We have made sure that this list covers the best event management software that has all the necessary tools required to streamline the event planning process for you.

10 Best Event Management Platforms in 2023

1: vFairs: The Ultimate Event Management Platform

vFairs offers a range of solutions for any virtual event type that includes but is not limited to trade shows, conferences, job fairs, open days, benefits fairs, etc. The virtual event software offers a remarkably impressive range of third-party integrations and accessibility features as well. vFairs has also been consistently ranked among the top virtual event platforms by customer reviews on G2 and Capterra.

You can create, promote, manage, and execute an entire virtual event on this one platform. The platform has exceptional networking capabilities and also offers gamification tools that can make your event more fun. Moreover, the platform also offers effective email marketing tools, in-event and post-event reporting dashboards, and a stellar customer service experience. 

Event Registration & Ticketing 

vFairs offers easy-to-use event registration and ticketing solutions for all types of events through an event landing page. You can set up a completely customized event landing page with an online registration form, event agenda, and other details. Attendees can fill out the form and pay through payment gateways like Stripe, PayPal, Fatora, etc. The online registration form makes it easier for event hosts to manage attendee data as well.

vFairs also offers ticketing solutions, especially designed for paid events. The online registration form can be set up into various tiers differentiated by add-ons, exclusive content accessibility, and ticket price. Some of its most recent platform updates also allow add-ons like exclusive webinars. Online tickets can be generated and sent through email and you don’t have to do anything manually.

Onsite Check-ins with VenueGear

One of the biggest challenges at any large scale event is handling the long queues of attendees at check-in time. Manually taking attendance or handing out entrance passes can be a cumbersome job and might require man-power as well. vFairs offers a seamless event tech stack that can help you manage onsite check-ins for your hybrid or in-person events.

The vFairs VenueGear offers remarkable feature additions like a custom registrations and ticketing landing page. You will also get access to a custom badge-printing app, badge covers, and lanyards with your event branding. VenueGear is an all-in-one event management offering that can take care of event ticketing, attendee check-in management, and also include a mobile app. You can also add on gamification features like a QR scavenger hunt for engagement management at in-person events.

vFairs Mobile App

The vFairs all-in-one mobile app can make event management and resource distribution among attendees and speakers seamless. If you are looking to attract more attendees you can set up your event on the mobile app as well. It can make the event a lot more accessible and easy to navigate for attendees as well. 

Event attendees can build their own calendar and get access to all resources like brochures, videos, presentations, etc. on their phones. This will also help you reduce your carbon footprint and create a more sustainable and paperless event. The app is also great for including fun gamification features like the QR Scavenger Hunt and easily sharing contact information with others through QR codes.

vFairs Badge Printing Mobile App

vFairs offers an exclusive app for badge printing for in-person events. The app is free to download and can make check-ins completely contactless and easy to manage. You can design custom badges and lanyards ahead of time. Then at check-in all you need to do is enter the attendee or speaker’s credentials and print out the badge.  

vFairs Discover – Event Marketplace

Event marketing and promotions can be easy with the vFairs event marketplace platform called vFairs Discover. You can list your event on the marketplace and promote it through the platform, gather registrations, and collect sponsorships and partners. The vFairs Discover platform can help you market your event to a much larger audience and grow your reach in a hassle-free way.

Listing your event at the marketplace can help you get the attention of event sponsors and exhibitors looking for an event to attend. Events are listed into various categories differentiated by event type, topic, etc. It can be your one go-to place where you and your potential attendees come to look for the events that interest them the most.

Attendee, Speaker & Exhibitor Management

The vFairs platform makes it easy to manage all of the content for your event through useful tools, detailed guides, and hands-on training sessions. The platform facilitates uploading documents directly to booths and event landing pages. You can also help out attendees by uploading all speaker information in the Speaker Hub. It can have attendee bios, their session details, and chat options.

Setting up attendees and exhibitors for the event is easy with training videos, demos, and dedicated support. Easy set-up for booths allows the exhibitors to choose a layout for their booths and upload unlimited downloadable resources. Attendees can log-in online smoothly with log-in support from the vFairs customer service team if any problem arises.   

Easy & Customizable Booth Setup

The vFairs platform offers full control over how you want the exhibit hall to look like. You can choose from templates like scrolling and overhead hall view and add multiple halls based on your requirements. Exhibit halls can also have animated logos, graphics of your choice, custom booth designs, and sponsorship areas for generating revenue.

Inside the booths, the platform offers functionality like chat rooms, downloadable document hosting, outbound link tabs, chat queueing, and meeting scheduler. All these features can make managing a booth easy sailing for booth reps even if they have heavy traffic. The customizable booths allow sponsorship opportunities and exhibitors can set up their booths according to their brand image. The booth setup is fairly easy through the booth setup form that is self-explanatory and easy to fill out. Dedicated project managers can also help you run online booth setup training sessions with booth exhibitors.

Event Marketing

Email marketing can be one of the most effective ways to boost event registrations and get more attendees to log in. vFairs, being a complete event management solution, offers a remarkable email builder for running your event marketing campaigns. You can fully customize your emails, use dynamic elements, and grab attendee attention. The email builder is a simple drag and drop tool that is easy to set up.

You can also integrate the platform with CRM and marketing automation tools to help. Planning pre-event hype emails, registration reminders, and post-event check-ins is easy with the vFairs email marketing tool. You can segregate the email lists and only send a specific email to certain attendees e.g., the ones logged in right now. This is a powerful addition that can streamline event marketing and management for you within the same platform.

In-Depth Event Reports

One of the most crucial benefits of hosting any event is getting access to attendee data and behavior patterns. The vFairs platform takes event reports to a whole new level. The analytics dashboards are available for event organizers and exhibitors. These dashboards show real-time data that can be translated into actionable insights by exhibitors and hosts. Attendee information, number of booth visits, number of logged in attendees, number of webinar views, and number of clicks on an in-booth link are only some of the metrics that you can collect.

