Your Guide to Virtual Event Platforms

Virtual events have become integral for reaching, engaging, and converting audiences. However, for event planners, organizers, and B2B marketing professionals, the challenge lies in choosing the right virtual event platform. This comprehensive guide aims to demystify the options, providing insights into the standout features, best use cases, and pricing structures of some of the leading virtual event platforms.

What is a Virtual Event Platform?

A virtual event platform is a software application or online platform that allows users to host, manage, and attend virtual events such as summits, conferences, webinars, trade shows, and meetings. These platforms typically provide key features such as live streaming, online ticketing or event registration, interactive chat and Q&A, virtual networking spaces, and audience engagement tools.

Best Virtual Event Platforms

Amidst the noise of virtual event platforms, a few stand out. Let's dive into the features, use cases, pricing, and ease of use for each:

Demio

Best Features: Demio is best known for their robust webinar and virtual event analytics, insights, and engagement features. Data points include attendee focus score, attendee engagement, attendee CTA clicks, and more. Engagement features include polls, handouts, live call to actions (Featured Actions), customizable backgrounds, and more. Demio is used by marketers looking to scale their lead and demand gen programs, customer experience members driving retention and renewals, and sales team members leveraging automated sales demonstrations. Demio offers three virtual event types: Live, Automated, and On-Demand. Demio also offers seamless customization, easy setup and a browser based platform for a frictionless attendee experience.

Best For: Revenue teams looking to better use their virtual event data to drive follow up conversations and conversions.

Pricing: Demio offers competitive pricing plans with payment options on a recurring monthly or annual basis, all of which can be purchased directly from Demio's website. Demio's most popular plan starts at $184 a month, but there are plans with price points both above and below that threshold. Demio also offers a 14 day free trial.

Livestorm

Best Features: Livestorm enables the management of both virtual and hybrid events inside their platform. They also allow large scale virtual events that can accommodate more than 3,000 participants including online conferences and summits. Other use cases include live Q&As and company communication events.

Best For: Perfect for businesses who want to accommodate both virtual and hybrid events in one platform, or need a platform that accommodates a large number of attendees.

Pricing: Livestorm's pricing is based on active contacts (a unique registrant or team member who has registered or joined at least one of your events.) Pricing start at $79/month and rises from there. Some of their plans can be purchased through their website, and some must be purchased through Livestorm's sales team. Livestorm also offers a free plan that can include up to 30 live attendees and can last up to 20 minutes per event.

On24

Best Features: On24 is a digital engagement platform that enables you to engage with your prospects, customers, partners, and community stakeholders. Their Virtual Conference product drives networking, gamification, and immersive event sessions.

Best For: Businesses looking to seamlessly transition from in-person events to virtual conferences.

Pricing: On24 does not offer transparent pricing on their website. In order to get a quote, you must schedule a consultation.

Zoom Virtual Meetings

Best Features: Zoom is known for its simplicity. It's a go-to for straightforward, no-frills virtual meetings. Zoom Virtual Meetings offers team chat, easy collaboration tools, and meeting transcripts.

Best For: Businesses who need an easy to use solution without the bells and whistles of other virtual event platforms.

Pricing: Zoom's pricing caters to a wide range of budgets, making it accessible for businesses of all sizes. Pricing starts at $15.99 a month per user and ranges up to $26.99 a month per user. All of their plans can be purchased directly from their website.

Airmeet

Best Features: Airmeet shines in fostering networking opportunities during virtual events and conferences. Its virtual lobbies and breakout sessions enhance participant interaction.

Best For: Businesses prioritizing networking and relationship-building in virtual environments.

Pricing: Airmeet offers a number of plans on their website, ranging from a free plan to their All in Suite plan, which requires a conversation with an Airmeet team member. Website pricing after the free plan starts at $167 per month.

Accelevents

Best Features: Accelevents is an event management platform that distinguishes itself with a robust set of features for virtual and hybrid events. Its interactive expo halls and networking lounges elevate participant engagement. It can also handle check-in and badge printing, and offers a mobile event app for attendees.

Best For: Businesses looking to host virtual and hybrid events with a focus on interactive elements.

Pricing: Accelevent's pricing starts at $5,000 for hosting a single event with 500 registrants. The price then goes up based on number of registrants needed.

Zuddl

Best Features: Zuddl is an event platform that allows users to decide which components are needed for their event, via a modular approach. They offer not only virtual event capabilities, but also in-person and hybrid. Zuddl stands out for its broadcast quality video production and streaming. It offers engagement resources such as chats, polls, and surveys, a built-in green room for tech checks with speakers as well as a drag and drop event landing page builder. It's a comprehensive and robust platform to host virtual events.

Best For: Businesses looking for an all in one platform to manage virtual events, in-person events, and hybrid events.

Pricing: All of Zuddl plans (Virtual Events, In-Person Events, and Hybrid Events) are billed annually. Their website does not offer transparent pricing at this time.

