An event is not the same without technology. Virtual events are directly affected by technology; virtual reality, live streaming software, WiFi connections, video equipment, and online surveys are to name a few. If you plan on hosting one soon, you need to know which tools will be included.
What is a Virtual Event, you ask? A virtual event can be defined as any conference or meeting in the electronic sphere using technology rather than in person. It does not require an actual physical location, making it ideal for companies with employees worldwide.
The attendees don’t have to travel to attend, which saves them time and money. By hosting your virtual event through live-streaming software, you can ensure everyone has access to your meetings no matter where they are.
If the participants cannot watch the live webinars, they will still find them online at their convenience by downloading them from online video platforms like YouTube or Vimeo. For people who are unable to make it to your virtual event, the webinars will be watched by millions of people all over the world.
These ten must-have virtual event technology tools will help you get ready for your virtual event planning, from venue selection to registration process to webinar recording and post-event analysis.
Table of Contents
Virtual Event Website
A virtual event website can host information about what you are doing on a global scale. It’s your home base, so to speak, for everything that takes place during your event week-long or multi-day meetings.
If you want to attract as many participants as possible, then you need a powerful platform on which to build interest and excitement among potential attendees who don’t know what they’ll gain from attending.
It would be best to easily register without any difficulties and start making plans well in advance. The technology you choose will make it possible for them to interact with you and other people who are interested in attending.
Event Registration Technology
How do you let others know about your virtual event?
It would be best if you had event registration software that is reliable, secure, user-friendly, and affordable enough so that your participants will stay within their budgets.
With this type of solution, they can create profiles online, which allows them to save time on the front end by filling out registration forms once instead of every time they sign up for something new. Plus, they won’t have to wait for an invoice after the fact because it’s sent automatically.
That means no more long waits between registrations and payments; everything takes place at the click of a button.
Event Apps
Event apps are for the participants who want something more than just sitting in on a webinar. They can get all of their questions answered about virtual events by downloading an app to their phones, so they have access to it anytime, anywhere.
A mobile or tablet app is essential because it makes it possible for your virtual event attendees to stay up-to-date with what’s happening right at their fingertips without having to spend time looking through social media feeds or scrolling through websites on their desktop computers at home or work.
These apps are put together with specific objectives in mind, which means that you will communicate with your audience exactly how you want them to hear from you while making sure that they can easily find the information they’re looking for.
It is not easy to make sure your app meets all of these objectives, and it becomes even more complicated when you consider that competing companies launch so many apps out there.
Live-Streaming Software
A lot has been said in recent years about live streaming, but the truth is that virtual events would not be possible without it because that’s how almost everyone communicates today. People use video conferencing and live streaming software for work and play.
But why go through all the trouble of providing live webinars when people could watch recorded videos? The answer is that it’s simply not enough because people need a way to ask questions and interact with the speakers. Live streaming allows a high level of engagement among the participants while giving them a more extensive reach all at once.
Digital Video Equipment
Videos are used for more than just marketing your virtual events, too. They can be helpful when planning launches for new products or services. They help you understand what type of lighting tools you’ll need to make sure everything goes smoothly from start to finish.
Furthermore, if something else happens on the day of the event outside your control, video footage could become valuable evidence if anything needs to be reviewed later on by law enforcement officials who might want to find out what happened.
With the right equipment and a little bit of practice, you can capture video footage from multiple angles and provide it to authorities, so they have everything they need to conduct their investigation. If someone is injured, law enforcement officials will see exactly how it happened and perhaps even why.
Webinar Platforms
No matter how good your virtual event technology tools are, one thing that always has the potential to go wrong is your internet connection. It’s bumpy no matter where you live or work, which means there’s a chance that something could interfere with this critical part of providing an online webinar.
A reliable webinar platform isn’t subject to this type of interference because it runs on powerful servers. Your virtual event attendees can be confident that they’ll have a smooth experience, even if your internet connection is anything less than perfect.
You could avoid this type of makeshift setup altogether by using one of the reliable webinar tools to lower the risk for any problems arising because it’s essential to have everything all set up in advance, so there are no hiccups when you go live.
Reliable WiFi
No matter what technology you use for virtual events, there’s always the chance your internet connection will continue being unreliable no matter where you are trying to have an event.
Even though many people think that reliability is limited only to having a good connection, this isn’t true because wireless connectivity happens outside of the building where you’re hosting your virtual event.
If there’s an issue with the network in that area, then all of your technology could be affected by it. The solution to this problem is getting a mobile WiFi unit that can provide secure networking capabilities even when an internet connection is unstable.
Event Planning Software
Creating and organizing a virtual event takes a lot of time and attention to detail. You don’t want any problems on the day of the event because one small oversight could end up costing people money and leaving them disappointed about how their first experience went with your organization.
That’s why specialized event planning software allows you to better organize everything from start to finish, so there are no surprises later on.
Virtual Reality Technology
For organizations hosting live events, VR technology could help expand your reach and allow people to participate from all corners of the globe. It has even been shown that virtual reality can be helpful when it comes to treating PTSD because it allows survivors of trauma to experience what it’s like to be in a safe environment they know very well.
While most live events don’t pose any real threat to attendees, this type of therapy is still interesting because it shows how VR could offer real benefits for virtual event organizers.
Event Marketing Software
While marketing your organization isn’t always easy, event marketing software makes the process easier by allowing you to send targeted messages based on why someone signed up for your virtual event.
It can eliminate a lot of the guesswork because this type of software does all the work for you and helps you decide who would be likely to respond best to what you’re offering.
Conclusion
When it comes to hosting a successful virtual event, there’s no doubt that technology plays an integral part in making sure everything goes as planned. By using reliable tools like those mentioned above, you’ll reduce risk and make sure that your audience gets the most out of their experience with your organization.
