When one is so used to organizing in-person events, making the transition to developing online experiences might be difficult. People desire to learn this new skill to take advantage of virtual events and expand their reach. But how are they going to achieve it without squandering a lot of time and effort? The solution is simple: Despite their differences, the logistics of a hybrid event platform are quite comparable to those of an on-site event.
It is necessary to create an event website, set up a registration procedure, contact guests, offer the program, and so on. However, instead of looking for a location, an online atmosphere is established in which individuals may interact, listen to speakers, ask questions, engage in discussion, and network. Using the correct hybrid conference platform is the best method to do so. And, given the plethora of digital tools for virtual events that have emerged, it’s important to understand how to evaluate all of the possibilities and choose the one that suits best. Here are some pointers to help anyone pick the best hybrid event platform:
1. Chalk out the event’s need and intended user experience –
Event planners should always plan out the experience they want the audience to take away from the event. The event should be planned along those lines. For example – if the event is expected to attract a large audience, the platform selected must be capable of hosting them.
2. Choose a platform that has it all –
It is very inconvenient to shift to different platforms to avail certain features. If one application is being used for video conferences, another should not be switched to for letting the attendees interact with the speaker. Therefore, choose a platform that fulfills all needs. This centralization saves time and effort and makes management a hundred times easier.
3. Look for platforms that offer virtual networking –
Even though attendees can interact through chatbox and Q&As, they should not lose out on networking opportunities. A high-quality hybrid event platform, like Dreamcast, will always have one, so keep an eye out for that.
4. Check what integration tools the platform is compatible with –
There are many areas on a hybrid conference platform where collaboration with another application eases the task. For example, if the platform is linked to an online payment application the task of fee payment for the tickets can be streamlined.
5. Make sure that the event provides branding opportunities –
There’s nothing more frustrating than having to use a platform that can’t be customized for a? business. When it comes to a virtual events tool, it’s much more aggravating. After all, hosting virtual events is a way to raise brand recognition, so one needs a platform that can be customized in terms of color, components, and fonts to match the company’s branding. A good virtual events platform will always provide the choice of branding.
6. See what additional insights can the platform provide about the audience –
Which countries did people join in from? At what time virtual participants dropped out of a certain session? How many people utilized computers and how many used their phones to connect? How many of them participated in discussions? The evaluation of the ROI for the hybrid event won’t be possible without the answers to these questions.? So, while searching for a virtual event platform, be sure to consider the additional data gains about online visitors’ activity. Because this information is critical for future events, the ideal event technology platform should assist in collecting and analyzing it.?
7. Ease of use –
Remember that this platform will be where the audience spends most of their event experience, and one doesn’t want them to waste time finding out how to make the technology work. It’s already more difficult to keep people interested, so don’t take any chances. Consider the user’s journey and make the transition from one region of the hybrid event platform to the next as seamless as possible. Many attendees will log into the virtual event platform using many devices (particularly if the event is long), so consider how it will appear and function on different displays.
8. Tools for audience engagement –
Remote participants encounter far more off- and on-screen distractions than those who attend traditional face-to-face events. There’s also the issue of shortened attention spans, dubbed ‘Zoom Fatigue’ by many. The issue of virtual event attendee engagement is a significant one.? When it comes to selecting the best platform for the event, make sure to inquire about the resources available to help engage your online guests. Consider features like Q&As, live polling, social sharing, quizzes, and surveys, as well as chat rooms, forums, and virtual breakout sessions.
9. Look for opportunities to engage sponsors –
The sponsorship procedure for virtual and hybrid events is similar to that of physical events. What has changed is that now there are new aspects to sponsorship. There will be no need to fund lanyards, tea and coffee breaks, or anything else during a virtual event. However, online events provide a variety of options, and the lanyard sponsor could be willing to sponsor one of the instructional sessions or run banner ad campaigns to target certain participants.
Conclusion
In addition to all of the arguments made in this essay, it’s also critical to emphasize the value of assistance. Many event planners will be hosting their first virtual event, so it’s critical that you feel at ease dealing with the platform providers. Will they assist with set-up? What about on the day of the event, are there any volunteers? Do they provide any other add-on services to aid with things like AV needs and remote speaker management? Make sure their support choices are well-described, and that there is a single point of contact so that one can avail of assistance at any moment. Finally, do not hurry the procedure. Maintain objectivity and begin by involving the appropriate individuals from the company. Involve stakeholders as well; their input and feedback will be crucial. Ask questions, explore, and you’ll discover that the entire procedure goes much more smoothly than you expected.
As the editor of the blog, She curate insightful content that sparks curiosity and fosters learning. With a passion for storytelling and a keen eye for detail, she strive to bring diverse perspectives and engaging narratives to readers, ensuring every piece informs, inspires, and enriches.