Hubilo

Best Features: Hubilo offers an all-in-one virtual event platform, covering everything from event planning to execution. Its analytics provide insights into participant behavior. On their Digital Events plan, features include a branded mobile app, multilingual support, and the ability to host multiple talk tracks and sessions.

Best For: Businesses looking for an end-to-end virtual events solution.

Pricing: Hubilo offers three plans on its website: Webinar+, Digital Events, and All-in. Hubilo's website does not offer transparent pricing on these three plans.

Goldcast

Best Features: Goldcast excels in creating immersive virtual summits with features like virtual lobbies and customizable event spaces. The platform can serve live sessions, pre-recorded sessions, single sessions, or multi-track sessions. Other features include1:1 networking, photo booths, leaderboards, content and resource hubs, and breakout rooms.

Best For: Businesses aiming to create visually appealing and engaging virtual environments for their events.

Pricing: Goldcast doesn't offer transparent pricing on their website.

Essential Virtual Event Platform Features

Selecting the right platform goes beyond the brand name. Here are key questions to consider:

• Business goals: As with all tech purchases, start with what you're solving for. What's the objective your virtual events are designed to support? Is it lead generation? If so, how does the platform itself support lead generation? Where can you identify the leads that registered? How easy is it to get those leads into your existing workflows? What about attendees? What about those who registered but missed? Work backwards understanding how your event platform and strategy will ultimately impact your business goals.
• Budget: What's your budget for a virtual event platform? Again, think through the expected outcome of your virtual event strategy. Are you moving from one platform to another? If cost is the primary motivator, be sure you aren't neglecting the required features that will enable you to prove ROI from this channel.
• Scaling Growth: How does the platform grow with you? How does the pricing change if you increase your number of events, or your number of registrants? How do your platform's integrations scale with you? If you're moving to HubSpot in the near future, but the platform you're evaluating doesn't offer HubSpot as an integration, you should consider the impact.
  What integrations or third-party apps does the platform support?
• User Experience: What does the experience look like through the entire event funnel? From promotion to registration, to event production, and follow up - be sure you're clear every step of the way on what your attendees and registrants will see. This is another reason why freemium and free trials are such great resources to leverage in your evaluation - test it out.
• Security: What security and compliance requirements does your business need to consider
• Brand Affinity: What's the reputation and track record of this product in the market? What kind of customers are on the website? What kind of reviews and case studies can the platform offer? Do you know anyone in your network who is using it?
• Customization: Can you tailor the platform to reflect your brand identity for a cohesive virtual experience? What about registration pages and email reminders? What is customizable and what is unable to be changed? Creating unique and memorable virtual events hinges on the ability to tailor experiences for diverse audiences. Demio, alongside other leading platforms, recognizes the critical role customization plays in event success. From branded registration pages to personalized engagement features, these platforms empower businesses to curate events that align with their brand identity and resonate with participants. The flexibility offered by Demio and its counterparts ensures that businesses can go beyond cookie-cutter events, fostering meaningful connections with their audience through personalized experiences.
• Easy Setup: How long does an event take to set up? Is the back end user-friendly? Does event set up require additional support?  Does the user experience reflect what you want to have happen for your registrants and attendees? The success of virtual events is significantly influenced by the ease of setup, and Demio and its counterparts have mastered the art of simplifying this process. These platforms understand that time is of the essence for busy professionals planning events. Through intuitive interfaces, straightforward navigation, and step-by-step guidance, Demio ensures that users can seamlessly set up and configure their virtual events. By removing technical barriers, these platforms empower users to focus their energy on creating compelling content and engaging experiences rather than grappling with complex setup procedures.
• Audience Engagement: What engagement features does the platform provide? Bare minimum should include Q&A, polls, and a way for attendees to connect not only with the host, but with each other. At the core of virtual events lies the imperative to engage the audience actively. Demio, in tandem with other top platforms, provides an array of tools and strategies designed to captivate participants throughout the event. From interactive polls and Q&A sessions to live chat features, these platforms facilitate dynamic engagement. Demio's emphasis on real-time interaction and audience feedback and participation ensures that events are not passive experiences but vibrant, two-way conversations. By leveraging these engagement tools, businesses can leave a lasting impression on their audience, fostering a sense of connection and community. Looking for more help on audience engagement? Check out our virtual event engagement ideas.
• Analytics and Reporting: This is an important one. What kind of reporting do you need to prove the value of your virtual event? Today's virtual event platforms should provide reporting that go well beyond a list of who registered and who attended. Today, you have to know who engaged with your session, and how, in order to facilitate effective conversations after the event is over. In the realm of virtual events, data-driven insights are paramount for understanding audience behavior and optimizing future events. Demio, alongside its peers, boasts robust analytics and reporting capabilities that provide actionable data and insights. These platforms offer comprehensive metrics, including attendance rates, participant engagement, and post-event feedback. Demio's analytics suite goes beyond mere numbers, offering valuable insights into participant interactions, content performance, and overall event success. Armed with this data, businesses can make informed decisions, refine their event strategies, and deliver more impactful virtual experiences.
• Software Integrations: What are the must-have platforms already in your tech stack? Where does your reporting take place? Make sure your virtual event platform seamlessly integrates to provide the data you need in the place you need it. Seamless integrations with other software tools are instrumental in enhancing the functionality of virtual event platforms. Demio and other leading platforms recognize the importance of interoperability. By seamlessly integrating with popular marketing tools, CRM systems, and other essential software, these platforms ensure a cohesive event experience. Demio's commitment to compatibility allows users to leverage their existing tech stack, streamlining workflows and maximizing the value of their virtual events. The ability to integrate with various software solutions positions Demio and its counterparts as versatile and adaptive platforms that cater to the diverse needs of modern businesses.
• 24/7 Support: Do they offer technical support in a timely fashion? What happens if there's a technical glitch in your event in real time? Do you have a direct line to the support team? Demio takes pride in its commitment to 24/7 support, a commitment shared by other leading platforms. The assurance of round-the-clock assistance ensures that users have the support they need precisely when they need it most. Whether troubleshooting technical issues during a live event or seeking guidance on maximizing platform features, businesses can rest easy knowing that support is just a message away. Demio's customer-centric approach reflects a dedication to providing not just a platform but a partner in ensuring the success of every virtual event.
• Dynamic Content Delivery: How seamless is it to switch from slides, to video, to panel discussion? How adaptable is your virtual event software across various devices? Can event attendees easily attend your event from their mobile?

