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Businesses and audiences alike have now come to expect great things from virtual event platforms. Before the pandemic, a virtual event was either the last resort or an add-on to the live event, usually meant to include those that couldn’t attend it physically. However, this is no longer the case. Now, virtual events are anywhere, and everywhere.

Every company that’s looking to host online events - whether a summit, online conference meeting, career fair or trade show - relies on virtual event technology.

So the question now is, how do companies vet virtual event platforms effectively? With the numerous options available to event organizers, it is both tricky and tedious to find an offering that can deliver without compromise. To streamline the weeding-out process and identify a truly well-equipped provision, take a look at these 10 questions to ask when choosing a virtual event platform.

1. How easy is it to set up a virtual event on the platform?

No one has the time or the patience to wade through pages of technical information or fiddle around with different modules within a platform to set up an event. So the very first thing organizers need to look for when evaluating a platform is how simple and effortless it will make setting up and running an event ie. how stress-free it will make their lives.

This is not to say that organisers must compromise on the scale of their event or their creative vision of it. It simply means that a platform must be able to offer ease-of-use no matter how large an event, and no matter what an organiser wants to do within it.

2. What are the communication features available to participants?

Networking and open communication is crucial to any virtual event and the platform in use should be able to offer this without any hassles or glitches. Ideally, the platform should have functionalities that allows participants to message speakers, attendees, vendors or hosts through an organized system where participants are easy to find and contact.

For instance, live 1:1 video chat options create an immersive experience and help audiences better connect with one another and the talent present. Private chat options are also great for building better relationships. Some platforms even give attendees to drive the direction of a group discussion via Q&A, or live polling.

These are value-added features that can enhance the overall experience at a virtual event.

3. What is the audience capacity?

This is among the first questions to ask as the platform you choose should be able to accommodate the number of attendees you need without any issues.

Some platforms have a maximum audience capacity, which could be as low as 50 or as high as 10,000. Knowing the maximum capacity the platform can handle while ensuring uptime is key to pulling off a successful event, and knowing that a platform can enable easy management of your large-scale event will give you a much needed peace-of-mind.

4. How can your audience and talent engage on the platform?

A virtual event shouldn’t hinge on one-sided interactions. Attendees should ideally be able to engage with different forms of media and some platforms have provisions to do just that.

There are platforms that will let organisers set up dedicated areas within the virtual venue to enable discovery, and better engagement opportunities. Some examples are lobbies to welcome guests, exhibit halls with Expo booths, promotional sections etc. And via touchpoints throughout the event, such as an exciting entry video, prerecorded audio clips or presentations and any other promotional material, organisers can help attendees in these spaces get more out of the event.

5. How well can you track event data?

Being able to track event data is, of course, crucial for any organizer. You need to be able to analyze data and align them with the goals for the event. Event data tracking is a feature that must be available when choosing a virtual event platform as only data can offer insight on whether or not the event was a success, for instance whether your content was engaging, whether it helped to drive traffic to your website or with lead generation. 

Moreover, event data allows businesses to notice gaps in strategy and better prepare for them in the future. Apart from the number of registrations, check to see if your shortlisted virtual event platform offers insights into visitors by location, average time spent in various zones, connections made by attendees, number of attendees who interacted with polls, used chats and clicked on urls. All this can help you take the guesswork out of ROI and use meaningful metrics to refine strategy and drive conversion.

6. Does the platform support live broadcasting?

It’s a no brainer that live broadcasting is a must for any virtual event. No one really wants to attend an event populated solely with pre-recorded videos; Netflix is a far better option when it comes to that. So platforms that support live broadcasting - and more importantly, can support multiple live broadcast sessions - enable organizers to offer better value to their attendees.

7. Can the platform support monetization or advertising?

It is common for in-person events to have sponsors present, and virtual events should be able to accommodate this as well. Thankfully, this is possible as there are platforms that offer organizers the option to choose from a range of monetization facilities, and give their partners or sponsors more branding opportunities.

For instance, branded, interactive Expo booths allow sponsors or partners to customize the design of their booth with their logos and signage. They can place media collateral such as product demos in their booth and can also share downloadable marketing material such as brochures or business cards with attendees that stop by their booth. Each booth can be manned by booth staff who can chat with attendees and answer questions in real-time.

Some platforms allow organisers to allow ticket-based zone access for attendees to facilitate exclusive experiences and therefore can monetize based on different audiences.