Post-event reports are also very easy to extract with the vFairs platform. You can download a consolidated PDF report for the entire event and all the metrics will be graphically displayed. Such numbers and tabulations are a great way to gauge the success of your event. You can easily pick out the star performers of your event and pay close attention to what didn’t work as much as you had hoped.

Webinar Content Management

Webinars are the highlights for many virtual events and the vFairs platform offers an immersive, interactive, and visually-appealing webinar experience. The platform supports live, semi-live, and recorded webinars that attendees can play back as many times as they want. The webinar also includes moderated live Q&A, polls, and quizzes through Slido and Kahoot.

The accessibility features like multilingual support, subtitles and closed captioning, transcription, and sign language support can help you make your webinars accessible for all attendees. Moreover, you can restream all webinars to social media channels simultaneously through the vFairs platform as well.

Customized Features for Each Solution

Not all events are the same and vFairs has customized features that fit the needs of yours. For instance, if you are hosting a job fair, you can set up attendee search, auto-match, and job board functionalities. These can help recruiters and prospective candidates attending the event make the best of the collaborative tools that are available. The attendee search can filter out candidates, the job board makes it easier to find suitable roles, and the auto-match filters out most suitable candidates for you.

The vFairs platform also offers a virtual shopping cart that is a great feature to have for virtual trade shows. Multiple exhibitors can set up a virtual shop within their booths, close deals, and process orders within the platform. Virtual conferences can set up a poster hall that is a dedicated space to showcase presentations and scientific research. Paid events can set up tiers within the platform that allow and restrict access for certain user profiles.

2: Hopin

Hopin promises events that enable real connections with humans through creative event spaces and networking tools. Hopin can help you create engaging virtual events with ease and simplicity whether they are small conferences or events with 10,000 attendees. If you want your event to be simple yet dynamic and powerful enough to engage all audiences at scale, then Hopin might be right for you.

Hopin: Key Features

Hopin has some features that can help you manage your event in a more organized way. Here are some of them.

Customized Event Landing Pages

While Hopin does not offer an immersive 3D virtual environment, it does offer a customized and easy to build landing page for your event. You can build and design the landing pages as you like, adding your organization’s branding or other dynamic elements. 

The landing pages can be a great way to make a good first impression on your attendees and reflect your logo, background, and colors. You can use them to promote your event, talk about your event’s key highlights, and drive registrations. However, most other event management tools also offer the same and this isn’t a stand-out feature.

Live Streaming Management

Hopin allows you to live stream guest speaker sessions, panel discussions, or webinars to a greater audience without the need of any fancy equipment. This can be a great feature to have for hybrid events. The live streaming sessions through the platform can be executed professionally without any production experience. You can also use the same streams to broadcast pre-recorded videos over multiple channels. 

There are tools available to edit the video as it plays. You can add logos, banners, overlays, and a lot more to make it look more professional. The platform also offers a virtual green room that can help you manage guest speakers. Streaming in-person events to various online channels simultaneously is a good feature to have but you might be able to do the same with other event management platforms as well.

Engagement Capabilities

Hopin claims to make your virtual events as engaging and immersive as possible. For that, they have a bunch of networking tools that can help take your event up a notch. Attendees can connect with each other directly through 1:1 meetings or talk to a bigger group through group chats and video calls. The engagement tools empower and enable attendees to personalize their communication channels and make the most of their connections.

However, Hopin lacks more novel engagement tools like matchmaking or spatial connect features that competitors like vFairs have. Moreover, you may be left wanting for more if you’re hosting an in-person event as Hopin doesn’t offer much support.

Fun Integrations

Hopin also allows attendees to connect in fun ways through third-party app integrations. The platform allows you to download well-known apps for photo booths, live quizzes, games, and Q&A sessions. These integrations are easy to incorporate into your virtual event and can level it up.

Pricing

Hopin offers a bunch of different pricing options that you can subscribe to on a monthly or an annual basis. Hopin offers a free plan that enables hosting up to 2 hours long events with up to 100 attendees. However, for longer, bigger, and more dynamic events, you will have to choose one of the paid plans. 

The Starter package costs $99 per month while the Growth package is $799 per month. If you want a completely customized solution with in-person and hybrid event support as well, you can get in touch with their representatives for more information.

Pros & Cons 

Here’s what users have to say about Hopin.

Pros

“The analytics feature is fantastic, allowing you to see in real-time what is going on at the event, as well as analysing data post-event.” – Ollie J., Festival Director

“The platform provides all the different options for different needs – a fully pre-recorded event, a mix of live and recorded videos, multiple live speakers, and so on. I loved how your could configure everything based on what you wanted to get out of it.” – Agnes G., Sr. Product Marketing Specialist

Cons

“The price, I see Hopin as a great solution and platform for higher budget, you pay on a monthly basis and get all the features, it’s well designed but a little expensive when you have many events and clients like us.” – Ouali B., CEO & Founder

“The whole registration and login process turned out to be a mess. Some registrants could not find their confirmation emails and the only way to resend them was to have support send them. A couple people ended up registering again and I had to refund their previous registration.” – Ed T., CEO

“There were several instances in which speakers couldn’t access the backstage of the event, causing stress in the minutes before a virtual event.” – Administrator in Wholesale

3: Cvent

Cvent claims to have got you covered whether you’re hosting a small event or a larger conference with attendees from around the world. It offers diverse and complete solutions for planning and building your event to connecting your audience and executing a dynamic virtual event. If you’re looking for a platform that offers a variety of seamless integrations that will add immense value for attendees and hosts, Cvent might be right for you. It offers great third-party integrations such as CRMs and event marketing tools.

Cvent: Key Features

Registration & Marketing Tools

The Cvent platform offers a single solution for all things related to your event management. There are effective ways that you can promote your event and attract more registrations through email marketing tools and customized website landing pages. You can design your event as you like and drive more traffic through the landing pages. However, you may have to do most of the marketing yourself as there is no event listing platform or added marketing services for most plans.