Frequently Asked Questions about Virtual Event Platforms

What is the best virtual event software?

Determining the best platform depends on your specific needs. Consider factors like audience size, event complexity, and desired features, as well as key business objectives. What problem is your solution meant to solve for? Look beyond only features and be sure to think about expected outcomes. Do you need to produce a certain number of registrants each quarter? Does that require you to do a certain number of live events each quarter? Does your platform provide on-demand options? All of these are questions to ask when choosing a virtual event platform.

How much does a virtual event platform cost?

Understanding the cost implications is crucial for businesses aiming to maximize the value of their online events. Demio's transparent pricing structure and range of plans cater to diverse needs, ensuring that businesses can find a solution that aligns with both their requirements and budget. When evaluating platforms, know that costs vary based on features, audience size, and the platform chosen. Pricing structure also varies per platform. Some price based on number of accounts or hosts, while others price based on number of attendees or registrants. Evaluate your budget and the value the platform brings to your events.

What do you need to host a virtual event?

Virtual event planning and virtual events management are key elements to hosting a virtual event. While event needs certainly change from business to business, there is one need that is required by all: when designing your virtual event strategy, you must start with a key business objective. What is your virtual event solving for? What is the expected or intended outcome of your event? Before you can determine a relevant topic, and audience for that topic, you must first start with your event goal. Then be sure to add KPIs or virtual event metrics to that goal. How will you know if your event was a success? Does success look like new customers? New leads? Retained customers? How will you measure virtual event ROI?

Your event will also require event promotion. How does your event tech enable event promotion? Does it provide automated reminder notifications? Does it provide a customizable registration page?

There are a lot of things to consider when hosting your event, and we know it can be overwhelming. We’ve outlined a ton of them in our virtual event best practices guide, and created a virtual event trends outline to help you make the most out of your upcoming event.

What’s the difference between virtual events and video conferencing?

Virtual events and video conferencing both involve using technology to connect people remotely, but there are some key differences between the two:

1. Scope: Virtual events are often larger in scope and can include multiple sessions, speakers, and activities, similar to an in-person conference or trade show. Video conferencing typically involves smaller, more focused meetings between a few individuals or teams.
2. Interaction: Virtual events often include interactive elements such as live polling, Q&A sessions, and networking opportunities, while video conferencing is primarily focused on direct communication between participants.
3. Engagement: Virtual events are designed to engage and entertain participants over a longer period of time, while video conferencing is more focused on information sharing and collaboration. Virtual event activities are often designed specifically with engagement in mind.
4. Purpose: Virtual events are often organized for specific purposes, such as industry networking, product launches, or educational seminars, while video conferencing is typically used for regular team meetings, client consultations, or project updates.
Overall, virtual events are larger, more interactive, and have a broader purpose, while video conferencing is more focused on direct communication and collaboration.

This guide aims to demystify virtual event platforms, empowering B2B marketers to make informed decisions. Whether you're hosting webinars, virtual summits, or networking events, the right platform is the key to success. Keep this guide handy as you navigate the virtual event landscape, and remember, Banzai is here to support your journey. Cheers to successful virtual events! 🚀