Top Technologies For A Successful Virtual Meeting Or Event

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Information Technology

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In-person events provide a unique ambiance and social experience that will continue to serve a significant purpose to businesses. However, the innovation, convenience, and affordability of digital tools and resources have sparked an influx of virtual events, from team and client meetings to launch parties and webinars (and everything in between). Of course, not all virtual events aren’t created equally, as they require thorough planning and execution. Acquiring the appropriate technologies is at the heart of factors to consider.

Are you interested in hosting virtual meetings or corporate events? Check out this list of must-have technologies to make the experience more enjoyable for you and your audience.

A Dedicated Website Or Page

Planning, organizing, marketing, and monitoring virtual events is much easier when you have a dedicated website or page. Much like a wedding website for engaged couples, a site or page containing program-related information is ideal. It’s a one-stop shop for your target audience to learn essential details such as the event's title, date, time, and cost. It’s also a lot easier to integrate into your marketing campaign.

Your event website or platform should provide essential instructions for attendees, tech requirements, the agenda, names and contact info for speakers, audience feedback, promotional videos , and images from your last event to give viewers more insight into why they should attend.

Registration And Payment Links

Traditional methods of managing registration and payments, like mailing invites or sending out emails, are time-consuming and costly. So, if your event website doesn’t include RSVP or registration options, you’ll want to create a link or page for your guests.

Create branded, attractive, and user-friendly forms for attendees to supply their necessary information. Include a payment process that includes various methods, including credit/debit cards and online payment processors like PayPal, Stripe, or Venmo, to ensure everyone can cover registration costs.

Lastly, ensure that whichever registration and payment platform you use is secure, as data breaches are becoming more prevalent. Encryption, password protection, and two-step authentications are all effective ways to keep your guests’ data safe.

Live-Streaming Platforms

Many virtual events are streamed live for audiences to view in real time. However, you’ll need a secure platform to stream videos. Some of the most popular service providers include YouTube, Twitch, Facebook, and Periscope. 

When deciding which live streaming platform is best for your virtual event, keep factors like ease of use, security, content management tools, video editing capabilities, monetization, digital rights, and analytics. It is also worth considering the preferences of your target audience.

Audience Engagement Tools

Keeping your audience engaged is crucial, whether showcasing your latest product features, training your team, pitching to prospective clients, or giving a speech on industry-related topics to colleagues. However, it’s more challenging when hosting a virtual event. Everyone is accessing your content from various environments and devices and has different needs.

One way to keep guests interested in your virtual event is to utilize audience engagement tools like live polling software . The platform works with video conferencing and live-streaming sites, allowing hosts to generate questions and get instant feedback from their audience. The analytic findings can provide insight into which topics your audience is most interested in, so you can fine-tune your event to meet or exceed their needs.

Other audience engagement tools include surveys, Q&A sessions, games, ice-breaking activities, images, videos, and learning modules. They all require audience participation and provide virtual event hosts with invaluable data that can be used to further their agenda and accomplish their goals.

Virtual events offer conveniences and economic advantages that in-person experiences can’t. They save individuals, business owners, and audiences time and money while helping them to overcome barriers like distance. However, hosting a virtual event is more than sending out a few emails, creating a meeting link, and hoping for the best. It starts with selecting innovative technologies to simplify the planning process and enhance the audience experience. Investing in the above resources will undoubtedly make your next virtual event one to remember.