How to Choose the Right Event Platform for Your Needs

Today's events for any kind of business, marketing, or brand include Meetings, Incentives, Conferences, and Exhibitions (MICE). In 2019, the MICE industry was estimated to be worth approximately 916.1 million U.S. dollars and predicted to reach up to 1.78 billion by 2030. And this amazing transformation of MICE is happening because of the growth of hybrid and virtual events during the pandemic. According to Forbes, the events industry is projected to grow at a compound annual rate of 18.8% from 2023 to 2030. 

With this rapid growth, choosing the right event platform is more important than ever. That’s why today we have come up with 10 tips to choose the right event platform for your needs.

10 Ways to Choose the Right Event Platform That Fulfill Your Needs

When planning an event, selecting the right platform is one of the most important decisions you'll make. With so many options available, figuring out which one will best meet your needs can be overwhelming. However, choosing the right platform can also be a tough job. To help with this, check out our Top Picked Platforms for Event Planning, where we review some of the best options on the market. 

For now, let’s explore 10 key ways to choose an event platform that will help ensure your event is successful.

1. Consider the type and size of your event.

Event Type: 

Choose a platform that matches the kind of event you're hosting. For small meetings or webinars, look for strong video conferencing features. For larger events like virtual conferences, you'll need a platform with multiple sessions, virtual booths, and networking tools.

Size:

Make sure the platform can handle the number of attendees you expect. Smaller events may benefit from more intimate features. On the other hand, larger events need a platform that can support big crowds without technical issues.

So, knowing the size will help you choose a platform that can handle the number of participants.

• Small: Under 100 people.

• Medium: 100-1000 people.

• Large: Over 1000 people.

2. Look at the features and tools you need.

Audience Engagement: 

Select a platform with interactive features to keep your audience engaged, such as live polls, Q&A sessions, live chat, and breakout rooms for smaller discussions. These tools help make your event more interactive and engaging.

Engage Sponsors and Exhibitors: 

Choose a platform that offers virtual booths and sponsor branding options. Look for features that allow sponsors and exhibitors to showcase their products and services effectively and interact with attendees, such as chat functions and lead capture forms.

Live and On-Demand Content: 

Ensure the platform supports live streaming for real-time participation. It should also offer on-demand access so attendees can watch sessions they missed or review content later. This flexibility can enhance attendee experience and engagement.

Customization:

Find a platform that allows you to customize the event’s look and feel to match your brand. This includes adding your logos, colors, and themes to create a consistent and professional appearance.

Networking Tools: 

If networking is a key part of your event, look for platforms with features like virtual networking lounges, one-on-one meeting scheduling, and attendee profiles. These tools help facilitate connections between attendees, sponsors, and exhibitors.

3. Make sure the platform is easy to use.

Ease of Use: 

Choose a platform with a straightforward, user-friendly interface. Both organizers and attendees should be able to navigate it easily without needing extensive training or support. A complicated platform can lead to frustration and lower participation.

Mobile Accessibility: 

Ensure the platform adapts well to different devices, including smartphones, tablets or laptops. Attendees often access events via mobile. Some platforms have dedicated mobile apps for seamless participation. Check if they support both iOS and Android. Additionally, verify that live sessions work smoothly on mobile devices. Test video quality and stability.

See if the platform works with your existing tools.

Marketing and CRM Tools:

Check if the platform integrates with your current marketing and customer relationship management (CRM) tools. This includes systems for email marketing, social media, SalesForce or HubSpot, and managing attendee registrations. Integration helps streamline processes and keep all your data in one place.

Data Analytics: 

Connect the platform to tools like Google Analytics to track website traffic and user behavior. If you use another make sure the platform offers features that provide insights into attendee behavior, engagement, session popularity, and event performance. This helps you track key metrics, understand your audience better, and improve future events based on the collected data.

5. Consider the support and reliability of the platform.

Support Options:

Choose a platform that offers strong customer support, available 24/7 if possible. This can include live chat, phone, or email support. Reliable support is crucial, especially if technical issues arise during your event.