Moreover, once you have a fair share of leads, you can send payment reminders via email, collect more attendee information, and make sure you don’t lose touch with the attendees. Email marketing strategies like a drip campaign are easier to manage and execute with the Cvent platform. The platform doesn’t offer proprietary email marketing features and it is similar to most competitors who may offer less expensive plans. 

Event Content Management

Content on your virtual event can include resources such as welcome videos, walkthrough videos, presentations, pre-recorded webinars, etc. Cvent can make it simpler to manage all the content that goes onto the platform. You won’t need to download additional supporting software to keep the content up-to-date. Uploading, distributing, and updating content can all be done through the Cvent platform.

You can also manage speakers through the Cvent platform and assign various tasks to them through it. This way, you don’t have to worry about collecting webinar or session content from them and uploading it before the event goes live. You can simply automate speaker task assignment and all speakers will receive a to-do list. But if the speakers somehow miss the list or aren’t tech-savvy enough, you may end up with an even bigger problem.

Exhibitor Management

Managing and checking in with all your exhibitors can be an important and daunting task, especially during live days. The exhibitor management capabilities of Cvent can be of great help as it includes a self-service exhibitor portal. Exhibitors can update and manage their profiles, set up booth tasks, manage booth staff, and get actionable insights through the portal.

It also makes it easier for booth staff to manage their appointments and calendar schedules throughout the day. Exhibitors can download and access leads, get information about licenses, and purchase sponsorships easily. However, you may need to offer extensive training to exhibitors for seamless execution before live days which demands more effort and time.

Pricing

Cvent offers customized plans based on your event’s scale and added features. However, if you want to learn more about how the product works and get details about their solutions, you can request a demo online. The website has a small online form that you can fill out and one of their team members will get in touch with you. There are no set plans or prices mentioned on their website, so this is the best way to extract more information.

Pros & Cons

Pros

“I love that all of our event registration information can be stored in one place that anyone in our team can access. This saves a lot of manpower hours in the pre-planning phase of events.“ – Justina H., Events Director

“I love that the event app offers Live Q&A during sessions instead of having to run around with a microphone not knowing what attendees will say.” – Laura A., Event Manager

Cons

“Some of the technology does not perform as intended. Support is available up to the event but on live days of support in the middle of an event it is hard to get problems solved in a timely fashion.” – User in Media Production

“The reporting for website performance as well as data collection is not intuitive and is very limited. They tried to build custom reports but we still couldn’t get the information we needed.” – Administrator in Marketing & Advertising

4: Eventbrite

Eventbrite is a popular event ticketing platform that offers payment management, tiered packages, complete platform customization and email confirmations and reminders. It can be a good fit for smaller events like a conference or a huge concert. If you are only looking for an exclusive ticketing platform then it doesn’t get better than Eventbrite but you can’t expect a complete event management solution. 

Eventbrite: Key Features

Eventbrite Marketplace

It is easy to create a custom event page with Eventbrite Marketplace. You can design it according to your event and organization branding and the event type and then post it on the Marketplace. This is a great way to get the word out about your event and start selling tickets. 

The Marketplace helps you create recurring events as well so you don’t have to repeat the process every time you’re hosting. Moreover, it is also easy to connect with ticket buyers through email blasts and reminders. However, you can do all of that with a simple built-in email builder and social media ad campaigns without having to list your event anywhere. Some other event marketplaces can also list your event free of charge and get you some more traffic. 

Mobile Functionality

Eventbrite allows attendees to sign up through the web and mobile phone. When a prospective attendee comes across an ad or a promotion about your event on their phone, they should be able to register from the same device. This can somewhat increase ROI by reducing ad bounce rate and make your event more user friendly. Eventbrite also has a mobile app that users can browse through to find the events that interest them.  However, according to some user reviews the app does not offer many customization options and may not meet the need for all users.

Pricing

Since Eventbrite isn’t a full-service event management platform, it can be a bit pricey considering you will need other platforms in association with it. However, if you are more concerned about streamlining ticketing for your event, then an exclusive platform can help. 

The platform may charge you a certain fee per ticket and the ticket price on Eventbrite may be higher than the actual ticket price. Although there are no platform charges per ticket if your event is free. The platform offers three pricing editions: essentials, professional, and premium, along with a free trial. Essentials pricing is 2% + $0.79 per paid ticket and Professional pricing is 3.5% + $1.59 per paid ticket. 

Pros & Cons

Pros

“You can create recurring events, which we’ve found particularly helpful as we don’t need to keep setting up monthly events.” – Administrator in Marketing & Advertising

“There are other ticket portals which we have used but they always seem to be more complicated; we’ve never had to contact Eventbrite support as it’s all self explanatory.” – Ally G., Administrator

Cons

“There is no means to customize the ticket page. The ticket-buying page is confusing for users that are not IT savvy. For example, there is no ‘BUY TICKET’ Button. The page is also littered with so much unnecessary stuff.” – User in Civic and Social Organization

“Please use other platforms that actually value their customers – Eventbrite is not part of that group.” – Agency in Media Production

5: Whova

Whova is one of the leading event management system providers that offers to save time and lets you stay in complete control of your event. The event management capabilities of Whova promise to make the job easy for you with speaker management, in-depth analytics, badges, attendance management, and more valuable features.

If you are looking for a full-circle event management feature set that is easy, fast, and innovative, then Whova can be a good choice. Unlike other event management solutions, you can design, implement, and promote an entire event with just one platform.

Whova: Key Features

Speaker & Content Management

The speaker center from Whova is similar to Cvent for its content management capabilities. You can completely avoid going back and forth with a number of guest speakers trying to set their session up for them. Instead, Whova enables them to directly upload their session details, speaker bios, headshots, and other resource material. This makes the content collection process as streamlined as possible. Although, you can expect to have to put some effort in platform training for speakers.

The Whova platform also offers over 16 ready-made templates for the speaker information page of your event website. You can choose one of these templates and avoid all the manual design implementation and its complications. It is as easy as a copy and paste. But this also means that you won’t have complete customization control.

