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How to ensure you partner with the right online event management software company?

Your online event management software company plays an incredibly important role in assisting you to gain grand success with your virtual events. 

So many online event management software tools are invented/repacked after the COVID-19 breakout. And online events have become the new normal for events organizers and managers. 

But the question is - which one do you choose that should be the right fit for your events? 

Let’s learn how to ensure that you partner with the best online event management software provider.



1. Assess your event needs 

The first step toward choosing the right virtual event platform is to assess virtual event needs. 

Draw clear requirements. List down all you need. Create a clear plan. Have visibility into your strength and weakness.

When you go digital with you events, conferences, summits or meetings, you will be interfacing with technologies so much, but it doesn’t mean you have to be technically savvy. 

Your event needs and roadman might look like this: 
  • How many speaker sessions and their types 
  • How many breakout sessions and their topics 
  • Sponsorship opportunity areas 
  • Exhibitor opportunity areas 
  • Your event networking strategies 
  • Your attendee engagement strategies 
  • Your organization branding 
  • Etc. 
2. Research and compare 

You need to have concrete information or knowledge about different types of online event management software providers. 

Get their pricing, feature lists, know about their expertise and experience in the virtual event space, learn about their customer support and troubleshooting process, etc. 

Do your thorough research and start comparing with each other. 

To get the feel of how it looks and works, go for a product demo and ask questions. So that you can choose the best event management software for your virtual events. 

3. Online event management software capabilities and features 

This is going to be the most critical aspect to hosting your virtual events on an online event management software. 

You must be able to obtain all sorts of information - yes, detailed information about the capabilities of your best event management platform. 

Different event management software tools have different capabilities, features and limitations too. They are not the same. 

Check out all their technical and functional capabilities that could help you understand and evaluate your choice better. 

Consider these:
  • Third-party integrations 
  • Device and browser-agnostic 
  • Bandwidth to run your events smoothly 
  • Product simplicity 
  • Live broadcast 
  • Engagement & networking features
  • How sessions work 
  • For how long an event will be live on the platform 
  • Etc. 
4. Varied space types & opportunities 

You are going to need different space types and opportunities for your audience and sponsors & exhibitors. 

You will be in a fantastic position to monetize those spaces and earn money from your sponsors and exhibitors.

Check these with your best event management platform:
5. Event analytics and attendees’ information 

The best event management platform provides you with your online event analytics and attendees information. 

You can’t afford to miss out on this. 

Gold to get it and use it for informed decision making. 

6. In-built or third-party video solution 

Good to have the information on whether a virtual event platform provider uses their in-built or third-party video solution for screening live sessions, 1-1 meetings, networking meetings, etc. 

It doesn’t make much of a difference currently if they are using a third party webcast provider and integrate it with their system. Most of the platform providers use third-party webcasting solution provider for streaming live sessions 

However, as we progress and the virtual space disruption, we would be more likely to see different platform providers using their in-built video solution, not other vendors. 

When that happens, it will be greatly beneficial for you and your audience too because in-bult video solutions 

7. Customer support 

Customer support from the event software provider has to be up to the mark. You need their support to set up your whole event, troubleshoot any technical issues, guidance to best utilize it, training sessions, dry run with your speakers, and live support during the event. 

Conclusion 

As event organizers and professionals, you need to ensure that your online attendees, audiences don’t become victims of webinar fatigue. So, you must think of something that is beyond just a webinar - the best event management software for your virtual events. 

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