10 Must-Have Virtual Event Technology Tools

10 Must-Have Virtual Event Technology Tools
10 Must-Have Virtual Event Technology Tools

The technology that supports events is the driving force behind the growing trend of virtual events. Everything from live-streamed conferences and concerts to live-streamed online tradeshows and webinars is now feasible thanks to technological advancements. However, what are the fundamental technological tools that you need to have in order to create a virtual event, drive registrations and participation, and conduct the event without any hiccups? In this article, we will examine the top 10 virtual event technology tools that are necessary for you to have in order to put together events that will thrill, amuse, and educate its attendees.

Explore 10 of the technological tools that we find most useful for virtual events:

1. A website for a virtual event

Virtual events, just like in-person ones, may reap the benefits of having their own specialised website. These websites serve as a “home base” for your virtual events, so lending a feeling of verisimilitude to those that take place in the digital domain. Every digital event attracts attendees who are constantly checking their email inboxes, some who are constantly checking social media, and yet others who don’t check any of these channels at all. Having a webpage for the event ensures that everyone is on the same page.

The following is a list of the most important components of a website for a virtual event:

When and where will it be? When does the event take place, and what time does it start? Where exactly are people congregating in cyberspace? (i.e., Which internet service will serve as the primary hub for the event?)
What exactly is going to take place, and why should people go? Provide a detailed explanation of the benefits that attending the virtual event will provide to those who sign up. What do you know? Opportunities for forming relationships? What about entertainment? This is your event pitch that convinces people to sign up for the event.
Transparency in branding. When attending an event, it shouldn’t take long to figure out who is in charge of it. There are select occasions, such as the Sundance Film Festival and the Consumer Electronics Show (CES), in which the event itself serves as the principal brand. However, the primary branding for the majority of events will be the business or organisation that is hosting the virtual programme.
Name of the event. Give your event a straightforward name that elucidates the issue at hand or the purpose of the gathering. At the same time, decide on a hashtag to use for the event that is coinciding with it.
A call to action and an invitation to register. Facilitate the process of potential visitors becoming registered attendance as much as possible. Your call to action (CTA) has to stand out and entice users to click.
photos that are both appealing and reflective of the occasion. Include photographs that convey the event’s overarching purpose. Interactions that provide joy in real life rather than on screens? What about education and research? Make use of pictures that show them what they may anticipate.
reactions to the occurrences that came before. Quotes from satisfied participants should be included if this is a recurring online event. You will discover these replies on social media as well as in the post-event questionnaires in which you will ask for them to be provided.

2. Technology for event registration Event registration is the bridge between event marketing and your virtual event;

as such, it must be streamlined, secure, user-friendly, and compatible with mobile devices. You have the option of using a customizable website design and registration platform for events, which integrates the design process with the registration procedure. You also have the option of adding a link for registration to an already existing website. The procedures for registering and making payments should be uncomplicated and risk-free regardless of the path you decide to take. In most cases, registration will consist of at least five pages, including the following:

Details on the attendees
Items that are required for registration (such as entry level or VIP tickets).
Sign-up for the session
A summary of the feedback and options selected by the participants
Page de paiement
You might also add questions for those who are registering, such as how they found out about the event or what they like most about the many options for breakout sessions. The responses might assist you in improving the planning of future virtual events as well as your marketing efforts.

3. Eventing software

At least in part, the majority of consumers get information about events using their mobile devices. Making your event more engaging and immersive may be facilitated by developing a mobile application to run in conjunction with your event website. In the same way that your website should represent the branding of the event, so too should your event app give a concise synopsis of the advantages it offers. Because you are so busy preparing the virtual event products, such as getting sponsors and putting the finishing touches on contracts for keynote speakers, it ought to be rather simple to construct.

Apps are the most important tools for virtual events because of their ability to engage attendees. The development of:

Building professional relationships
Knowledge-building via the use of original subject matter material created specifically for the event Sustained interest through the use of gamification and live question and answer sessions Understanding through the use of participant surveys before, during, and after the event
An event app may also increase money for the event by highlighting various sponsors and displaying advertisements for those sponsors inside the app.

4. software for live-streaming events

The majority of events that take place online are broadcast in whole or in part through live stream. In order to do this, you will need to have people congregate on a live-streaming application in order to witness the performances, product rollouts, training seminars, and keynote speeches that you have prepared. For live-streaming events, a number of technological alternatives are available, including the following:

Live broadcasts on YouTube, Facebook, and Periscope
Live broadcast
Twitch.com’s Brightcove
Create an incredible event to be held virtually.