Live Polls

Knowing how your event is doing in real-time can be a real challenge. With Whova, it isn’t that big of a deal because of live polls and surveys during the event. You can use the available questions and poll templates as a starting point to save even more time. Live polls can help you ask attendees in-session questions and get discussions going. Collection of votes and doing a headcount is also simple and accurate with Whova. 

The live polls and surveys can be answered directly through the event app or even through email. This makes it easier for event attendees to share their thoughts with event management, session hosts, and other attendees.

In-Depth Analytics & Event Reports

The Whova dashboard is a great place to review and strategize your event management with real-time, pre and post event analytics. You can see who is visiting your event pages and interacting with your content before the event. This can point out potential loopholes in your event strategy and give you time to quickly realign your priorities and event promotion strategy.  Post-event event reports can also point out what worked best for your event so you can focus on it for recurring events.

Real-time event data metrics include ticket sales, event attendee check-in status, gamification activities and their results, live polls and surveys, etc. The post event reports are also ready-made that you can download to analyze the success of your event and see how engaged your attendees were. These numbers can be great to have, but how you use them totally depends on you as a host.

Pros & Cons

Pros

“Whova has everything you need for a conference platform – but without the ridiculous price tag! For small organizations, it’s ideal!” – Lauren M., Senior Executive Director

“….their customer service is top-notch. They are extremely accessible, super knowledgeable, and very friendly. We always feel like we are in the best of hands.” – Michelle S., Executive Director

Cons

“A major lack of customization is prevalent throughout the system — this of course leads to its simplicity.” – MJ C., VP Operations

“The technical support is mediocre at best, it’s not the most user-friendly conference app, and they changed pricing after the contract was signed.” – Angela B., Customer Event Coordinator

“Whova’s customer service is lacking greatly. Their Customer Success team is very rigid and inflexible with their wishy-washy terms of service.” – Michael H., Program Manager 

6: Zoom Events

Zoom Events can help you in hosting single and multiple day conferences. However, it lacks some of the more advanced features from competitors like vFairs like customizable exhibitor hall and booths, gamification, advanced networking features, etc. So, it can be great for small scale events if you’re not looking for an all-out virtual event platform.

Zoom Events allows up to 500 registrations on the platform for any virtual conference, which is a far smaller number compared to other competitors. However, if all you are interested in is hosting a small event with immersive webinars, then it is a good choice.

Zoom Events: Key Features

Conference Set Up & Management

Zoom Events can help you design multiple types of events whether they are aimed for a global audience or an internal team. You can use the platform to set up free or paid events with varying tiers.

The platform also facilitates single-day, multiple-days, and recorded event screenings. You can play one session, multiple sessions, and even concurrent sessions and record them for on-demand replays as well. However, as it lacks gamification and networking capabilities, your attendees may end up having webinar fatigue.

Event Builder

The platform offers a simple event builder tool that can help you customize the event’s feel and look. You can change the colors to reflect your company’s branding and set up your own speaker profiles and session information. 

You can also use the event builder tool to create your own sessions and build them out as you want. Managing the content for speaker sessions is easier to upload and distinguish for each session as well. However, the customization options are far less than what you’d get with an all-in-one event management solution.

Event Analytics

The best feature for any event management platform is the analytics dashboard. Here you can use real-time data and actionable insights to figure out how successful your event is. Zoom Events analytics dashboard provides data for attendee engagement, ticket sales, revenue generation, event registrations, etc. It does not include separate dashboards for event admins, host, speakers or exhibitors.

Pricing

The Zoom Events platform is $890 per year for a single license. However, with a Zoom Events license you also get all the benefits and capabilities for a Zoom Webinar license. You will be able to schedule webinars in the Webinar portal of your event, add 1:1 chat option for attendees, and integrate with CRM and marketing automation tools.

Pros & Cons

Pros

“Zoom also allows for breakout room creation which allows different small groups to separately meet, make decisions then join in the main meeting.” – Lina M., Student

“I like the functionality of Zoom, especially the ability for organizers to make participants visible or not, muted or not, access chat features, and engage with the Q&A feature. As an attendee, I enjoy the ‘reactions’ option and breakout rooms.” – Kailey G., CEO

Cons

“There are much better and cheaper solutions, especially for the webinar.” – Hamit D., Digital Marketing Specialist

“I dislike that it consumes so much of my computer resources and freezes randomly.” – User in Higher Education 

7: Hubilo 

Hubilo is one of the top all-in-one event management and hosting software that can help you from creation to execution of your event. Apart from the event hosting functionality of the platform, it also offers basic networking features, marketing tools, custom landing page designs, ticketing management, and event analytics dashboards. Hubilo offers a robust email marketing engine and it can be a good choice if you’re looking for a platform that can help you market your event as well. 

Hubilo: Key Features

Event Landing Page

When you start building your event, the first thing you need is to create a landing page. The Hubilo platform offers custom landing page designs that facilitate event ticketing and registrations. You can customize the page to reflect event branding, add event agenda, information about sessions and speakers, and advertise unique features of the event.

The process is simple and straightforward with the Hubilo Landing Page Builder. You can add custom elements, use forms and add widgets to wow first-time visitors. The Builder allows previews for your landing pages and it is compatible with phones and laptops. However, users have complained that customization options for certain page layouts are limited as compared to competitors.

Registrations & Payments

Hubilo platform facilitates adding on various payment gateways for online ticket sales through the event landing page. You can sell and manage all your ticket sales for paid events or registrations for free events through the same platform. 

The platform offers support for ticket sales in different currencies and also facilitates refunds. You can add multiple tiers to your tickets for restricting and allowing access for webinars or exclusive content for user types and give out discount codes as well. However, users have faced complications while creating discount coupons as the process may not be as simple as it sounds.

Email Marketing Engine

Hubilo’s email marketing tools can help you manage entire event marketing campaigns through this one platform. You can make event attendee lists and send out event invitations or reminder blasts through the email builder. You can target specific attendee groups and send out email notifiers.

