How to Choose the Best Online Event Software

How to Choose the Best Online Event Software

Are you looking for a way to organize and manage your online events? If so, you may be wondering which event software is the best for your needs. There are many different options available, and it can be difficult to decide which one is right for you.

In this blog post, we will discuss the factors you should consider when choosing virtual event platforms. This is a beginning event planner post as we will also dive into what online event software is and the reasons to use one for your next event.

What is online event software?

Online event software that we are discussing is also known as a virtual event platform. Online event software can help individuals and organizations to plan, execute, and manage virtual events such as webinars, conferences, meetings, and even trade shows. These software solutions offer features such as registration, live streaming, virtual exhibit halls, and interactive sessions for people to attend. 

And when the event is over, you can use the software to generate reports and feedback. In short, a good online event software makes it easy to manage every aspect of your event.

Why do I need it?

If you plan to host virtual events, big or small, you'll definitely need some virtual event software to distribute the event content to online attendees. With online event software, you can easily keep track of what attendees are interested in, who they meet, what they watch or attend.  You can also use online event software to send out reminders and updates to your guests.

And if you're planning a larger event, online event software can help you coordinate with other vendors and suppliers, chat, Q&A, surveys, & polls as well as keep track of registration. All that must be on a platform that integrates with your other software systems such as a CRM or AMS. 

Features to look for when choosing online event software

If you’re looking for an online event software that can take care of all of your online and hybrid event needs, you’re going to want to go with something that has it all.

With so many options available, it can be difficult to know where to start. However, there are a few key things to look for that can help you make the best decision for your next gathering. 

Consider the size and scope of your event. Will you need features like ticketing or registration? Next, think about your budget. There are many affordable options available, but you may need to sacrifice some features if you're working with a limited budget. 

Take the time to read reviews and compare different options. By taking the time to do your research, you can be sure to find the best online event software for your next gathering.

Easy-to-use communication capabilities

An incredibly important feature of virtual conferences these days is the ability to host webinars, and for good reason. Webinars allow event organizers to reach a larger audience by streaming live video of the event to participants all over the world. 

Important communication features:

  • Webinars
  • Live-streaming
  • Presenter controls
  • Hybrid events (virtual and in-person events)

Not only does this make it possible for more people to attend the event, but it also allows them to interact with the speaker in real-time. Additionally, webinars can be recorded and made available for playback at a later time, making it easy for those who were unable to attend the live event to catch up on what they missed.

In short, webinars are a versatile and powerful tool that can greatly enhance the reach and impact of any virtual events platform.

Another important factor is making sure that everyone who wants to attend can actually be there. For those who can't be there in person, live streaming is the next best thing.

Online event software with live streaming capabilities ensures that everyone can participate in the event, regardless of location. This not only makes it possible for more people to attend, but it also allows for greater interaction and engagement from all attendees.

Live streaming also gives people the opportunity to rewatch parts of the event or catch up on anything they missed

Online event software should also have presenter controls in order to give the presenter the ability to control their events from their own devices, which can be a huge help when trying to keep things running smoothly.

For one thing, it means that the event planners can move on to the next slide or switch what is being shown on screen without having to rely on someone else to do it for them. This can be particularly useful if there are any technical problems with the main computer or projector.

Additionally, presenter controls can help to keep the audience engaged by allowing the presenter to move around freely and interact with them directly. Having presenter controls can simply make life easier for everyone involved.

Hybrid events are those that are both in-person and virtual, and they offer a lot of advantages. For one thing, they allow for more people to participate, regardless of location. They also provide a way to record and archive the event, which can be important for future reference.

Virtual and hybrid events can help to increase engagement by providing multiple ways for people to interact and participate. Whether you’re planning a small gathering or a large conference, hybrid events should definitely be a feature available to you on your next online event software.

Engaging features for attendees during an event

As anyone who has ever hosted or attended an online event knows, engagement is key. Without engagement, attendees will quickly become bored and tune out. For this reason, it is essential to have engaging online events. 

Important attendee features:

  • Break-out groups
  • Q&A polls
  • Discussion forums
  • 1-on-1 chat and video

When hosting a virtual event, it's important to create opportunities for networking and collaboration. One way to do this is by using break-out groups. Break-out groups are small, temporary sub-groups that are formed within a larger group.

They can be used for a variety of purposes, such as brainstorming ideas, collaborative problem-solving, or simply getting to know each other better. Event management software typically provides the ability to create break-out groups, which can be a valuable asset for any virtual event.

By taking advantage of break-out groups, event organizers can ensure that attendees have ample time and virtual event space to interact with each other and make the most of their experience. 

Online event software is a great way to connect with people from all over the world. It allows you to share your ideas and thoughts with others in real time, and it also gives you the opportunity to learn from others.