The opportunities are endless with platforms that offer more and better customisation features.

8. Does the platform have automated systems and functions?

Considering the backend work that goes into organizing and executing a virtual event, it is wise to look for a platform that leverages automation effectively.

Without it, the entire event relies on flawless manual inputs, which isn’t ideal and leaves room for error. Automated processes like email marketing also give invaluable insight into the platform as a whole, as it means that the event platform partner understands the need for seamless execution.

9. What can be customized on the platform?‍

This is the big question. Event customization is imperative to hosting an event that looks and operates exactly as you want it to, and the platform should be able to give the organizer complete flexibility in doing so. 

Customization enables effective branding, marketing, and audience engagement - all critical to the success of an event, and in generating ROI for an organiser. You should be able to make a Stage appealing for your target audience for instance.

You should be give your partners as many branding opportunities as you want to. You should be able to generate delight for your attendees throughout the event - for instance by setting up a Selfie booth. And you should be able to build a feeling of community, of togetherness through customisable design, such as setting up Networking or Watercooler spots for people to mingle, talk and connect.

Go big or go home. Full customisation will be the differentiator.

10. Are there any real-time troubleshooting facilities?

As any event organiser knows, last minute changes and challenges are to be expected. So, while you can offset most problems with effective planning, any event partner platform you’re considering should offer 24X7 support. 

Ideally, the platform should provide a dedicated troubleshooting team to address any technical issues during execution or help with any other problems that pop up. At the least, a platform should offer website chat support, and even help with onboarding. All these features of a virtual event platform become critical sooner than later and having a good idea of the resources you can count on is simply thinking ahead.

To sum up...

Getting answers to these questions allows businesses to easily vet virtual event platforms for their event needs. From event registration tools to data tracking and easy set-up to the extent of customisation available, when choosing a virtual event platform, organisers need to be as circumspect as they can be - the success of your event depends on it.

But it takes the correct virtual events platform partner to make the difference. Take a Zuddl demo today to explore how you too can host a virtual event that is unique and branded, and drives engagement and ROI.

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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.

Early in 2020, the global pandemic imposed many great disruptions on our everyday lives. However, the world quickly adapted. We learned on the fly. The world of events specifically, saw widespread cancellations due to COVID-19. Event organisers began innovating, adopting new technologies, and moving to a new virtual normal. The simple webinar quickly evolved into full-fledged virtual experiences. But that evolution meant there was going to be a lot of trial and error.  And with each passing event, we learned how to host a better experience.

Today, the world has seen the benefits of virtual events. No matter what size or kind of organisation you are, hosting an engaging virtual event experience is now a necessary skill.

So we have compiled a list of 5 common mistakes that organizers should avoid in virtual event planning. Eschewing these could keep your engagement and attendance up, and have your customers coming back for more.‍

Not planning content for your virtual event properly 

At the heart of any great event is a great design. No matter what domain you are in, designing a great agenda requires engaging content. To make matters more challenging, virtual events require you to work harder to retain your audience's attention. As your attendees are in a digital space, you can safely assume that your audience may easily be distracted - online shopping, Netflix and social media channels are only a tab away. To go back to online shopping, Over 60% of U.S. adults today consider mobile shopping a necessity.

Therefore, the content you plan for your event is paramount. It is essential to move your content beyond just presentations and into a more interactive setting - the usage of a fantastic Welcome Experience for your event or interactive virtual booths equipped with live booth staff, for instance, are unique and novel ways to keep your audience intrigued.

‍Planning the ideal length of each piece of content is also essential. Too long and you may find people getting screen fatigue or losing interest in your online event. Too short and you run the risk of your audience undervaluing your event.

Find the right balance with a good amount of breaks in between to avoid virtual event fatigue. For instance, simple popups to remind your attendees to stretch their legs or grab a cup of coffee during your online event gives them time to clear their minds, refresh, re-energise, reset their focus and in this way, you can drive better attendee engagement once they return.  

Not preparing your event presenters for a virtual session format

For any live event to stay engaging, you need an experienced set of Speakers, as well as a facilitator or a moderator to keep your panel sessions and group discussions running smoothly. However, virtual events operate under different rules for speakers to keep their audience engaged. 