There are various email layouts that you can choose from and edit the content as you like. However, some users don’t like that the email builder does not allow you to completely customize the look of your email and has a restricted format.

Pricing

There are three different plans mentioned on the Hubilo website and what they include – Advanced, Pro, and Enterprise. However, there is no pricing mentioned and you will need to connect with their sales team to get more information. The website allows a side-by-side comparison for all three tiers to show what each of them can include. Here is what the table looks like:

Pros & Cons

Pros

“The platform is user-friendly, both backend and front end. On the organizer’s side, we could navigate the options quickly, and everything was straightforward.” – Bryan S., Marketing & Graphics

“The ticketing, the database, the Newsfeed, the agenda page, and especially the gamification features that our clients really appreciated to enhance the delegates engagement throughout their conference.” – Pauline L., Director of Operations

Cons

“Several break out rooms failed because the host could not connect the speaker and his/her slides and/or video.” – Rick V., Principal

“I have to toggle between dashboards to update details of an event. Please keep it all on ONE dashboard for convenience.” – Agency in Environmental Sciences

8: Timely Event Ticketing

Timely event management platform isn’t an all-in-one solution for setting up virtual events but it can help a great deal with managing ticketing and calendar. From creating your event and listing it on Timely to the actual execution, the platform facilitates you at all steps.

You can promote your event using the marketing solutions, organize everything with the calendar tool, and set up attendee registrations and check-ins. This can be a good alternative to solutions that offer ticketing and registrations only but a more holistic event management platform will have more functionality.

Timely Event Ticketing: Key Features

Event Calendar

Timely lets you create a custom event agenda for your attendees which can be accessed through mobile and web. You can also customize it according to your brand image and logo to attract your audience. The event calendar can have single-day, multiple-days, and recurring events and the set up only takes a few minutes.

The event calendar listing can help you manage, share, and monetize your event. The platform allows you to add images, tables, documents, videos, and meeting links to your calendar. You can make a white-label event listing for your website with striking visual design. All you have to do is embed the code in any webpage and the calendar can be a part of your own website as well.

Event Registration Tools

Timely event registration feature set can help you streamline the entire ticketing process for your attendees. You can add value to their experience by choosing the online RSVP feature. It is seamless and easy to manage and might increase your event attendance as well. You can also create custom online registration pages through Timely to match your organization’s branding. The registration page templates are already available and you don’t have a lot of room for customization. 

The Timely Event Registration system can be integrated with your existing website and it will still look professional and native. However, all this will only work if you already have an event website which is an additional steep cost. Many other competitors, like vFairs, offer to create custom landing pages for your event that can have registration forms and agendas.

Event Ticketing Solution

Timely also offers a seamless event ticketing solution that is a self-service portal accessible through web and mobile. Attendees can buy tickets online and pay from them securely through the portal without any hassle. The ticketing solution can also include an online RSVP or check-in service to add more value to your attendees’ experience.

The ticketing solution can be incorporated with the event calendar so any and all leads can be converted to ticket sales. However, all this can get expensive if you’re hosting on another virtual event platform. A more holistic solution that offers a complete event management toolkit along with other hosting features might be a better choice.

Pricing

Timely event management platform claims to offer the lowest charge per ticket sale. They charge 2.5% + US$ 0.90 per ticket sold. They also offer a free event calendar software plan which can be suitable for individuals. However, if you are an SME with multiple events a year, you will need the Premium event management software plan. They offer a free 10-day trial for it but there is no pricing available. You can book a meeting with one of their sales reps to get a personalized plan for your event. 

Pros & Cons

Pros

“I like how user friendly it is to add items to your calendar. The layout and look of calendar is great also.” Kat D.

“I love how flexible this software is! We have events that repeat throughout the year with random breaks and weeks/days off. This software makes event management a breeze.” – Stephen O.

Cons

“I think their biggest downfall is the lack of a knowledgebase on how use certain aspects of the software.” – Vicki L.

“Once we figured out that we ere using the online cloud version and changed our systems, was great but getting there was a hassle.” – Jean Y., Food & Beverages

9: Airmeet

Airmeet is a powerful event management platform offering a range of different solutions. The AirControl solution in particular can help take away all the stress from planning and managing your virtual event. AirControl gives you all the tools necessary to help make your event a great experience for event attendees.

No matter what the size or type of your event is, AirControl gives you the ability to manage all with a single dashboard. So, the solution is tailor-made for larger virtual events as well as small online conferences. The software can assist with everything from event entry to ticketing with immense customization options available every step of the way.

Airmeet: Key Features

Ticketing & Registration 

Event registrations can be one of the most difficult things to manage and you may not be able to do it without a proper ticketing system. Airmeet can help set up event ticketing, online payments, and registration management through the platform. You can easily set up various tiers for paid events and restrict or provide more access to exclusive ticket holders. 

Attendees can buy tickets online and pay through secure gateways without any hassle. You can get access to attendee information such as their names and contact details. This information can be used to send them automated emails and reminders.

CRM Integrations

CRM and email automation tools can be important tools for event management. Airmeet offers easy and quick third-party integrations with your already existing event management tools. You can set everything up within the same platform and avoid the hassle of shifting data from one place to another. 

Airmeet makes the integration process easy and straightforward so your event organizers and managers can take the stress out of the way. Whether you are hosting a small event or a larger one, Airmeet can be a great choice.

Pricing

Airmeet has a bunch of different solutions and you can get your perfect plan by choosing what you need. There is a Pricing page on their official website that mentions a free and three other paid plans.

The Starter plan starts at $500 a month, Professional plan for $1500, and the Enterprise plan usually has a custom quote that you can ask their sales team for. The Airmeet Professional plan is for when you are only looking to host a one-time event and it starts at $5000 with 300 attendees. You can add tools like AirStudio+, AirStudio 3D, and AirControl Hybrid for additional costs depending on your event requirements.