One of the best ways to make the most of online event software is to use Q&A and polls. Q&A allows you to get feedback from your audience in real time, and polls allow you to gauge what people think about your ideas.

Both of these features can help you to improve your current or future events and make them more successful. In addition, they can also help you to build relationships with your audience and create a more engaged community.

Online event software has become increasingly popular in recent years, as it offers a convenient and cost-effective way to connect with audiences. Another great way to encourage audience interaction is to use roundtables.

Roundtables are smaller groups that allow attendees to discuss a particular topic in greater depth. This can be an effective way to generate new ideas and build relationships between attendees. In addition, roundtables can also help to create a more intimate atmosphere, which can be beneficial for networking purposes.

As a result, online event software that includes roundtables can be a powerful tool for engaging audiences and fostering interaction.

As our lives move increasingly online, it's more important than ever to have ways to connect with others virtually. That's why event software that offers 1-on-1 chat and video capabilities is so important.

Whether you're hosting a business conference or a family reunion, being able to see and talk to each other in real-time can make all the difference in terms of connection and engagement. And with today's technology, there's no reason not to take advantage of these capabilities.

1-on-1 chat and video makes it possible to connect with anyone, anywhere in the world, in a way that feels natural and intimate. So if you're planning an online event, be sure to consider the importance of 1-on-1 chat and video. It could make all the difference for your attendees.

Incredible community capabilities for outside the event

For any online event, important attendee features include:

  • Networking
  • Breakout rooms
  • User profiles
  • Discussion forums

Networking is an important part of any event, whether it's in-person or online. It allows attendees to connect with each other and build relationships that can last long after the event is over. When more content is added to the online event software throughout the year, it becomes a hub of a community. This practice is more and more common.

By allowing attendees to connect with each other through a shared interest or common goal, networking software makes it easy for attendees to find and connect with like-minded individuals. By keeping that open 365 days a year, the online event software is an even more powerful tool for connection.

Attendees are more likely to make meaningful connections that can lead to lasting relationships. And then they are more likely to return to the community and to the event, which is why networking is such an important part of any online event software.

Breakout rooms offer a great way for people with similar interests to connect and interact. For example, if you're interested in dogs, you can join a roundtable discussion in a breakout room for people who are also interested in that topic.

This way, you can connect with other people who share your interest, and learn more about the topic. Groups within an event or community can also be a great way to meet new people and make new friends. If you're shy or introverted, it can be difficult to meet new people. But in a virtual breakout, you can interact with other people who share your interests, and get to know them better.

Breakout rooms, or group pages, offer a welcoming environment for people to connect and interact in smaller numbers.

The power of discussion forums should not be taken lightly, as they can spark valuable insight and conversation. This is a place where attendees can ask questions, offer suggestions, and provide feedback.

The discussion forum also provides a platform for attendees to connect with each other before and after the event. As a result, the discussion forum plays a vital role in ensuring that your event is successful.

User profiles are important for online event software for a number of reasons.

  • First, they allow event organizers to keep track of attendees and their contact information. This is essential for follow-up after the event, as well as for planning future events.
  • Additionally, user profiles can be used to collect data about attendees, such as their age, gender, and location. This data can be extremely useful for event organizers when it comes to targeting their marketing efforts and tailoring the event experience to the needs of their audience.
  • Finally, user profiles provide a convenient way for attendees to login to the event software and access their tickets, schedules, and other information.

All in all, user profiles are a valuable tool for online event software that can help make events more successful.

Impactful learning and course creation

When content is created for an event, consider what happens afterward. That is powerful content that can be utilized as learning courses, and drives revenue to the organizer. This is sometimes called the “longtail.”

Important online event software features that support this:

  • On-demand library
  • Courses
  • Social feeds
  • Learning progress tracker
  • Configurable accreditation and custom certificates
  • Learning tracks
  • Post-activity testing and surveys

Video on-demand libraries are a fantastic way to keep attendees engaged with your online content. They provide on-demand access to content that can be viewed at the attendee's convenience.

This is especially important for those who may have missed the live event or who want to review key points. Video libraries also help to promote social sharing and word-of-mouth marketing for your event.

Attendees can share their favorite moments with their friends and followers, increasing the reach of your event. Finally, video libraries provide valuable data that can be used to improve future events. By tracking which videos are being watched and for how long, you can gain insights into what attendees are interested in and tailor your content accordingly.

If you're planning an online event, it's important to choose software that has course capabilities. This will allow you to create a series of events that attendees can take part in over a period of time.

With course capabilities, you'll be able to track attendees' progress and ensure that they're completing the courses in the order you intended. You'll also be able to provide feedback and give attendees badges or certificates upon completion. All of this will help to create a more engaging and interactive experience for attendees, which can ultimately lead to better event outcomes.

