Updated 7/20/2021:

Though thanks to the vaccine rollout live events are returning, we at BLME still recommend having a virtual component to all events moving forward. 

Given that these events will now be a hybrid (aka both in-person and virtual), we have added some new questions you should ask yourself when picking a platform to host the aforementioned virtual components. 

We now recommend considering:

• Does the platform offer playback options for those who couldn’t make it to the live event?

• Is the link to the virtual event easily accessible from mobile devices for attendees who may be joining on from their commute, the office, or another meeting?

• Does the platform have ways to allow the virtual audience to interact as well, so as to not feel less than the live attendees? Think polls, Q&A, games, etc.

• Is there a way to create different price points for in-person vs. online tickets to the event?

• Does the platform offer ways for the live audience members to communicate with the virtual audience? This could be via instant messenger, video chat, or emails after the event. 

Now that events will be in a hybrid format, it is important to reassess your needs when it comes to virtual formatting. We recommend starting with these questions when picking a virtual platform. 

Originally published 12/11/2020:

Like most event and hospitality professionals, we have spent the majority of 2020 pivoting our events to a virtual format. While a five person meeting can be easily switched from being in-person to virtual, (oh Zoom, what would we do without you?) doing so for a 500 person gala isn’t as simple. However, with the right online platform and program, it can not only be done, but done extremely well. 

The Covid-19 pandemic, mixed with the digital age, has caused a plethora of virtual event hosting platforms to emerge. With all of the choices each having different offerings and features, how are you to choose a platform that best suits your event needs? At BLME, we have faced these tough and important choices as well. To make these decisions, we ask ourselves and our clients a list of specific questions. If you are struggling with how to pick a platform for your virtual event, use our questions below as a guide. 

How to Pick a Platform for Your Virtual Event 

• How many people can the platform host?

• Are you able to create breakout rooms?

• Are attendees able to turn on their cameras? What about their microphones?

• Are you able to share your screen? 

• Can you upload your content to the platform, rather than sharing your screen?

• Will your event automatically record?

• How much storage does the platform have?

• Do attendees need an invite or a code to access the event?

• As the host, do you have to pay to use the platform?

• Can you control attendees’ cameras and microphones?

• Are you able to have a co-host who can also help with controls and navigation?

• Is this platform accessible via smartphone, or does it require a computer? 

• Does the platform have multiple formats (ie, Zoom webinar and Zoom meetings)?

• In terms of cost structure, is it an annual license or a one-off fee? Will you be billed per attendee or per event?

• Does the platform include registration and ticketing options? What about a website builder?

If you are still stuck on which platform to use for your virtual event, fear not. Next month, BLME will be testing out multiple virtual event platforms and evaluating them based on the criteria above. Be sure to check our page in the new year for our reviews!