The way business events are conducted has changed drastically over the years. It is not only about resorting to cloud services and hybrid workspaces. It is more about how brands connect, impact others, and present their offerings in a digital-first era.
Virtual business events are no longer considered niche in the business scene. While they gained popularity during the pandemic, several businesses now use these events for various purposes. Companies from various sectors are opting for hybrid and virtual events for product launches, creating awareness, networking, educating employees, etc.
While virtual events can be useful for your venture, you need proper planning and a capable service provider running the show. It is not only about using a stable internet connection! The technology and the team managing the event are pivotal in making it successful.
What is a virtual event platform like?
A virtual event platform is a specialized digital tool meant for hosting, planning, and managing different events online. Businesses are using these specialized online platforms/tools for multiple needs. Such virtual event platforms enable brands to recreate a similar dynamic and user engagement without physical presence. These tools let businesses engage with allies, target customers, stakeholders, and others in a targeted and planned way.
Different ways to use virtual business event platforms
Businesses across the globe are using different virtual event platforms for multiple needs. The major example cases are:
- Virtual conferences-Businesses of varying sizes and from different sectors are using virtual event platforms to hold conferences. This can be especially useful for companies with operations across multiple continents and top-tier employees located in different locations.
- Online exhibitions and trade shows-By holding a virtual trade show or exhibition, your brand can effectively reach out to a global audience without spending a huge With integrated live chat tools, educating the participants becomes easy, and live webinars can also be held.
- Virtual career and job events-Plenty of companies are resorting to virtual career fairs to find potential and worthy candidates for their vacant posts online. The hassles of a regular career event can be largely avoided in such virtual events. Companies can gain by using the platform’s video chat tools, video assessment tools, and job boards. They can save a lot of time in candidate assessment as well.
- Virtual employee onboarding-Earlier, most businesses used a regular employee onboarding process. However, using virtual event platforms helps them streamline and simplify employee onboarding. Fewer resources are needed to conduct such virtual onboarding for recruits.
- Webinars-Plenty of brands are using Webinars to educate and engage their audiences online. These are live and interactive sessions centered on specific topics. In webinars, typically, experts make presentations, which are followed by Q&A sessions. They can be useful for industry insights, product demonstrations, lead generation, corporate training, etc. These virtual events are just right for single-track education.
- Virtual product announcements and launches-A virtual event can be useful for launching your brand’s new products. These could be anything, including new software, a skincare product range, or a personal gadget. Virtual product launches let you unveil a new offering in an exciting manner to the target buyers on a global scale. The launch can be followed by live demonstrations, special offers, and engaging content.
Why brands are embracing virtual business events- exploring the key benefits
Before you begin looking for virtual event platforms or entities offering such technologies, learning about the core benefits is necessary. Here’s why businesses are choosing virtual events over regular ones:
- Unmatched cost-efficiency-Regular and in-person business events may cost a whopping amount based on scale and type. Businesses hosting such events have to pay for bookings, transport options, food, print merchandise, and more. Properly planned virtual business events help brands save a lot of money, which they can then spend on innovation and content creation.
- Global access-A big benefit of holding virtual business events is that they help you effectively overcome geographical and time barriers. The participants can be in various countries at the same time and still take part in the event without hassles.
- Overcoming obstacles-Such virtual events let the delegates overcome multiple regional and situational limitations. For example, they need not worry about travel bans, traffic woes, or health certificate clearance to attend an event.
- Flexible for delegates-Different participants may have specific issues or constraints in a business event. For example, there can be people with mobility issues or special needs. For them, attending regular business events may be tough at times. However, virtual business events can easily override physical and other limitations.
- On-demand access-Contrary to regular, in-person events that are time-limited. However, virtual business events can be easily recorded and accessed as many times as you want. This can be useful in certain situations, including onboarding new recruits in a company or for customer education.
- Useful real-time insight-Virtual platforms like the Hybridley hybrid event platform enable you to track metrics like viewer engagement, clicks, and views. This way, you can easily gauge audience behavior, assess content efficacy, and tweak future events for a better connection and impact.
- Environment-friendly-In some ways, choosing virtual events over regular ones can reduce your company’s carbon footprint. There’s no paper usage, and emissions from vehicles are also reduced. Brands aiming at sustainable practices are opting for virtual events.
Getting the basics clear- defining the virtual event objectives
Before you begin exploring virtual event tools or platforms, keep your focus on the basics. These are:
- The purpose of the event-Is it meant for education, promoting something, training, or collaboration?
- The audience-Are they the company’s internal teams, shareholders, public or business allies?
- Type of engagement-Do you seek interactive participants or only viewers?
- The budget-This will determine the elements you want to include in the virtual event.
Features that make a virtual event platform unbeatable
Not every virtual event software or platform is the same. When comparing such platforms, you should look for the following features:
- Sleek and intuitive UI-Virtual event platform tools should have a fluid UI with easy navigation. It is great if they are browser-based, and users do not need to download anything to use the service. However, a clunky interface and a complicated menu structure are not welcome.
- Easy setup and minimal learning curve-The virtual event solution has to be suitable for a multitude of users. Not all of them will be tech-savvy, for sure. They should be able to use the software or platforms without needing extensive guidance.
- Content delivery provisions-A virtual event platform cannot compete without robust and multipurpose content delivery features! It should be laden with advanced features like HD content streaming, live screen sharing, pre-recorded content playback, etc.
- Customization options-The platform should have enough user customization provisions. That way, you will be able to incorporate elements like brand logos and color schemes in virtual events.
- Audience engagement provisions-To make a virtual business event successful, the platform used must have enough participant engagement tools. This facilitates free and natural interaction between the presenters and attendees. A virtual platform with strong interactive elements like live chat, Q&A sessions, and live polls should be chosen.
- Robust integration-The virtual event platform should have solid CRM integration features, which would be useful for lead nurturing.
- Strong security features-In virtual events, important brand information is shared online, so security features have to be top-grade in such platforms. Features like Encrypted communication and compliance with protocols like GDPR and HIPAA will be a plus.
How to assess the virtual event platform developer?
Assessing the virtual event software is essential, but you should not skip assessing the company behind it! Here’s what you should look for:
- Check the tenure of the company in this sector.
- Look into the type of customer support they offer, whether it is 24/7 and through multiple channels.
- Ask them for the customization options available.
- It is also necessary to check their pricing options. It is even better if there is an option to access their service in a demo or trial mode before buying a package.
- Like any other web-based service, checking their user reviews is a must.
Ways to spot and avoid unreliable ones
Not all virtual event solution providers are reliable or professional. How do you figure out the shady ones? Here’s what you should check to spot the red flags:
- Lack of clarity on the pricing model.
- A hurry to make you sign up for their solutions.
- Unwillingness to clarify your queries regarding services or pricing
- Not enough positive customer reviews or testimonials on the website and social media handles.
Final words
Using virtual events can be beneficial for your business. However, you have to be careful about picking the right tool. Such specialized tools by professional entities can serve as your brand’s growth catalyst and help boost customer engagement. Keep some time to compare the available solutions. Ensure you carefully assess the contenders on the key grounds before signing up for one. The right solution will make a significant difference.
