Virtual events have become common, and almost all types of events that were referred to earlier as physical-only, are now being transformed into stunning online events. Almost every event imaginable can be conducted virtually including trade shows, conferences, career expos, corporate events, etc.
There are so many advantages that these virtual events provide, from reducing the upfront cost to removing the tension associated with arranging the venue, food, and beverages, etc. Since there are many virtual event platforms out there, it is natural to be confused as to which one best suits your event.
The following guidelines must help you know what to consider when investing in virtual event software.
Virtual Event Management Software – The Basics
A virtual event software is typically a comprehensive platform that has all the tools for you to organize, conduct and customize your virtual events. No matter what the software, they will have some typical features such as:
– A video playback to view the event live, such as a performance, or a presentation from a live speaker
– Chat rooms and chat bars for the audience to interact with the organizers or with each other
– Sessions that are recorded and hosted on various platforms for the audience to view later
– Breakout sessions that enable one-on-one audience interaction with each other.
Therefore, as a whole, we can understand that the main four divisions of any virtual event management software are:
Enabling the audience to get tickets for the event or RSVP
Enabling the provision of the content to the intended audience in the pre-decided time slot
Enabling ways and methods to shout out the sponsor brand
Enabling ways for the audience to interact and network with other people logged in
Benefits of Hosting Virtual Events
It is because of the multiple benefits that virtual events offer that many believe they will stay even after the pandemic is over. The three main value additions it provides to the event organizers are:
Since it is online now, anyone who likes your content or is curious about your content can be a part irrespective of geography
There is no cost of paying to the venue, decorating it as per event requirements, and arranging the food and beverages. The only major expenditure for the event organizing team is the investment in the virtual event management software
Since there is no travel and physical resources involved, the virtual events are eco-friendly and are more sustainable considering for the longer term.
What To Look for in A Virtual Event Platform?
The platform you put the money in is going to make all the difference in how the event is delivered to the audience. There are some features you must definitely not miss when choosing among the various options of virtual event management software:
Ability to Communicate
The majority of the virtual events will involve a video broadcast at least, and many of them will involve some form of interaction with the audience. Ensure that the broadcasting on the platform is simple, seamless, and of the highest quality when it comes to resolutions and playback offered.
If your event has multiple speakers, check if the virtual event management software supports multiple playbacks. In addition to this, it would be great if the platform enables one-on-one networking just like how GEVME does. The more ways to communicate, the closer the virtual event will be able to replicate an in-person event.
Having Expo Features
If your virtual event is like an expo, it needs to have its own specific set of features. For example, it must support having virtual booths with interactivity in each booth. The interactivity can involve streaming live and pre-recorded content, or connect with an agent associated with that booth.
Some virtual event software also has a tag system that helps you browse through different booths easily based on the specifics you are looking for. At the same time, sponsors receive notifications instantly when someone visits their booth, and they can initiate conversations immediately.
One of the major goals of a virtual event is to replicate the engagement seen in in-person events. If the platform supports one-on-one communication, the audience can live chat with others through the platform, either through video or text. It is important to keep prompting the audience to interact with each other, or rather, help them find the best one according to their interests just like how GEVME does.
Look out for as many useful audience engagement features such as live chat, gamification, live polls, Q/A, etc. These valuable engagement features can also provide data and analytics that your audience will be happy with.
Tools to Customize
Your event is unique to your brand and organization and there must be enough options to support that. It could be in the form of tools that will integrate your company’s branding and colours to the overall outlook of the platform. A well-known virtual event software like GEVME allows for custom web rooms, event websites, and landing pages designed specifically for the brand.
One of the most important pages for your event is the registration page. The visuals along with the details must be engaging and attractive enough for the audience to continue viewing the page. The GEVME’s virtual event builder enables you to completely customize your registration page based on the event type, including adding your brand colours and textures. It also has an integrated customized email marketing tool that sends automated messages to registered attendees. Overall, the audience will not realize that you are using another platform for conducting your event.
Capability to Automate
Automating some processes that are repetitive and logical saves you a lot of time and hassle in the lead-up to the event. Do your research on what elements of the event can be automated. These typically include ticketing, email marketing, and follow-ups on event registrations. The more the features that you can automate, the more time it will save that you can focus on providing higher quality content.
Ability to Record the Event
One of the biggest requirements for event organizers is the ability to record and download the streamed event. They then host it either on their website or on their social media platforms for the attendees who could not make it to a live event. Some brands also put a cost in this post-event content if their event is really valuable for the audience.
When you are choosing a virtual event software, check if it allows the organizers to record the event. If yes, check what is the quality of the recording, and how long will it take to render post the event. The virtual event software must also be able to record the chat interactions, polls, and Q/A if any, during the event.
Features to Monetize
No matter what type of event you are hosting, if the content is good, you will want to monetize it.
When going through the options for the different virtual event platforms, check if it provides valuable advertising space for the sponsors. If it does, this could be one of the major selling points to the sponsors.
Apart from this, check if the registration supports multiple currencies if you are anticipating an audience from around the world. Ideally, the registration must involve all the commonly used payment methods internationally.
Live Support and Uncompromised Security
No matter how experienced a virtual event organizer you are, there are times when you may have a doubt or want to troubleshoot something. A good virtual event platform will have a dedicated support team that will be accessible through multiple mediums, and provide effective solutions quickly.
Also, you need to check what different security measures are taken by the platform to protect the personal details of the attendees, the content being streamed, and the interactions that the audience has with each other. The most common compliances include GDPR, CCPA, and PCI. Some event platforms also have an SSO layer that provides an additional security layer. The more security measures in place, the more peaceful you can be about your content and the audience’s integrity being secure.
These are some features you must look for in virtual event software. If you are looking for the best one in the market, consider GEVME. They have created an impact across multiple event types, among customers all around the world. They have all the features mentioned above, at the best prices, and world-class support and technical team.
Check out GEVME’s Virtual Event Software here.