Hybrid events are becoming more popular as they combine the benefits of in-person and online experiences. But how do you choose the right virtual event platform for your hybrid event? Here are some tips to help you find the best option for your goals, budget, and audience.
Before you start browsing different virtual event platforms, you need to have a clear idea of what you want to achieve with your hybrid event. What are your objectives, expectations, and metrics for success? How many attendees do you expect, and where are they located? What kind of content, interaction, and engagement do you want to offer? How much customization and branding do you need? Answering these questions will help you narrow down your options and focus on the features that matter most to you.
In my point of view it is important to know your Audience like their preferences and technical capabilities. Ensure the virtual platform caters to a diverse audience, including those who may not be tech-savvy.
Don't be afraid to spend a lot of time here, especially if this is your first hybrid event. It's also helpful to talk to others that have done hybrid events on the same scale of yours. It's very hard to create a virtual experience that perfectly mirrors the in-person experience. What is more productive is to think about what your virtual audience needs and what networking/connection/information sharing looks like in their space.
To find the best virtual event platforms, start by defining your event needs and budget ??. Research platforms that offer customizable features, seamless integration with registration systems, and robust analytics ??. Check user reviews and ratings for insights into reliability and user experience ??. Test platforms for ease of use and tech support responsiveness. Consider scalability for future events and compatibility with your existing software stack ??. Finally, prioritize security features to protect attendee data ??. #VirtualEvents #EventTech #HybridEvents
When defining your needs, you should compare different virtual event platforms based on features and pricing. Common features to look for include live streaming and recording capabilities, audience interaction tools such as polls, Q&A, chat, and networking, registration and ticketing options, analytics and reporting tools, integration with other platforms and tools, security and privacy measures, and technical support and customer service. Additionally, you need to consider the pricing of each platform which may vary depending on the number of attendees, the duration of the event, the level of customization, and the type of support. Make sure to understand what is included in each package as well as the value and return on investment of each option.
Many of our clients are now moving away from expensive 'platforms' and prefer to stream their hybrid events directly onto their website (driving traffic there) or a custom-created and branded micro-site. Micro-sites are cheap to set up and run and any repeat events will just need a simple reskin to update the event information.
Before you commit to a virtual event platform, you should test it out to see how it works and how it fits your needs. You can request a demo, sign up for a free trial, or watch a recorded event to get a feel of the platform. You should also test the platform from the perspective of your attendees, speakers, sponsors, and staff. How easy is it to register, access, and navigate the platform? How reliable and stable is the connection and the quality of the audio and video? How engaging and interactive is the content and the format? How responsive and helpful is the support team? Testing the platform will help you identify any potential issues or gaps and make an informed decision.
To produce a quality hybrid meeting experience, you will need impressively built equipment that includes?a variety of cameras, microphones, and speakers, and the cables, switches, and splitters necessary for professional live streaming setups.
When we developed our broadcast studio for virtual and hybrid events, alongside all the state of the art audio visual equipment, we invested in fail-over systems to guarantee the stream. We pride ourselves on creating engaging events, but if the stream fails, everything else is irrelevant. We learnt that lesson the hard way, and dont intend to repeat it. Ask your provider about back-up Internet connections and power. No one can give a 100% guarantee, but 99% is reassuring.
Another way to find the best virtual event platform for your hybrid event is to ask for feedback and reviews from other event organizers who have used the platform before. You can reach out to your network, join online communities, or read online reviews and testimonials to learn from their experiences. You can ask them about the pros and cons of the platform, the challenges and solutions they faced, and the tips and best practices they recommend. You can also ask them about their satisfaction and loyalty to the platform, and whether they would use it again or switch to another option.
Finally, after you have chosen and used a virtual event platform for your hybrid event, you should evaluate its performance and impact. You can use the analytics and reporting tools of the platform, as well as surveys and feedback forms, to measure the results and outcomes of your event. You can also compare the platform with your initial needs and expectations, and identify what worked well and what could be improved. You can use this information to optimize your future hybrid events and make them more successful and memorable.