When hosting an online event, it's important to have a software that offers social feeds. This feature allows for greater engagement between the host and the attendees. With social feeds, attendees can post comments and questions that the host can then answer in real time.

This interaction helps to create a more dynamic and engaging experience for all involved. Additionally, social feeds can also be used to generate excitement about the event before it even begins.

By sharing teaser content or announcements through the feed, hosts can build anticipation and get attendees excited about what's to come. Ultimately, social feeds are a valuable tool for any online event host who wants to create a more interactive and engaging experience for their attendees.

If you're running an online event, it's important to have a learning progress tracker built into your software. This will allow you and your team to see how participants are progressing through the event or course material and make sure that everyone is on track.

It can also be a valuable tool for evaluating the event after it's over, as you'll be able to see which topics were covered more thoroughly and which ones may have been missed. A learning progress tracker is an essential tool for any online event software, so be sure to check for this feature before you make your purchase.

It's important to choose an event software that offers accreditation and custom certificates. Custom certificates can add a personal touch to an event, and they can be used to reward attendees for their participation.

In addition, some online event software platforms offer the ability to apply custom badges for attendees, which can be a useful way to help identify event staff and volunteers. Choosing an event software that offers these features will help to ensure that your event is a success.

When planning an online event, it is important to consider the needs of your audience. One way to do this is by offering learning tracks. Learning tracks are essentially different courses that attendees can choose from based on their interests and level of expertise.

This allows for a more customized and engaging experience, as attendees can select the tracks that are most relevant to them. Additionally, having multiple tracks can help to ensure that everyone is able to find something of value at the event.

By offering a variety of learning tracks, you can make sure that your online event meets the needs of all attendees.

One of the key features to look for is post-activity testing and surveys. These features allow you to collect feedback from your attendees after the event is over, so you can improve your event planning for future events.

Surveys can be used to gather information about what worked well and what could be improved, and testing can help you identify any technical issues that might have affected the event. With post-activity testing and surveys, you can make sure your next online event is even better than your last one.

Easy to contact support & platform analytics

When something goes wrong, it can be frustrating trying to figure out how to fix it. That's why it's important to have access to customer support when using any online event software. 

Whether you're having trouble sending out invitations or your audio cuts out during the event, customer support can help you resolve the issue quickly so that you can get back to enjoying the event. 

And, if you're hosting an event for a large group of people, you'll want to make sure that everyone is able to enjoy the event without any technical hiccups. Having customer support available can help ensure that your event runs smoothly from start to finish.

Important attendee features:

  • Customer Service
  • Reporting and Analytics

When planning an online event, it's important to choose an event software that offers good customer service. After all, you'll want to be able to get help if you run into any problems during the event.

Good customer service can make the difference between a successful event and a disaster. Look for an event software that offers live chat or phone support so you can get help right away if something goes wrong.

You should also look for an event software that has a good reputation for customer service. Read reviews from other users to see what their experience has been like. By choosing an event software with good customer service, you can rest assured that your event will go off without a hitch.

In today's business world, data is everything. Knowing how many people attended your event, what they thought of it, and what their demographic breakdown is can help you make important decisions about future events.

It can also help you identify opportunities to improve the attendee experience. That's why it's so important for an online event software to have reporting and analytics capabilities. With this information at your fingertips, you'll be able to make your events more successful than ever before.

Smooth integration to make your life easier

Planning an event requires a lot of coordination and effort, and the last thing you want is for your software to complicate things further. That's why it's important to choose an online event software with easy platform integration. This way, you can be sure that all of your tools will work together seamlessly. 

Important attendee features:

  • Registrations systems, CRMs, HR
  • Easy platform integration

The best event software will not only have a robust registration system, but will also offer features like CRM integration and HR management. With all these tools at your disposal, planning an event will be a breeze!

The last thing you want is to spend hours trying to get the event software to work with your existing website or registration system. 

A good online event platform will plug right into your existing infrastructure, making the process of setting up and running your event smooth and seamless. In addition, platform integration is important for ensuring a consistent user experience for your attendees. 

By choosing a great virtual event platform that integrates easily with your other platforms, you can help ensure that attendees have a positive and hassle-free experience from start to finish.

Final thoughts

Event planning can be a daunting task, especially if you're not familiar with all of the software options available to host virtual events.

When it comes to a virtual event platform, there are a lot of different features to consider. And with so many virtual events platforms on the market, it can be hard to know which one is right for your needs. That's why it's important to do your research before you make a purchase.

By taking the time to read reviews and compare features, you can be sure that you're getting the best possible value for your money. With a little bit of effort, you can find the best virtual event platforms that will make your event management a whole lot easier.