Now, you need to make sure your speakers, facilitators, and moderators are comfortable and adept in hosting virtual sessions. Plan ahead with them about the tools that are available that they could use to make their talks interactive - such as Chat, Polls, Q&A and more.‍

Give your speakers the opportunity to do a Dry Run before your event so they are more comfortable with your event setup. And before sessions start, let your speakers relax and rehearse ahead of time at a private greenroom. ‍

Not rehearsing your agenda ahead of time

No matter what size your virtual event is, rehearsals are key to a successful and seamless experience for your audience. Even if your event is small, it is never a bad idea to do a run-through so that you can ensure that all areas of your virtual event are easily accessible, or all touchpoints for branding are visible front-and-center, for example.

Some virtual event platforms offer team onboarding with CSM as well as dedicated account managers to help run the event. Take advantage of both.

Receiving assistance with setting up the event as well as having a professional on hand to respond directly to your every need, will make you feel better prepared for your event, and provide you with a previously unknown peace-of-mind.

Not accommodating Networking

One of the most overlooked aspects of virtual events is networking - but many organizers fail to ensure that attendees at their event are able to expand their social or professional networks of like-minded people. It’s simply not enough to assume that attendees at a virtual event will be able to connect with each other via a Chat.

Organizers should - and can - do a lot more.

After assessing the size of your audience, organisers can create virtual spaces in their event where attendees can interact with each other. This could be creating a virtual lobby before the event starts where attendees can socialize, or using breakout rooms for interest-specific discussions, or even creating activities or games in smaller spaces to help attendees break the ice. 

It’s even better if organizers choose virtual event platforms that accommodate AI-powered 1:1  smart networking. Not only does this take away the stress of attendees having to make the first move, but it also increases the chance that attendees will be matched with the right people. Win-win.

Not using the right technology

It goes without saying that technology plays a vital role in virtual events, but choosing the right virtual event platform really does make the difference between a good event and a great one. 

Some platforms simply may not offer the configurability you need to create an event that truly looks and feels true to your brand. We all know that the devil is in the details, so imagine wanting to play a product video in the lobby, or offering useful media downloads to attendees at a booth, or even setting up a helpdesk - and then learning that you are unable to do so because the virtual event platform does not have the features or tools to let you do so.

‍Choosing the right technology, or partner platform, for your event will make or break it.

To sum up...‍

Organizers must realise that a virtual event planning is a completely new ball game. While the fundamentals remain the same, you need to approach each virtual event with a new set of eyes; consumer behaviour, as has been evidenced by the pandemic, is constantly shifting and adapting - so picking a virtual event platform that meets and leverages new behaviours is critical.

Concurrently, planning a virtual event also requires a new awareness of the fresh opportunities a digital platform can provide. With Zuddl, we've built you an all-in-one virtual event platform that provides real-time engagement with a seamless experience. Built by event organisers for event organisers, we help you create, engage, and manage your event is the best possible way you can. Book a free Zuddl demo today, and walk through the creation of a virtual event, from start to finish. 

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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.

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The virtual world is our new normal. It’s now a pervasive and inextricable part of our daily lives, driving new ways of interacting, transcending the physical limitations set by space, time, and even a novel coronavirus. About 60% of the world’s population now uses the internet and in 2021, an estimated 3.71 trillion hours will be spent on social media alone. So, the question is not really one of in-person vs. virtual reality. Going forward it is not ‘one or’ but ‘both and’.

As a species we’ve “covered a decade in days,” says a McKinsey report in describing the “adoption of digital” during the pandemic. Case in point: Disney Plus being able to achieve in just 2 months what it took Netflix 7 years. From remote learning and telecommuting to online deliveries and telemedicine, the pandemic accelerated a whole spectrum of consumer behaviours.

‍Today, virtual tech is key to interacting with the modern-day consumer, and virtual events follow suit.

Grand View Research, a market research and consulting company, recently forecasted that the virtual events market size would expand to be worth $404.45 billion by 2027. Moreover, marketers and event planners cite that virtual events can be easier to scale, house a global audience, generate insightful data, take less time to plan, and are easier on attendee schedules. Given these real benefits, here are important factors driving events onto the virtual stage

The most important factors for the future of virtual events are as follows:

Catering to an increasingly digital audience

Modern user habits have changed drastically. A study by DataReportal cites that about 40% of the typical global user’s waking life is spent with connected tech. That’s an incredible average of 6.5 hours online each day spent checking email, frequenting social media, taking pictures, reading the news, shopping, and banking. 

