Overcoming the Top 6 Challenges Faced by Virtual Event Organizers

The virtual realm has not only been a savior to companies since the pandemic but also become a beneficial addition to their event strategy. Virtual and hybrid events are all the rage today because they possess the ability to make any event inclusive, scalable, accessible, convenient and insightful.

However, as with anything else, hosting a virtual event comes with its own set of challenges and limitations, especially if you’re running it on widely popular but basic streaming platforms.

Here are 6 challenges you’re likely to face or have faced as an event organizer while running a virtual event:

Engagement

Your virtual attendees are typically individuals who have been working and attending meetings virtually for a long time now, so it’s no surprise that the phrase ‘Zoom fatigue’ is being mentioned more and more these days; they’re tired of attending meetings online, and this is why engagement is one of the biggest challenges faced by virtual event organizers today.

Going virtual is not just about knowing how to run an event virtually, but more about knowing how to make the event engaging and interactive. When companies run events on basic virtual platforms, the scope for engagement is very limited.

In order to overcome this, event organizers must prioritize features such as Chat, Polls,Q&A and live networking if they want event attendees, exhibitors and sponsors to all have a fulfilling experience.

Technical know-how

There is a common tendency for event planners to assume that a virtual event is no different from another Zoom or Microsoft Teams meeting, and who can blame them. With these basic tools, they may be able to run day-to-day activities just fine, but that’s about it.

To overcome this obstacle, organizers need to not just upskill themselves but also have access to the right technology as well as the right tech support in order to produce studio-quality events without breaking the bank.

Lack of control over proceedings

As an event organizer who’s working with basic technology, you’re left with no option but to make the best of what you have. What this implies is that you’re restricted by limitations of your tool when it comes to managing your speakers, sessions, attendees and of course, the overall event experience.

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Additional reading: Here's a sneak peek of event trends in 2023 as per our latest report.

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The only thing that can make a difference here is a virtual platform or tool that allows you to take charge of the event behind the scenes - that way you can control the event rather than the other way around!

Lack of scope for branding

One of the most limiting things about a virtual event that’s run on a basic virtual platform is that every event pretty much looks the same. You can never really make your brand’s presence felt since the scope of customization is quite low.

This can be a deal-breaker especially if you’re expecting a good return on investment from your virtual event. Branding at a virtual event can only be enhanced when you have a powerful virtual studio on your side.

To go live or to pre-record

This is the question that would boggle Shakespeare’s mind if he was around today. As an event organizer, it’s important to understand how your attendees like to consume their content. While live streaming offers a real-time experience, pre-recorded content offers flexibility and an on-demand edge to your event that is sure to appeal to today’s Netflix-watching audience.

This is why many organizers are going in for a blended approach these days. However, you need to have the right technology to make this possible.

Latency, latency, latency

Last but not the least, most streaming platforms are vulnerable to latency. This one problem is powerful enough to derail a virtual attendee’s entire event experience. With engagement already a challenge on its own, latency can just pile up to the problem and make an attendee feel totally lost and disconnected.

Banking on technology that can give you near-zero latency streaming capabilities is the safest way to dodge this bullet.

So, what’s the solution?

No matter how much event organizers upskill themselves, they will always be limited by the technology available to them.

If your business has already invested in an event platform or streaming tool like Hopin, Hubilo, Teams or Zoom, can you still find a way to upgrade your event production and attendee experience without breaking the bank?

The answer is yes!

Zuddl Studio is built for the modern day event organizers. Seamlessly manage the backstage speaker transition to and from the stage, add lower thirds animation - all this while retaining complete control of your brand.

Zuddl Studio will work seamlessly with your existing event stack, and change your event game forever.

Psst... join our waitlist to get special privileges and early-bird giveaways!

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Zuddl is a unified platform for events and webinars that helps event marketers plan and execute events that drive growth. The platform has clients across the globe, such as the United Nations, Kellogg’s, Microsoft, HSBC, VMware, Google, StackCommerce and Cipla amongst others. In January 2022, Zuddl announced that it closed $13.35 mn in Series A funding.