Checklist when choosing an event platform
Are you looking for a useful, virtual platform for your hybrid and virtual event? Here are five critical points to keep in mind when making your choice of tools for managing your events and meetings.
1. A virtual platform with features that match your challenges
When looking for a useful platform, first of all you must know what your challenges are. Sit down with your colleagues and brainstorm. Write down the challenges that you want your virtual platform to solve for you. Some issues that you can discuss are:
- What is the goal of the event?
- What type of event are you thinking of: Kick-off, conference, trade fair, digital meeting or something completely different?
- How many participants should be attending? If it’s a hybrid event, consider both online and physical attendance.
What does the technology need to solve in terms of registration, booking, communication, integration with other systems and software, live broadcasts, interaction, meetings and other parts of the event?
- What type of equipment do you need?
- Do you need both a physical room and an external studio for your streamed lectures? How should they interact with each other?
- Do you need help in the form of technicians and other staff?
Once you have answered these questions, you will soon have a good idea of what type of virtual platform you need. Maybe you need something more than Teams and Zoom? Maybe your participants need the opportunity to chat with each other during seminars and maybe they need a hub during events? No matter what your challenges are, there are platforms on the market that can match your needs.
2. A virtual platform that can meet your visions
Many companies are afraid that the technical aspects of virtual events will limit them. Think about it – with the right supplier, it can actually be the other way around.
Dare to dream! The platform you choose should be able to meet and concretize your visions.
See if you can find a virtual platform that can pinpoint the features you need. It can range from the possibility of mingling, on-site and digital registration, meeting booking and gamification. The system you are interested in should be able to meet your needs.
3. A virtual platform with broad solutions
We know that at first glance, it will be tempting to use, for example, Teams as a platform for your virtual and hybrid event. It is common for companies to have a license, and it seems user friendly for everyone. But if you choose this, you will need other providers for, for example, registration and presentation of the agenda.
We therefore recommend that the virtual platform you choose should be able to offer you several features for the event. Having several suppliers, or choosing to use your own website as a gathering point for information, will require more work on your part. This creates greater risks for technical problems. When you have gathered everything in one place, you get a safer event that is smoother and easier for your participants to use.
4. A provider with swift support
There are many virtual platforms to choose from. After the pandemic, the market has grown avalanche-like. As you may have already seen, there are many good options from the United States. These platforms can also be used in Sweden. But keep in mind that support is an important part of the experience, and make sure that the provider you choose can be there for you as an organizer. That it is easier if you are in the same time zone.
Since a lot of technology is involved during a virtual event, it is positive if your supplier can help you with everything from planning and setting up the event at an early stage and then give you swift support when you encounter problems. Larger virtual event platforms have many features and a lot of power behind them, but they do not always offer the direct support you may need. Balance the pros and cons before making your decision.
5. A strong team behind the wheel
No matter how good a virtual platform may seem, it is not strong in itself. It is the people behind the event that are the success factor. You as an organizer should not have to do everything, so you need people behind you who can solve problems. Make sure you have a strong team working together.
The team can consist of staff from your business, a Customer Success Manager who supports you with the virtual platform, experts from a production company and staff from your physical venue if you have a hybrid event. All based on your needs and resources, of course. When these experts work togheter, you have a power team that can solve most challenges.
Let everyone be on track at an early planning stage and make sure they understand each other’s roles. You will then avoid misunderstandings and instead build on each other’s strengths.