5. A digital video production setup

In order to capture the most important aspects of your virtual event, you will require digital video equipment, regardless of whether the event will be entirely live-streamed or a combination of live and recorded footage. This may include recording a panel discussion in a studio, a remote performance on a stage, or a keynote lecture in the home room of the speaker. Whether you decide to hire professional event videographers or try to record the event with as little technology as possible, the following items are essential for doing so:

Camera for recording digital video (either a high-end digital camera or a smartphone).
In this case, tripods
Luminaires and related apparatus

6. Websites that host webinars

Some video streaming services are more suited than others for hosting interactive virtual events, such as business meetings, training sessions, and small-scale networking events. Instead of just watching a video, guests of a virtual event may engage in conversation with one another using these platforms. The following are some of the best software choices for this kind of interactive online event:

Livestorm presented by GoToWebinar
ClickMeeting, also known as.
These systems make it possible for the presenter to show screens in a dynamic manner while also holding dialogues with guests in real time.

Additionally, GoToWebinar, Webex, and Zoom, amongst others, link with Cvent solutions, which enables the development, administration, and execution of virtual training webinars to be carried out in a brisk and straightforward manner. With the help of these tools, you will be able to guarantee that your attendees register for your event, choose the appropriate sessions, and get the appropriate information about agendas, times, credits, and other relevant topics.

This technology also enables you to monitor all of the interaction that occurs throughout your virtual training and provides you with a comprehensive look into the event activity history of your participants. You also have the ability to send all of this information back to other critical systems, which is very beneficial if your business needs a certain number of training hours in order to get accredited or certified.

7. Access to dependable WiFi

Every location that serves as a source for video and live streaming must be equipped with strong WiFi so that the content can be sent to your audience. It is imperative that you double and even quadruple verify the strength of the WiFi connection at the event command centre, regardless of whether it is a studio or a corporate office. And if the keynote speaker is giving their presentation from the comfort of their own home, the WiFi there must be reliable.

8. software for the organising of events

arranging a virtual event is just as difficult as arranging an event that takes place in real life, despite the fact that some of the moving parts are somewhat different. You can’t possibly remember all that has to be done before, during, and after the event without the help of event planning software. You do not need food and beverage services for a crowd; but, if all of the members of the virtual event crew (speakers, cameraperson(s), and audio) are present at the venue at the same time, you may require some small-scale catering for them. You will also need somebody to put up the backgrounds for the speakers and the instruments for the seminar organisers, such as a whiteboard or a digital screen.

In order to guarantee that the technology for the event functions faultlessly, as was just said, you need to invest additional time configuring and testing it. You may organise such test-runs with the speakers (if they are recording from home) or with the vendors (if they are filming in a studio or on a stage) using the event planning software that you have. There are more options to organise your virtual event with the help of your planning software, including the following:

Keep a record of the RFPs you submit to potential providers.
One one location for monitoring replies to RFPs
Contracts with vendors and locations should be managed.
Create a flowchart of the event format for a virtual roundtable.
The last step in the process of arranging an event is to ensure that you have open lines of communication with your team, the key decision-makers, the speakers, the suppliers, and the sponsors. The software for event planning lets you prioritise the jobs that need to be completed by everyone on your team, whether it’s sending emails to suppliers or phoning speakers who are having trouble with the equipment.

9. The use of virtual reality technology (Guide: How to Create a Checklist for Event Planning)

The number of people participating in experiential marketing and events has significantly increased over the last several years. The use of virtual reality is a fantastic method for bringing a sense of community to activities that take place online. You may offer participants thorough product demonstrations, take them on team-building museum excursions, or enable them to explore a virtual trade fair all via the use of virtual reality (VR).

It is necessary to have a virtual reality camera and tripod in order to record in VR. Additionally, you will need a computer and VR editing tools in order to construct the final presentation. You will also need to ensure that each attendee has a VR headset that they are able to utilise throughout the event. An excellent strategy would be to provide each registrant with a low-cost VR headset, like Google Cardboard, that they could use in conjunction with their mobile device.

10. Software for the promotion of events

A advertising plan is required for your virtual event in order to ensure that participants sign up and appear at the scheduled time. You may build your promotion strategy with the assistance of event marketing software, which also allows you to arrange marketing emails, paid event advertising, and social media postings. Event marketing software assists you in a variety of ways, including but not limited to the following:

Invitees who have not yet registered should get reminder emails.

Send reminders to the busy registered attendees who may fail to make the event due to their hectic schedules.
Keep an eye on how many emails are opened.
A/B testing should be run on social postings, advertisements, and event emails.
Follow the activity on social media.
Get started right now with the most advanced virtual event technology tools!
Technology plays a vital role in virtual events in every way; check that your infrastructure can handle the strain.

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