10 steps on choosing a platform for virtual events

When choosing an optimal platform for a virtual event, several points must be taken into account. If you are holding an event, you need to choose a platform that will allow you and your visitors to communicate in real time. We have collected five steps to choose the optimal platform for virtual measures that will ensure uninterrupted work when carrying out and promoting your next event.

1. Start with the question «Why?»

First of all, before starting, ask yourself: "Why do I need this?" What do you want to achieve using this specific virtual event? Provide a platform for virtual non -playing so that participants can easily communicate with each other? Make an outstanding virtual exhibition to connect a business with customers? Or maybe you need to make a fascinating conference with many entertainment? Regardless of what type of event you organize, start with the goal. It will become your constant reminder of the direction in which you need to move at every organizational stage.

2. Find out your audience

When the main goal is clear and you already know what you need, at the next stage, think about the listeners. How many of them will come to the event? Who are these people and what types of activity do they like? Even a small study of the audience will give you a good idea of ​​everything related to the event platform, organizational level or activities during the event.

3. Consider your budget

 Determine how much you are willing to spend on the platform and ensure it aligns with your event's financial constraints. Different platforms offer different pricing structures, so knowing your budget can help narrow down your options.

4. Create a comparative characteristics table

After you defined the goal and learned about the audience, you put up the puzzle and got the best idea of ​​what requirements and expectations are facing you. Thus, now you must understand what set of functions may be needed for your event. Make a list of 4-6 platforms that you are considering and the opportunities that they provide.

Needs vary for every event. For example, attending a healthcare conference is different from attending a partner conference. Consider this when evaluating the best virtual event platform for you. The type of event you’re hosting matters. You’ve spent many years building your client community. Make sure your virtual events live up to their expectations. Using a mediocre virtual event platform and delivering a poor experience can damage your brand. That’s why it’s essential to consult a virtual event platform comparison chart.

What features should you look for when doing a virtual conference platform comparison? Some features are critical for any type of event. Others depend on the specific type and purpose. Here are some of the best virtual event platform features you’ll want to consider:

5. Dive into it

Another important step in choosing a platform for virtual events is a conversation with your colleague. Despite the fact that most companies do everything possible so that the functionality is understandable and convenient, do not miss the chance to see the demo version and it is better to study the capabilities of the product that you are going to use. For example, in OnlineExpo, we even provide free consultations to support you in creating your first virtual events, guaranteeing high ease of use. This opportunity is available for both beginners on our platform and for regular customers who may need help. You can order a consultation for just a few clicks.

6. Evaluate customer support and training

Check if the platform offers comprehensive support person to person or by AI bot, including training resources, live chat, and dedicated support teams. Robust customer support can be critical during an event to address any issues promptly.

7. Check scalability and flexibility

Ensure the platform can handle your expected audience size and can scale up if needed. Flexibility is key to accommodating any changes in your event's scope or size. For example, in the case of an, the ability to add or remove features according to the current needs of the event is crucial. This adaptability allows you to make adjustments even if new ideas or requirements arise during the planning and execution process. A scalable and flexible platform ensures that your event can grow or shrink seamlessly, providing a tailored experience that meets your specific needs.

8.  Look for integration capabilities

Ensure the platform can integrate with other tools you use, to streamline event management and follow-up. For example, integration with tools like for audience engagement, Vimeo for high-quality video streaming, and other existing subscriptions you may have, is essential. Just because you already have subscriptions to certain tools doesn’t mean you can’t use them. can integrate almost all of these tools into their platform, allowing you to maximize the value of your existing subscriptions while creating a seamless and efficient event experience. This capability ensures that your event runs smoothly and leverages the best tools available for interaction, content delivery, and attendee management.

9. Consider data security and privacy

Ensure the platform complies with relevant data protection regulations and has robust security measures in place to protect sensitive information.

10. Try it out yourself

Congratulations! You are on the finish line and are almost ready to make the right choice. The last touch remained - to make sure that the platform that you decided to use not only looks and feels good, but also works the same way. To do this, leave in your schedule an hour or two to test it. Create a test event that is very similar to the one that you plan to organize in reality. Try all the functions that you are going to use. And, of course, do not forget about connecting the equipment of all interested parties and testing it on the platform.

Sometimes even such a simple task at first glance as choosing a platform for virtual events may require a special approach and take a lot of time. But, following the right plan, you will be delighted with the result and feedback that you will receive in the end.

OnlineExpo specialists will help you organize and successfully hold an online, offline or hybrid event with any number of participants. Book a free consultation now!