From sourcing speakers, to promotion and choosing a venue, event planning takes a lot of time and energy. On top of that, the fact that most events now are at least partly, if not fully, virtual makes the process even more challenging.
Whether you’re a seasoned event planner for your organization or new to the game, partnering with a virtual event platform vendor can have a variety of benefits, including:
• Greater audience reach
• Lower marketing/operating costs
• Easier to manage
• Improve your brand strategy
• Provide valuable data
Perhaps your organization is already working with a virtual event platform. But with the number of vendors out there specializing in a variety of areas how can you know that you’re getting the most value out of your investment?
4 Reasons You May Need to Find a New Virtual Event Platform Vendor
If your virtual event platform vendor has any of the following traits, it may be time to find a new one:
1. Outdated software
2. Lack of responsiveness/proactivity
3. Lack of vision/creativity
4. Lack of partnership
1. Outdated Software
Face it — if you’re working with a tech company, its virtual event software better be top notch. After all, this is the platform your attendees, speakers, sponsors, and exhibitors will log into — think of it as a virtual venue.
You wouldn’t want a disorganized, unappealing real-life venue, so why should your virtual venue be this way?
Is your virtual event platform vendor’s software:
• Difficult to navigate?
• Visually outdated?
• Not mobile friendly?
• Unable to integrate with other platforms?
These are all definite signs to look elsewhere for virtual event production services.As an event organizer, you want a platform that’s simple to use, is easy to set up, has a user-friendly interface, and is accessible on a variety of devices.
2. Lack of Responsiveness/Proactivity
Executing a virtual event is no different than running any other type of event — things can go wrong. Having a team that’s prepared to handle these challenges is essential to the success of your event. How is your vendor handling issues like the following?:
• The night before your event, your registration company informs you that changes have been made to their system and they are not sure conference attendees will be able to access your event.
– Does your current platform vendor have programmers on staff ready to make the necessary changes?
• What if there are technical issues and the speaker can be seen and not heard?:
– Can the platform’s tech team quickly resolve the problem?
• What if a speaker cancels at the last minute or is unable to travel?:
– Do they have a pre-recorded presentation to fill in the gaps?
Not only should your production team have a “Plan B,” it should also be able to stay ahead of potential issues. Live events give a little more time to problem solve, but a virtual production needs quick action, or attendees will lose attention and potentially log off.
If your virtual event production provider doesn’t have the staff capacity or innovative solutions to prepare for and deal with any situations that arise, it may be time to switch providers.
3. Lack of Vision/Creativity
The influx of virtual events during the pandemic have led many to experience “virtual burnout,” so it’s important to work with a virtual event production team that has the vision and creativity to develop interactive, virtual engaging experiences.
Does your current provider offer:
• Chat rooms?
• Forums & virtual breakout sessions?
• Tools for live polling, quizzes, surveys, and Q&As?
If your virtual event production team doesn’t have the tools to keep your audience interested and logged on, it’s time to shop around.
4. Lack of Partnership
Does your virtual production team feel like an extension of your own?
Your relationship with your virtual event service team should be more than a business-client relationship. By working with you instead of for you, it becomes a part of your own team.
As a member of your team, the vendor should be:
• Invested not only in your satisfaction, but also in the satisfaction of event attendees and sponsors
• Proactively reaching out to you to help plan your next event
• Quickly addressing any issues that arise
• Prompt in responding to communications
• Knowledgeable in all aspects of the virtual event production process
Active listening, collaboration, and growing together are the keys to mutual success — for you, your partner, and your attendees and sponsors.
Is It Time for a Change?
When you think about your virtual event production provider, do you think of the following terms?
If the answer is “no” to any of the above, you aren’t getting the value you deserve. Your attendees and sponsors aren’t either.
With the right virtual event platform vendor, you can delight your attendees and sponsors, while focusing on what you need to do as an event planner.
For more resources on virtual events and virtual event platforms, check out these resources.