The reality that the virtual world can be an extension of one’s life, coupled with the fact that virtual events are meaningful social experiences, opens up new possibilities for the events industry. (When Microsoft E+D India held their first virtual offsite for instance, the company found that by virtue of the event being virtual, all previous success metrics were thrown out the window).

Piggybacking on habits formed during lockdown, Microsoft employees spent more time attending panel sessions and visiting their colleagues’ Expo booths than before. And attendees near-doubled the number of connections they made via AI-powered smart networking! By going online, we find ourselves connected to an intricately-knit global digital village.

‍Virtual events can leverage the fact that digital brings people together at the same time, to foster connections and build relationships in a manner that feel intuitive for digital natives. 

Casting the marketing net far and wide

In-person events have physical confines, virtual events don’t. Geography isn’t a barrier, travel restrictions aren’t a worry, and space isn’t a limiting factor. You can have attendees join in from around the globe. EventMB indicates that 34% of planners consider an uptick in attendance to be the most positive benefit of shifting to virtual.

Let’s distill the benefits of virtual events:

- Travel restrictions and lockdowns aren’t a hindrance to the event 

- Busy attendees can fit the event into their schedules easily 

- Renowned speakers from around the world can address your attendees 

- More people can attend on account of no physical limitations 

- The overheads of the event can be significantly reduced 

- Users can show up from home, office, a train, a car—anywhere! 

- The event can be up and running in no time at all

Engaging users with the best of modern technology

A lot of people have a soft corner for online communication, as opposed to in-person meetings.  And some of this boils down to the fact that much of online communication is non- verbal and hence, demands less cognitive and emotional effort.

‍For users who are prone to introversion, for instance, the ease of typing into a chat box, with emojis, as opposed to talking face to face, worrying about one’s demeanour and how to articulate one’s thoughts, can be relieving.
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And virtual event platforms like Zuddl help you go further, with options for live sessions, 1:1 networking, break- out rooms, polls, and gamification. You can then have different degrees of verbal interaction and varied modes of engaging your audience. With technology giving you the nuts and bolts for your event, you can build it up to be a workshop, conference, career fair, trade show, expo - or even a hybrid event. 

In fact, there’s no doubt that the use of tech to finesse hybrid event strategies is going to be a game-changer for organisers. Using insights captured from audiences at virtual events, organizers can use that information to build excitement, refine their content, and drive better ROI for their live events.

Evolving with your customers through better analytics

The decisions your users make follow the changes in their habits, and with digital adoption consumer habits are continuously being reshaped. Consider for instance, how throughout the day, most people today use two or more devices at the same time to consume content, actively and passively taking in information based on the context in which it is used. Identifying such factors is easier than ever in a virtual event. For instance, you can keep tabs on webinars attended, best times for engagement, PDFs downloaded, booths visited, chat box interaction, quizzes taken, and so much more.

In a  physical event it can be tough to even get your audience to fill out an  opinion form. Zuddl allows organizers to observe the micro moments of a  customer’s journey, throughout the event, whether it be watching product  demos, interactions with virtual booth owners, or time spent in the lobby.  Better data & insights analytics  makes for improved customization and more efficient use of your resources and  budget.

Keeping the spotlight on your brand and sponsors

In-person events demand an insane level of logistical work: sourcing venues, planning floor layouts, hiring equipment, putting up an event flyer, the final set-up, and the like. All of this can sap your team’s energy and detract attention from the brand itself.

‍Virtual events, conversely, are no-frills versions that are easy to plan and execute. That way you have more time and energy to strategically position your brand.

Out of sight, out of mind

There’s another advantage to virtual events and it’s characterized by the proverbial saying, “out of sight, out of mind.” This proverb implies that your audience is likely to forget things that are no longer visible.

With virtual events you can have your branding throughout the user journey – from login, to the welcome lobby, to virtual rooms, and networking areas. The same holds for sponsored banners that your partners can have in such a way that they are just a click away from your audience.

To sum up...

The pandemic has made clear that virtual events are clearly very effective, if not more effective, than their physical counterparts, given they help you reach a wider audience, engage audiences intuitively, collect insightful data, and market your brand more strategically. But it takes the correct virtual events platform partner to make the difference between an average event and a fantastic one. If this intrigues you, take a Zuddl demo today to explore how you too can host a virtual event that is immersive, visceral and impactful.

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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

Cover image credit: Challenge