Pros & Cons

Pros

“The platform itself is pretty user-friendly. Airmeet made it possible for our participants to connect in real-time, hopefully leading to new business partnerships and investments. Additionally, support staff was really easy to reach when we had issues.” – Emily C., Program Manager

“Airmeet allowed us a very visually appealing platform for our event and was easy enough to navigate through that it didn’t cause big problems. We were able to engage with attendees effectively in different ways.” – Jeremiah G., Head of Sales

Cons

“There is an unduly lengthy sign-in process for every log-in, which is a huge put-off.” – Abhijit P., Head of Student Affairs

“Airmeet’s conference management features and customer support were both quite bad. We had a number of issues setting up the event and full lack of features for managing tickets / attendees.” – Administrator in Event Services

10: GoTo Webinar

GoTo Webinar is one of the emerging favorites when it comes to event management software. It is an all in one webinar and conference platform with event management services as well. GoTo Webinar also offers an event producer for extensive white-glove and technical support throughout your event. They will handle all the behind-the-scenes technicalities while you focus on your attendees and give them good value for their time.

Whether you are hosting a small event or a big one, GoTo’s remote support, event analytics, and powerful integrations can upscale your event.

GoTo Webinar: Key Features

Email Marketing Automation

GoTo Webinar can also help market your event with its built-in email marketing features and contact list management. You can send out email blasts to all event registrations and manage the responses through the powerful CRM and email automation software integrations. However, users have had issues with the platform’s interface as it may look outdated as compared to other platforms.

Attendee Management

Handling attendees, managing their data, and making sure all of them get what they were promised sounds like too much work. GoTo Webinar can help you with attendee management features like contact card management, event registrations, ticketing support, etc. Tickets can also be purchased online through the event platform. However, GoTo Webinar only accepts payments through Stripe whereas other platforms can give you more options. 

You can have full support in getting the attendees to the event and making sure there are no login issues. However, this is where the platform lags behind some of its competitors. There are minimal interactive and networking features available for attendees. There is no way that attendees can communicate with each other and that leaves a lot to wish for during a virtual event.

Engagement Dashboard

The platform also offers reliable event reports that you can download and view later as well. There is an engagement dashboard that can highlight key in-event analytics such as number of webinar views, etc. You can use these analytics to understand your attendees better and know which mediums are getting you most traffic.

Moreover, the attendee reports can be quite comprehensive so you can analyze behavior and keep them more interested in the event. The analytics facilitate tracking engagement, NPS, performance, and other important metrics.

Pricing

There is a pricing page on their website that offers detailed information about their plans and packages. There are four plans, Lite, Standard, Pro and Enterprise with some basic features and the ability to add-on more as you like. However, a free trial is only available for the Pro feature which makes it the most popular one as well. The pricing of the platform plans are $59 per month for Lite, $129 for Standard, $249 for Pro, and $499 for Enterprise. The prices can be toggled to other currencies like AUD, CAD, GBP, and EUR from the same page which is a convenient add-on.

Pros & Cons

Pros

“One great item that it seems no other platform offers is the ability to give more than one person (panelist or organizer) keyboard and mouse control so that the transition between speakers is nearly seamless.” – Lisa C., Education Manager

“Not only can I ask my registrants custom questions, but I can set up automated follow-up emails, edit my recordings before posting a link, track registrants based on a source code, download multiple types of reports, and I’ve never had a glitch during a live event.” – Christina B., Director Marketing Programs

Cons

“The interface is very challenging both for organizers/panelists and for participants. It is very clunky and not user-friendly.” – User in Hospital & Healthcare

“It takes forever to log on and launch the application, and it is prone to freezing mid-webinar.” – Tony V. 

FAQs

How to choose the right event management software?

Choosing the right event management software can depend on what you are looking to achieve out of the event. So, the first thing that you need to do is figure out your own expectations and requirements. Do some research on the best platforms that offer the solutions that you’re looking for. Then, read up on each of them and weigh their pros and cons keeping your event budget and pricing in mind.

What are the factors to choose the right event management software?

Some must-haves for any event management software are:

• Ticketing solution
• Event landing page
• Email marketing automation tools
• Powerful integrations such as CRM software
• In-depth in-event and post-event reports
• An immersive virtual environment
• Dedicated customer service

How much does an event management software cost?

An event management software can cost anywhere from a few hundred dollars to a few thousand dollars monthly. Most event software solutions offer annual licenses.

However, it’s pretty challenging to figure out which hybrid event platform to choose for your event. When people see across event platform sites, it’s hard to understand precisely what each platform offers and how valuable it can be for your event. This is why we have rounded up the 10 best hybrid event platforms with in-depth analysis to help you make the best choice for your next event.

10 Best Hybrid Event Platforms for 2024

1. vFairs

vFairs is a leading in-person, virtual and hybrid event platform that offers 3D virtual environments, personalized booths, immersive rooms, networking lounges, integrations, custom venues, live help desk and much more! It’s a one-stop solution for all your hybrid event needs. As per the G2 Fall 2022 report, vFairs is the Leader in Mobile Event Apps, Event Marketing, Event Networking and Matchmaking, Event Registration and Ticketing and Virtual Event Platforms! Along with this, vFairs has also been awarded with Best Relationships and Best Usability in the Enterprise market. 

vFairs: Key Features

3D Virtual Environment

vFairs’s virtual 3D environment provides a platform for attendees to exchange opinions and network with the right people. It adds value to hybrid events and offers more than just content streaming capability. Although nothing can fully replace in-person events, with vFairs you can get pretty close. With customized 3D virtual venues, attendees can network, join breakout sessions, participate in activities, and explore products in a fully immersive environment.

vFairs helps you design virtual venues that mirror people’s experiences in person, including a custom virtual venue that looks exactly like the physical venue. In addition, you can create spaces that serve the same functions as what people would be doing in-person. For example, you can create virtual exhibit halls where they can wander and interact with the booths, virtual auditoriums to interact with the presenters and others in the audience. Lounges are also available for networking and connecting with users onsite and online via the virtual platform or mobile app.

