Planning a virtual event, whether it’s a business meeting or a family reunion, can be as complicated as planning an in-person event. But with the right software, it doesn’t have to be.
Virtual events are an incredible way to unite people from all over the world, and garnering a reputation as great organizer of virtual events is sure to help your brand or business. Done right, they are amazing promotional opportunities for your business.
Fortunately, there is a plethora of software out there to help you plan and execute the perfect virtual event. From registration and polling programs to media streaming applications, here are 9 great pieces of software you can use to host a successful virtual event.
Starting with a mainstay, but Zoom really is one of the key pieces of software for any virtual event. With its wide range of options, you can customize your Zoom experience to fit the needs of your event. From password protection and waiting rooms to virtual backgrounds and breakout rooms, Zoom has everything you need for a successful virtual gathering.
Zoom is also one of those software where it pays to pay. With its paid plans, you get additional features like the ability to have up to 500 participants on a call and increased cloud storage space.
For larger-scale events, GoToWebinar is a great choice. It can accommodate up to 1000 attendees and has all the bells and whistles you would expect from top-tier virtual event software. It has an interactive registration system, automated emails, and detailed analytics to help you understand how successful your event was.
This is a more popular software for businesses, so if you’re looking for a virtual platform to host a conference or training session, GoToWebinar is definitely worth considering.
Everytale is an online event planning software that helps you to easily manage all aspects of your upcoming events. It includes features such as a built-in checklist, budget tracking and management tools, vendor communication, and more.
It also offers collaboration features so multiple people can work together on the same event in real-time. Whether you’re planning a corporate event, family reunion, or neighbourhood block party, Everytale makes it easier to get everything done.
If you need something more basic and don’t have the budget for one of the more expensive software solutions, Skype might be the way to go. It’s free and relatively easy to use. It also has a range of features that can help you host a successful virtual event, including group video chats and screen-sharing capabilities.
There are some limitations to Skype, though. You’re limited to only 50 participants in a group chat, and the video quality can be subpar depending on your internet connection.
Similar to Skype, Google Hangouts is a free and easy-to-use software solution for virtual events. It’s also compatible with other Google products, making it a great choice for businesses that are already using the Google suite.
Google Hangouts can also handle up to 150 participants in a group video call and has some cool features like voice recognition and text chat. The downside is that the quality of the video isn’t always top-notch, so if you’re hosting a large event, you might want to look into something else.
Planning and creating the event and presentation
Before you can host a virtual event, you need to plan it. There is plenty of software out there to help you invite and coordinate your guests so that your event goes off without a hitch. You will need things like email software, event planning software, and video conferencing tools.
Pitch is a collaborative presentation software that allows modern teams to create stunning decks together in minutes. It offers everything you need to create compelling, persuasive presentations from the ground up – including visually-rich, beautifully-designed templates.
With Pitch, you can present your sales decks or agency portfolios asynchronously through video recordings or integrate them with other project management tools like Notion for better planning and team execution.
Pitch has a free starter plan that allows you to create unlimited presentations and access 100+ free presentation templates. They also have a Pro plan that starts at $8 per month, which fits best for power users and growing teams.
Mailshake is an email outreach software that can help you coordinate your event. It has features like personalized emails, automatic follow-ups, and tracking tools so that you can make sure all of your invites get to the right people.
It is also one of the more affordable software solutions, so it could be a great choice if you’re on a budget.
Eventbrite is an event management software that can help make planning your virtual event easy and stress-free. It has everything you need to create and manage invitations, keep track of registrations, collect payments, and send out automated reminders to your guests.
Eventbrite also integrates with tools like Zoom and Google Hangouts so that you can easily create virtual events from within their platform. And if you’re looking for more detailed analytics, they offer a Pro plan that gives you access to in-depth metrics about your event.
Advertising the event
Once you’ve planned your event, the next step is to get people to attend. Social media can be a great tool for this, as it’s free and easy to use.
If you want to reach a broader audience, though, you may need to invest in digital marketing services like Google Ads or Facebook Ads. These services allow you to target specific audiences and get your events in front of more people.
No matter how you advertise your event, it’s important to make sure you have a clear call-to-action so that potential attendees know what they need to do. Offering incentives or discounts can also help boost attendance.
Some software that you might consider for advertising a virtual event (both to current followers and customers, as well as new leads) is Hootsuite and Meetup.
Hootsuite is a social media management tool that can help you keep track of conversations and post content on multiple platforms at once.
It also has powerful analytics tools to track your reach and engagement levels.
Meetup is another great resource for advertising your event, as it allows you to create a page for your virtual event and invite people from within their platform.
It also has powerful tools for engaging with attendees, such as polls and RSVP tracking.
After you’ve planned and executed a successful virtual event, you need to thank attendees just as you would people who came to a physical event. There are plenty of ways to do this to ensure positive reviews, feedback and word of mouth.
Send out personalized emails to thank each attendee. You can also share pictures or videos from the event, send them a link to any post-event surveys that were conducted, and provide resources to help them continue learning about the topics discussed.
Social media is another great way to spread the word about your event. Posting about it on platforms like Facebook and Twitter can help you reach a wider audience and generate more interest.
Finally, you should use analytics to understand how successful your event was so that you can learn from it and make future virtual events even better. Most software solutions have built-in analytics that can provide detailed insights into the success of your virtual event.
With the right software and a bit of planning, you can host a successful virtual event that is both engaging and effective. By taking the time to do some research, you can find the best solutions for your budget and needs so that you can create an unforgettable experience for everyone involved.