose a virtual event platform.

• Make sure that the platform runs smoothly on different browsers and devices. 

• The platform should have advanced data tracking features to estimate the success of your event. 

• If your budget is low, then you may think about purchasing a platform that contains very minimum features. Don't make this mistake. Considering the other factors, you should select such a platform that offers the best value according to your budget. 

• Based on the factors that I have discussed already, you can use and analyze various virtual event platforms. This will definitely help you to get the perfect platform according to your preference.

Wrapping up

Selecting the right virtual event platform is all about finding the perfect match for your event. So, choose the feature in your event platform that not only meets your budget but also keeps the guests engaged. At the same time, it should definitely help your event run smoothly. 

Here, I have discussed the strategy that I follow while choosing the virtual event platform. I have focused on the key factors that are important in choosing the event platform that fits your event goal. So, start exploring your options by trying out various event platforms suitable for virtual events. If you find the one that fits your needs, share it with us in the comments.