Mobile App

An event mobile app is essential when aiming to deliver a seamless event experience. You can use the vFairs mobile app to connect the attendees in virtual and in-person sessions and to form a community. Attendees can share videos, images, thoughts, and experiences.

They can also build profiles with their photos, interests, bio, and thoughts. Profiles can help individuals with similar interests form strong connections. vFairs mobile app also provides features such as questions, polls, and the ability to measure attendee satisfaction, engagement, and return on investment.

In-person Event Management

With vFairs, you can manage your onsite event with ease. Collect event registrations, on-site check-ins, and user management while delivering an unmatchable on-site event experience. vFairs VenueGear offers the perfect set of tools and features to help your audience enjoy a real and lasting on-site event. vFairs VenueGear includes:

• Easy attendee registration and ticketing
• Check-in gear
• Badge printing
• Event App
• Scavenger Hunt
• Photo booths
• Social Media Wall
• On-site support
• Event Reporting

Networking

vFairs help your exhibitors and attendees develop connections and relationships within your event with its user-friendly networking and chat features. A profile search and filter function is beneficial for on-site and virtual attendees as they can easily find anyone they want to talk to. Networking can be done in numerous ways, including;

• Smart Matchmaking

Smart Matchmaking connects event attendees with users based on similar responses. You can get these responses with a questionnaire. You can then be automatically matched with other users whose responses match yours through timed video chats. This gives you the quintessential networking experience. 

• Spatial Connect

Spatial Connect simulates a physical, social experience. You can move around a virtual space as your avatar, turn your camera & mic on/off, switch between theme-specific rooms, and make private conversations with close-quarter audio. You also get access to native reporting, where you can keep track of the time spent by attendees in the Spatial Connect space. 

• Contact Cards

You can share contact information via contact cards, so future correspondence is possible. In the case of in-person attendees, they can share contact information through QR codes. 

• Breakout Rooms

Breakout rooms are small groups designed to help attendees network with one another or discuss a particular subject matter more in-depth. Attendees can enjoy a more personalized virtual event experience with breakout rooms. These rooms help virtual attendees discuss after the session or when a module ends. Each group is assigned a group discussion leader who records conversations, manages the advanced controls, and monitors polls.

• 1:1 Chat

Attendees can interact with exhibitors, fellow attendees, and admin through 1:1 text chats. These private conversations can bridge the virtual and in-person attendees, as in-person attendees can access the virtual event through their mobile phones while onsite. 1:1 Audio and Video chats can be great for interviews, sales discovery calls, and more.

• Group Chat Rooms

Group chat rooms are assigned to each group on the vFairs event. For example, some of you might like a group chat room for all the attendees – in-person and virtual. In addition, visitors at a specific booth can have one for themselves. Hosts can also have themed chat rooms for particular events.

• Ad-hoc Text/ Audio/ Video Chats

Ad hoc chats, be it through text, audio, or video, can be highly beneficial for attendee networking. These chats let attendees set up their chat rooms and start conversations with whomever they invite. This gives them the liberty to have detailed discussions with whomever they want.

• Moderated Q&As

Moderated Q&As offer a great deal of clarity. Attendees can submit their questions to a booth and booth representatives can decide whether they would like to share the answer publicly.

Reporting and Analytics

vFairs virtual events offer in-depth data beyond visitors’ attendance. With detailed, perceptive graphs, virtual event data covers event registration, logins, webinar and exhibit booth traffic, chat metrics, and other engagement data. The data analytics are primarily available within the dashboard of the virtual events platform and you can easily export them. These analytics allow close monitoring of attendees’ behavior and assist with post-event reporting for the organizers.

In-person components of hybrid events are primarily small since large gatherings are not a possibility. Therefore, organizers often center on collecting attendees’ feedback on-site. This helps establish whether the event was satisfactory or exceeded expectations. 

Pricing

You can contact us here if you plan to host your next hybrid event with vFairs. A dedicated project management team will be with you at every step to resolve all your queries. Contact us today!

Pros & Cons

Pros

• “vFairs provided a great platform to host a hybrid event with in-person and virtual components. It also bridged the divide so that in-person and virtual attendees could interact.” – Jennifer R. – Communications Consultant.
• “Every aspect of the vFairs platform impressed me. The sleek graphics, the simple build process and the round the clock support from a dedicated Project Manager made the entire process easy to navigate and so enjoyable.” – Leeann M. – Training Co-ordinator
• “vFairs provided us with a hybrid solution that integrated seamlessly with our production team in-person. There were no glitches or issues, and our project manager was there every step of the way to address numerous problems that I had.” – Ryan C. – Marketing & Communications Specialist.
• “We organised a hybrid conference and wanted a visually stunning and user-friendly immersive virtual platform. The final product co-produced with vFairs met our expectations almost completely (80%, if you have to put a number on it).” – Thaura G. – Scientific Officer.

Cons

• “Some of the backend interface is a little clunky, mainly in the exhibitor hall set up, but not prohibitively so! Just in the time we’ve used vFairs, it seems like they’re frequently making improvements to the product.” – Alena A. – Graphic Designer and Marketing Specialist

2. Bizzabo

Bizzabo is a virtual and hybrid event platform. It lets you manage events, connect audiences, engage communities, and generate strong business results. Bizzabo describes itself as a platform that allows you to combine event data in a single location, analyze reports and set up integrations with payment processors. Although Bizzabo offers much, it can be a plus for some but overwhelming for others. 

Bizzabo: Key Features

Mobile App

Bizzabo mobile app, available for Android and iOS, helps you deliver a more personalized event experience. Users can log in from anywhere and at any time. 1:1 meetings, messages, Q&A, chats, polls, etc., are all available with the Bizzabo mobile app. However, users complain about frequent updates, which hinder their experience.

Networking

Bizzabo began as a mobile app with significant features such as networking and social media integration, live polls and audience reaction systems. However, you must set everything up yourself, which can be challenging.

