It may not come as a surprise that the event industry has had to come up with new and exciting opportunities to engage their clients online. With most events being cancelled or postponed well into the Fall, companies have started to transition their business online by planning events in the virtual space. But what’s the best online space to host your event?

There are so many companies out there offering a variety of virtual platforms that may fit your event and choosing the right one is a bit more daunting than you think. Whether you are looking for to plan something simple like a webinar or something more unique like a virtual conference, there are certain questions you should ask to find the right space to host your event. Here are some of the best questions to ask when choosing the right platform for your virtual event. 

 

What is the size of your event?
Before you start researching platforms you need to have a rough estimate of how many people you aim to have attend the event. This becomes important when you are looking into platforms who charge fees based on the number of attendees. If you are looking to host a small event with an attendee limit, this may not be an issue. But if you are planning a virtual conference with unlimited number of virtual spots you may need to rethink your platform choice. For a larger event, try finding a platform that offers tiered pricing based on the number of expected attendees.

 

How many attendees can this platform hold?
In similar fashion to planning live events, you must ask and be clear on how many people the venue can actually hold. Even though it is a virtual event, some platforms are unable to host more than 10,000 viewers at one time if you are broadcasting live.

 

Is it in your budget?
While this might seem like an obvious question, it is by far one the most important. The more money the platform costs, the more bells and whistles it usually has which could mean a more complicated platform. With more features comes the need for tech and production team support, which may end up costing more money. Be sure to understand your budget and what you can afford before you fall in love with an amazing platform whose price will break your heart.

 

Does the platform allow for attendee interaction?
Do you want to know how attendees are enjoying the event? Are you looking to let attendees’ network virtually like they would at a live event? There are many platforms that have interactive components to them such as live polling, questions, and a chat for attendees to network and ask questions throughout the event. Some platforms even offer a “networking space” for attendees to pop in and out of during the event. This can be especially useful when hosting a virtual conference.

 

Is it user friendly?
By now I think everyone knows their way around zoom but when you are choosing a more robust platform, you have to make sure it will be user friendly. Make sure to ask the right questions about how attendees will access the event. For example:

  • How will they get in and out of the platform? 
  • Will they need a secure password? 
  • Do they need to download a specific app or equipment to view the event properly? 
  • Do they need a specific browser to view it from?
  • Is it mobile, desktop, and laptop friendly?

 

Request a Demo.
Once you have gathered all the information you need about the platform from the company be sure to ask for a quick demo. During these walkthroughs be very attentive to the usability, aesthetics, customizable abilities, and the overall look and feel of the virtual space.

 

Even though you are choosing a virtual venue, there are still many things to consider when choosing the right one. Don’t be afraid to ask as many questions as possible. If you are hosting a larger event like a virtual conference or a smaller event like a webinar, you need to make sure you cover all your bases before you make a decision. Nevertheless, there are many tools and platforms out there for you to choose from that can help bring your virtual vision to life.

 

Modern Concierge is your dedicated concierge team that handles all of your lifestyle needs. From offering home concierge services to being a luxury travel agency and event company in Toronto, we give you access to the best lifestyle management available. If you’re ready to make life easier, contact us today!