5 Challenges in Hosting a Virtual Event – Event Platform

Video conferencing platforms like Zoom and Microsoft Teams, will, of course, still be an important part of global business and will remain the go-to for many company meetings, but no longer will they be the only option for hosting events. The future of business conferences and events is far more diverse, with the blend of virtual, hybrid and in-person events expected to play important roles across every industry sector. A fully integrated event management tool that can handle events of all types, is essential for helping organizations move forward.

What is an Event Platform? Imagine yourself walking into a ballroom, this is your in-person venue. An Event Platform (sometimes referred to as a dashboard – no this isn’t in your car) is your online event venue also known a your event platform. You can also see our previous blog post on Event Platforms here

• Ease of Use – How comfortable is it to use the event platform? Does the event platform allow the event planner to set up the event, track its performance and process registered users? Does the event platform allow for a polished user experience? Is it clear to attendees utilizing the software for the first time on how to quickly proceed to rooms and easily access materials? It is also important to cater to people with different capabilities. Do you want to host a more inclusive event? Then leverage tools with sign language interpretation and keyboard navigation to allow for more accessibility.

• Scalability – You may not need to accommodate hundreds of viewers every time but the ability to increase those numbers saves time on migrating to another event platform, transferring all materials there, and onboarding the team. Does the tool support multi-speaker sessions? The right event platform should handle numerous users at a time without affecting performance. It should also sustain a welcoming environment for smaller activities and allow for networking, like communicating via DMs or one-on-one video chats.
• Customization options – Customization helps attendees understand they have come to the right place. For example, a gaming trade show will differ from a medical conference, so it is important to inspect customization features. These features express the brand identity, messaging, and other unique features in the event platform with custom online rooms, emails, and tailored landing pages.

The software should also be flexible for hosts, allowing them to adapt agendas, meetings, and calendars and control access to various content. For instance, hiding some conference aspects from most users and showing them only to VIP’s or Premier Attendees. Also consider whether the event platform supports the monetization of your online event. While physical events tackled this issue with branded leaflets, lanyards, or banners, online and hybrid activities engage sponsors with opportunities to monetize through access to on-demand content, educational sessions, online ads, etc.

• Pricing – While some virtual event platforms offer basic services for free, others that are more intricate and customizable can come with a price tag of $500, $5,000, or even higher. It is important to first establish your budget and your must-have features, before diving into the search for a virtual event platform.