6 Important Things to Look for in a Virtual Event Hosting Platform

Choosing your hosting partner is one of the most important decisions you have to take when you decide to host an impactful virtual event. Your hosting partner is the one primary factor that will decide whether your event will be a successful one or not.

But simply putting a finger on a name is not enough, there are many factors to consider before you choose your virtual event platform to host your event.

In this article, you will learn about important features to look for in a virtual event platform, how to choose
the best virtual event platform and how to evaluate a virtual event hosting partner.

1. Key engagement features in a virtual event platform
2. Branding to Empower Sponsors
3. Pricing 
4. 24*7 Customer Support
5. Scalability, Customization and Crafting Solutions
6. Easy Integrations

1. Key engagement features in a virtual event platform

As an event organizer your goal is to maximize engagement between attendees. By using a whole lot of virtual interaction tools, you can help your sponsors and exhibitors find customers, drive sales and build lasting relationships with attendees.

There are many ways you can bring in the real human-connection elements in virtual networking. Some of the key features to look for in a virtual event platform include;

  • Customizable registration pages
  • Intelligent match-making tools
  • Dedicated Networking Zones
  • Analytics for Exhibitors
  • Polls and Contests
  • Event Broadcasts feature
  • Feedback forms and surveys 
  • Chats, feeds and notifications 
  • Automatic business card collectors

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2. Branding to Empower Sponsors

With the advent of virtual events, sponsors have a better chance to increase brand visibility given the nature of a global online audience in attendance – which is why virtual sponsorships are doing rather well - even during the pandemic.

Your aim as an event organizer is to provide all the tools necessary for sponsors to engage with their prospective customers.

Include running sponsor ads, customized virtual booths, sponsor banners, aesthetic lobby designs and custom tech solutions based on client needs. This will surely keep your sponsors and exhibitors coming back for more. 

3. Pricing 

Pricing can be a tricky business. Naturally, the first few questions that come to your mind when you want to host a virtual event is how much does it cost? How much do hosting partners charge? Are virtual event hosting platforms expensive?

It is important that you find a flexible hosting partner that helps you manage events at an affordable price. As an event organizer, your approach will be to compare prices of similar service providers and probe into what they have to offer for that price.

Remember - "Price is what you pay, and value is what you get." So, your ideal hosting partner is the one that will promise an effective value proposition at an affordable price.

4. 24*7 Customer Support

When it comes to hosting an event, in all probabilities you are likely to face challenges and roadblocks. You need to make sure that you are on the same page as your hosting partner to get things done your way. 

Access to a highly-experienced and dedicated back-end support team is one of the most critical aspects of your event. The support team are the people who will be helping you sail through your event seamlessly. It is important that your virtual event platform has a 24/7 Help Desk with a dedicated team that can assist you or your attendees with queries at any point of the event.

#Tip - Do a dry-run of your event with the service provider's customer support team and create practical scenarios for running the event for all the attendees. This way you will face minimal bottlenecks on the day of your event.

5. Scalability, Customization and Crafting Solutions

In order to find a hosting partner that will help you perfectly execute your event, consider the scalability of the partner and examine the support that will be provided throughout various phases of your event.

Your hosting partner should complement you, and not just add bandwidth. This is the single most important factor in any partnership.

Your virtual event hosting partner should excel in implementing your ideas and providing strategies to make your event more impactful.

Make sure your event hosting partner has you covered when it comes to running parallel sessions/streams, adding customized or extra exhibitors/booths and not to mention the number of attendees.

6. Easy Integrations

An important thing to note while choosing a hosting partner is the easy integration of web conferencing platforms such as zoom, Webex, in-house streaming and built in marketing tools. Having these powerful tools on your platform will help drive registrations and engagement at your event. 

Your ultimate goal is to totally improve event efficiency and centralize data management on your virtual event platform.

CONCLUSION: Finding the right virtual events hosting partner, capable of tailoring a virtual event to meet the same experience of an in-person event is the first step. The virtual hosting partner should include themes that are similar to your event.

Narrow down and compare your best possible options and get in touch with your virtual partner to discuss your approaches towards some key elements of events, so as to be on the same page.


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About Vmeets: Vmeets is a modern digital experience platform for immersive and interactive virtual events that create real engagements, deliver data, and drive revenue.

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