Bridging the Gap: Why Including a Virtual Conference Platform is Essential for In-Person Events

New technology has given rise to digital event platforms, revolutionizing the way conferences are organized and experienced.

Virtual conferences now let organizers bridge the gap between in-person and online experiences. These platforms offer a host of features and capabilities that enhance the event experience – making storytelling and content more interactive, accessible and inclusive.

So, why is it essential to include a virtual conference platform with your in-person events? Keep reading to find out!

Understanding Virtual Conference Platforms

Digital event platforms allow companies and organizations to create and host virtual conferences, trade shows, webinars and other types of events.

These platforms leverage cutting-edge technology to replicate the essence of in-person events within a virtual environment.

By incorporating various tools and functionalities, virtual conference platforms enable attendees to participate in live sessions, network with other participants, engage with exhibitors and access event content from anywhere in the world.

The Benefits of Incorporating a Virtual Conference Platform

Incorporating a virtual conference platform offers numerous benefits for event organizers and attendees alike:

• It eliminates the constraints of physical venues, allowing events to be conducted on a global scale. Attendees from different corners of the world can join the event without the need for travel, accommodation or other logistical arrangements. This improves the reach and scale of storytelling and opens additional opportunities for lead generation.
  
  
• Virtual conference platforms provide a cost-effective solution for event organizers. Traditional events often incur significant expenses related to venue rental, catering and logistics. By going virtual, these costs can be significantly reduced, making events more accessible and affordable for both organizers and attendees.
  
  
• Virtual conference platforms offer enhanced engagement and interactivity. Attendees can actively participate in live sessions through features such as live chat, Q&A sessions and polls. Networking opportunities are also enhanced, with virtual conference platforms providing dedicated spaces for participants to connect with each other and establish valuable connections.
  
  

How Virtual Conference Platforms Enhance In-Person Events

Contrary to popular belief, virtual conference platforms do not replace in-person events - rather, they complement and enhance the overall experience.

By incorporating a virtual element into an in-person event strategy, organizers can extend the reach and impact of their event – leading to more brand and product awareness, customer loyalty and increased customer education.

Virtual conference platforms allow organizers to live-stream keynote speeches, panel discussions and other sessions to a wider audience. This enables individuals who are unable to attend the physical event to still benefit from the knowledge and insights shared.

It also serves as a valuable marketing tool, creating buzz and generating interest in future events.

Additionally, virtual conference platforms offer on-demand access to event content. Attendees who may have missed certain sessions can catch up at their convenience, ensuring that they do not miss out on valuable information.

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Choosing the Right Platform for Your Virtual Conference

When it comes to choosing a virtual platform for a conference, there are several factors to consider:

• The platform should be user-friendly and intuitive - ensuring that both organizers and attendees can navigate and utilize its features without any difficulty.
  
  
• The platform should offer a range of customization options allowing organizers to tailor the virtual conference experience to their specific needs and branding. This includes customizable registration forms, branded virtual booths and personalized agendas.
  
  
• It’s crucial to consider the scalability and reliability of the platform. A virtual conference may attract a large number of attendees, and the platform should be able to handle the influx of traffic without any glitches or downtime. It’s also important to ensure that the platform provides robust security measures to protect sensitive data and prevent unauthorized access.

Key Features and Capabilities of Virtual Conference Platforms

Virtual conference platforms (such as Notified’s) come equipped with a variety of features and capabilities that enhance the overall event experience.

These include:

1. Live streaming: Use a webcast platform to live-stream sessions and allow virtual attendees to participate in real-time.
   
   
2. Interactive sessions: Include features such as live chat, Q&A and polls to encourage engagement and participation.
   
   
3. Monetization: Monetize your event with sponsorship opportunities across sponsor pages, ads and speaking opportunities.
   
   
4. Virtual exhibitor booths: Dedicate spaces for exhibitors to showcase their products or services and interact with attendees.
   
   
5. Networking opportunities: Let attendees connect with each other and establish valuable professional connections.
   
   
6. Analytics and reporting: Get comprehensive data to measure the success of the event and gather insights for future improvements.

Best Practices for Using a Virtual Conference Platform

To make the most of a virtual conference platform, event organizers should follow some general best practices:

1. Plan and prepare: Define clear objectives, create a detailed agenda and ensure all presenters are familiar with the platform.
   
   
2. Promote the event: Utilize various marketing channels (email, social media, website) to generate buzz and attract attendees to the virtual conference.
   
   
3. Engage attendees: Encourage active participation through interactive sessions, networking opportunities, and gamification elements.
   
   
4. Provide technical support: Offer dedicated technical support to ensure that attendees can navigate the platform and resolve any issues promptly.
   
   
5. Gather feedback: Collect feedback from attendees to identify areas of improvement and continue enhancing the virtual conference experience.
   
   

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Choose Notified's Digital Event Platform for Your Next Virtual Conference

Including a virtual conference platform is essential for today’s marketers and event organizers. These platforms offer a range of benefits - including extended reach, cost-effectiveness, enhanced engagement and flexibility.

By choosing the right platform and following industry best practices, companies and organizations of all sizes can create memorable and impactful experiences for global attendees.

At Notified, we provide you with the digital event technology and services expertise to plan, build and deliver world-class experiences that engage your existing audience and convert new attendees into activated members of your brand community.

We apply our expertise to creating the most effective ways to showcase your brand, products, key messaging and people across keynotes, breakouts, Q&A sessions and all other experience formats.

Learn more about our award-winning virtual conference platform today.