Virtual conferences have been quite popular in recent years thanks to their adaptability, accessibility, and affordability. The market is flooded with choices as we move through the year 2023, and the need for virtual conference platforms is only expected to increase. However, choosing the ideal virtual conference platform can be challenging given the varied needs and goals of various event organizers. We’ll give you a thorough walkthrough of how to choose the best virtual conference platform in 2023 in this blog post. You may make an informed choice and successfully hold a virtual conference by taking important considerations like features, scalability, customization choices, and user experience into account.
1. Mark Clear Objectives:
It’s critical to establish your conference goals in detail before starting your search for a virtual conference platform. Establish the event’s purpose, the target demographic, and the precise objectives you hope to accomplish. Are you planning a sizable industry conference or a narrowly specialized event? Do you want sophisticated networking capabilities or interactive session features? Understanding your goals can help you focus on platform options and give features that support your conference objectives top priority.
2. Analyze the Features of the Virtual Platform:
A variety of features are available on virtual conference platforms to improve audience participation and produce a seamless event experience. When assessing potential platforms, keep the following crucial characteristics in mind:
- Customization and Personalization: According to the organizer’s specifications, end-to-end customization is the most crucial component of any virtual event. Your engagement can increase by a factor of five in a tailored setting.
- Live Streaming and Recording: Confirm that the platform allows for both the live streaming of sessions as well as the recording and archiving of content for later on-demand access.
- Interactive Tools: To encourage audience engagement and participation, look for tools like real-time chat, Q&A sessions, polls, and surveys.
- Networking and Matchmaking: An extensive networking component enables participants to get to know one another, organize meetings, and have one-on-one or group talks.
- Virtual Exhibitor Spaces: If you intend to have exhibitors, look at the virtual exhibitor spaces offered by the platform. These include elements like adaptable booths, lead generation tools, and product showcases.
- Analytics and Reporting: Analytical features give you useful information about the preferences of attendees, the popularity of sessions, and levels of engagement, enabling you to plan future events more effectively.
3. Check the Customizations & Scalability offered:
Scalability is important as your conference gets bigger. Make sure the platform you select can handle heavy traffic and a large number of attendees without sacrificing performance. Additionally, customization tools let you modify the platform’s branding, design, and user experience to match the aesthetic of your event. To build a special and branded virtual conference experience, look for systems that offer extensive customization choices.
4. Evaluate User Experience and Accessibility:
For a successful virtual conference, a user-friendly design and easy navigation are crucial. Examine demo versions or ask for a trial to evaluate the platform’s user interface. Pay close attention to the simple registration process, session navigation, and clear controls. Accessibility is also crucial because participants may connect from different locations and devices. Make sure the platform is compatible with various browsers, operating systems, and mobile devices so that guests can easily access the conference.
5. Review Technical Support and Security:
When choosing a virtual conferencing platform, security and technical support are essential considerations to take into account. Examine the platform vendor’s degree of support, taking into account accessibility, responsiveness, and help with troubleshooting. Ask about the platform’s security precautions as well, such as data encryption, access limitations, and adherence to privacy laws. The security of your virtual environment and the protection of participant data are essential for the success of your conference.
6. Seek References and Read Reviews:
Ask for recommendations from other event planners who have utilized the platform you are thinking about using before making your decision. Inquire about their opinions of the platform’s functionality, usability, and customer service. To learn more about other users’ experiences, read reviews and testimonials from reliable websites or online forums. You can use this information to gain an insightful understanding and make a well-informed choice.
Finding the ideal virtual conference platform is essential for organizing a successful event in 2023 as virtual conferences continue to grow in popularity. You may make an informed decision by outlining your conference objectives, examining platform capabilities, taking into account scalability and customisation options, assessing user experience and accessibility, reviewing technical support and security measures, and requesting references and reviews. Always keep in mind that the ideal virtual conference platform is one that meets your unique requirements, improves attendee engagement, and enables you to create a seamless and effective event experience.
Taking on all of these responsibilities by yourself can be a time-consuming and overwhelming job. What you actually require is a comprehensive solution that takes care of all of your event’s needs. Ibentos enters the picture in this situation. Ibentos offers a practical and effective solution to manage all the details of your event thanks to its cutting-edge technology created for virtual and hybrid events. In-depth event reports and insights, dynamic and detailed landing pages, immersive 3D virtual event environments, seamless integration of payment gateways and customer relationship management (CRM) systems, and crucially, round-the-clock technical support in all time zones around the world are all included in this comprehensive solution. You can confidently conduct a perfect virtual or hybrid event with ibentos as your dependable partner that not only offers a considerable boost but also quickly generates returns on investment (ROIs).