Reliability: 

Look for a platform with a proven track record of stability and high uptime. You want a platform that can handle your event without crashing or experiencing glitches, ensuring a smooth experience for all attendees.

6. Match the platform’s pricing with your budget.

Cost Structure: 

• Subscription Plans: Understand the pricing tiers offered by the platform. Some platforms have basic, premium, and enterprise plans.

• Per-User vs. Flat Fee: Consider whether the cost is based on the number of users or a flat fee for the entire event.

• Additional Features: Some features may be available as add-ons. Evaluate if they align with your needs.
  

Hidden Costs: 

Be aware of any additional fees that might not be obvious at first. This could include costs for premium features, extra customer support, or higher bandwidth. Make sure you understand all potential expenses before committing to a platform.

7. Make sure the platform is secure and follows rules.

Data Privacy: 

Check if the platform follows data privacy laws like GDPR (General Data Protection Regulation) or CCPA (California Consumer Privacy Act). Look for end-to-end encryption during data transmission. It keeps sensitive details secure. Understand how long the platform stores attendee data. Compliance with privacy laws is crucial.

Access Control: 

Platforms should allow different access levels (organizers, speakers, attendees). It can control who can modify content or access sensitive features. The platform you will use makes sure it has strong authentication methods (like two-factor authentication) to prevent unauthorized access. Also, can customize permissions for specific features (e.g., chat moderation, session management).

8. Check feedback and reviews from other users.

User Reviews: 

Check out reviews on the platform’s website, app stores, and third-party review sites like G2, Capterra, or Trustpilot. Read both positive and negative reviews to get insights into any common issues or drawbacks. Platforms can change over time, so make sure to focus on the most recent feedback to get an up-to-date picture.

Look for reports created by independent research firms. They often evaluate the best event technology based on user feedback

Case Studies: 

Many event platforms share detailed case studies showing how their service helped previous clients. Focus on case studies that describe events similar to yours. This will give you a better idea of how well the platform will work for your needs. See if the case studies mention specific outcomes, like increased attendance or improved attendee engagement, to understand the platform's impact.

9. Use trial periods and testing to make sure the platform works for you.

Free Trial:

There are multiple event platforms that offer free trial periods, allowing you to test their features without any financial commitment. Use this time to explore all the features the platform offers. Make sure it has everything you need for your event.

Demo Events: 

Some platforms host demo events where you can see their features in action. This can give you a practical understanding of how the platform works. If available, request a personalized demo where a representative walks you through the platform based on your specific requirements.

Have your team participate in the trial or demo. Their feedback can be invaluable in determining if the platform is a good fit.

10. Pick a platform that can grow with you.

Future Growth: 

Consider your long-term vision. Will your events expand in scale or complexity? Will the platform handle an increasing number of attendees as your events grow? Choose a platform that can accommodate growth.

Look for scalability features such as–

• Increased Attendee Capacity: Ensure the platform can handle larger audiences as your events grow.

• Additional Features: As your requirements evolve, having access to new features (like advanced analytics or integrations) is valuable.

• Flexible Pricing: A platform that adjusts pricing based on usage or event size allows you to scale without unexpected costs.

Need Help? Contact DXG Agency 

If you're feeling overwhelmed or need expert guidance in choosing the right event platform, we are here to help. What will you get?

• Expert Advice: Our team has extensive experience in event planning and technology. We can help you evaluate your options and find the best platform for your needs.

• Customized Solutions: We understand that every event is unique. We offer tailored solutions to ensure your event's success.

• Support and Training: From initial setup to post-event analysis, we provide comprehensive support and training to help you get the most out of your chosen platform.

Call our dedicated support line at 855-282-9394 during business hours. Our friendly representatives will assist you promptly. Or you can send us an email at Info@dxg.agency. Feel free to share your event details, requirements, and any specific inquiries. We’ll respond within 24 hours.