Most of us are so inundated with video conferencing invitations that the prospect of staring at a screen for yet another event can feel daunting at best. To properly host a virtual event, you need people to commit to more screen time. But, with a virtual event solution and the right technology tools, you can make each participant feel like they are attending and meeting in-person.
The event industry has changed and to pull off a successful event, you need to adopt the available event technologies.
To help you get started, we’ve created this list of the 7 best virtual event technology tools.
7 Best Virtual Event Technology Tools
1. Ticketing and Registration Platform
When hosting a virtual event (or any event, really), you want to remove any potential headaches for your attendees.
Remember, if you make people work too hard to purchase tickets or make event registration slow and complicated, people will take a pass on your event.
An event ticketing and registration platform can smooth things over.
Online events should have available online ticketing. With the right platform, you can enable the audience to purchase tickets securely with little more than a click of a button. And online registration allows you to collect essential data that can help you readjust your marketing strategies or improve event offerings on the fly.
Aside from attendee satisfaction, one of the most significant benefits of a ticketing and registration platform is that it allows event organizers to start collecting revenue immediately.
2. Virtual Event Platform
When your event does not take place in a physical space, it is crucial to have a virtual event platform that can support each planned session, keynote speech, and networking opportunity.
Not only will a digital event platform allow you to pull off a seamless event, but it will also lead to a better overall attendee experience.
Choosing the right platform is worth the expense as it can support other technologies on this list and eliminate the need to make additional purchases.
Depending on the nature of your event, whether it is a virtual conference or a virtual trade show, you will need different features. At the very least, look for a virtual event platform that includes:
- Live streaming capabilities
- Live text and video chat options
- The ability to create breakout sessions
- Customizable virtual booth options
- A virtual lobby or lounge
- Gamification options
- 24/7 live customer support
3. Virtual Event Website
All event professionals know the value of an event website, and when hosting an online event, that value only increases.
Your event website is where you can build and solidify your event brand and fill in potential attendees on the event particulars.
From your website, you can tell people where and when to attend your event but also tell/show them why they should attend your event. Highlight event speakers, presenters, and sponsors while providing detailed information about event content. If you have hosted this event before, share images and audience reactions from previous events.
People often worry that an online event presents fewer networking opportunities than a live event, but you can use this space to put their minds at ease. Let page visitors know exactly what steps you are taking to facilitate networking at your event.
And last, but certainly not least, use your event website to sell tickets and registrations. Create a clear call to action to drive visitors towards a purchase. Make sure your ticketing page continues your event branding to maintain continuity and eliminate buyer confusion.
4. Streaming Software
Depending on the nature of your event, you may not require a full virtual event software tool and may simply need a streaming software tool.
For example, if you are hosting a webinar or a single speaker or product demo, you might only need to gather people for one streamed session.
There are many valuable tools to support this need while maintaining a positive virtual experience.
Your options include:
- Facebook Live
- YouTube Live
5. Audio and Video Equipment
To find actual value in their experience, an attendee needs to feel like they are in the event space. Nothing takes them out of that experience quite like terrible audio and video feeds.
Most event managers are not A/V experts, but the good news is that you do not have to be!
For a hybrid event, consider hiring an event videographer. A videographer can make sure that each session looks impressive and that virtual attendee engagement remains high.
For an entirely virtual event, you will want to make sure that each presenter has access to, at the very least, a digital video camera and some lighting.
Well before the start of your event, do a trial run with each participant. Make sure that their camera, lighting, and audio clarity are accurate. If you find that any one of these elements is lacking, consider renting equipment and sending it to the participant to use for the duration of your event.
6. Reliable Wifi
In the last year, we have all suffered through a virtual meeting where one or more participants have a terrible wifi connection. While you cannot guarantee that all attendees will have a stable connection, you can make sure that all people participating in your event do.
If you are hosting the event from a central location, check the wifi well in advance. You need enough bandwidth to support all streaming sessions and any online elements that may be running at the same time.
If your event has remote presenters, you will want to test their wifi connection as well. If you discover that it is weak, consider sending them a wifi booster to create a stronger, faster connection.
7. Virtual Event Marketing Software
You have no hope of a successful virtual event if you cannot attract an audience. A strong event marketing strategy is essential to meeting your attendance and revenue goals.
Fortunately, a virtual events platform like Accelevents can manage most of your marketing AND hosting needs.
Look for marketing software that will:
- Help you design a branded website
- Integrate with social media platforms
- Offer email templates and custom designs
- Send email invitations and reminders
- Offer referral incentives
- Track open rates
- A/B test email subject lines
Virtual and hybrid events have quickly become the new industry standard. To maximize your returns and meet all of your event targets, you will need to equip yourself with the right virtual event technology tools.
From solid video equipment to a ticketing platform, a virtual event requires extra care and considerations.
When you are ready to start planning your virtual event, reach out to Accelevents to learn more about how we can support you in creating an experience people will talk about for years to come!