Event Analytics

Bizzabo provides centralized, dashboard-based analytics that highlights event trends. It also gives essential information such as total revenue, ticket sales, conversions, attendee counts, etc. But according to users, the reporting capabilities can be improved. 

Pricing

Bizzabo doesn’t share its pricing model publicly. You need to contact them for a pricing model.

Pros & Cons

Pros

• “Bizzabo is easy to use and has helped us convert our on-site events to hybrid events.” Administrator in Computer Software
• “The back end of Bizzabo makes for a very intuitive experience for event planners.” – Marc B. – Marketing Coordinator

Cons

• “The integration with Kaltura is great for virtual events but it also sometimes causes problems that the Bizzabo team isn’t able to fix.” Jaci F – Vice President
• “I would love to see more reporting capabilities or dashboards for attendee data by the custom questions we ask at checkout.” – Candace G – Marketing Event Manager
• “ The interaction between onsite and virtual participants was limited, but I have not found a solution to solve this yet.” – Holly S. – DEI Specialist

3. SpotMe

SpotMe combines all of your hybrid event requirements. You can develop branded experiences across the web and app, as well as live and on-demand. This aids in the production of high-quality events. 

SpotMe’s web and mobile apps allow you to connect with virtual and in-person event participants. You can also use interest-based matchmaking to generate networking opportunities, award the most active members, and develop your community. However, a steep learning curve makes it hard for users to navigate through the platform. 

SpotMe: Key Features

Mobile App

SpotMe offers a mobile app for both iOS and Android.  You can brand your mobile event app from the menu to the icons. This will also help you increase your brand footprint. However, users complain about some drawbacks of the mobile app. For example, there is limited optionality to enhance the existing features within the app.

Networking

With SpotMe, you can use participant matching to help attendees find people they should get to know. Users can have an unlimited number of direct or group chats with other users or start 1:1 or group video calls on the web with up to 20 users. However, since SpotMe is a bit expensive, users tend to look for cheaper options with the same features. 

Integrations

You may integrate CRM and registration platforms using its marketplace and Zapier. All event management, video creation, and app development capabilities are available and you can access them simply from your browser. Although, users complain about frequent updates that can be frustrating. 

Live Captioning

SpotMe interpreting, captioning, and translating tools enable you to communicate with your audience across accessibility and linguistic boundaries. While keeping captioning and interpreting in nearly 20 languages, you can reduce accessibility expenditures for events. Since there’s too much happening, users find it challenging to navigate through this feature. 

Pricing

SpotMe offers four different pricing models:

• Starter (Up to 2 virtual, hybrid or in-person events)
• Business (Up to 5 virtual, hybrid or in-person events)
• Advanced (Up to 25 virtual, hybrid or in-person events)
• Enterprise (Custom plan)

You can reach out to them for additional pricing details. 

Pros & Cons

Pros

• “They are a great partner to work with and continue to develop their software to cater for the new virtual and hybrid event space.” – Henry H. – Managing Director.
• “It is interactive and easy to use and like the functionality.” – Verified User in Research

Cons

• “The technology isn’t always reliable onsite and the level of expertise varies from SpotMe contact to SpotMe contact. There are often outages and updates that we aren’t aware of ahead of time that end up causing issues onsite.” – Administrator in Professional Training & Coaching.
• “The administrator side is absolutely nauseating to learn, navigate, and manage.” – Megan M. – Industry Marketing Specialist.
• “I would recommend the account management team have much closer contact with us to make us aware of exactly what services you offer.” – Verified User in Pharmaceuticals

4. Hopin

Hopin is among the top-recognized hybrid event platforms. Attendees of a Hopin event can walk freely between different rooms, just like at an actual venue, thanks to the platform’s many interactive zones. In addition, participants can engage with other visitors in its networking area by starting random video conversations with them at predetermined times.

With Hopin, you don’t have to use separate platforms for registration, live streaming, email, and analytics. Hopin works with pre-recorded content, live broadcasts, and RTMP streams, so you can keep things simple or go all out with your video production. However, such bundles sometimes come at a premium; therefore, Hopin is on the pricier side. 

Hopin: Key Features

Networking and Engagement

Hopin offers 1:1 meeting opportunities between attendees and vendors for networking. Attendees feel more engaged due to interactive content, social media walls, and polls. Although the reporting tools for attendee engagement need improvement.

Virtual Experience

A Hopin hybrid event offers a virtual experience that includes webcasting, customizable event lobbies, chat rooms, and exhibit halls. But, the visual templates can look dated and don’t offer immersive networking opportunities.

Mobile App

The Hopin mobile app is available on iOS and Android. It helps streamline video networking, real-time participation and accessibility. The Hopin mobile app makes it easy for in-person and virtual attendees to connect and join sessions in real time. However, there is a learning curve for users. 

Pricing

Hopin offers four different pricing packages that are: 

• Free ($0/month) *they will start charging based on additional users past 100.
• Starter ($99/month)
• Growth ($799/month)
• Advanced Plan (You can contact them for advanced pricing plans)

Pros & Cons

Pros

• “Hopin is definitely worth checking out, as it’s a great platform for hosting virtual/hybrid events.” – User in Education Management
• “The platform provides all the different options for different needs – a fully pre-recorded event, a mix of live and recorded videos, multiple live speakers, and so on.” – Agnes G. – Senior Product Marketing Specialist

Cons

• “The only downfall would be the data reporting side as for hybrid events it is difficult for us to pinpoint which delegates logged in from the physical venue and which delegates remotely.” – Fahmida N. – Event Manager (Online/ Hybrid)
• “It would be really useful if you could develop a check-in in Hopin for hybrid events as well.” – Anita G. – Eventmanager
• “There is a significant learning curve for administrators setting up the platform for an event.” – Nia G. – Program Coordinator

5. Aventri

With Aventri’s event management platform, hundreds of brands can organize exciting virtual, live, and hybrid events that develop global connections. It has features like attendee registration and is user-friendly for event organizers. The ability to create templates out of mundane happenings is Aventri’s most powerful feature. Therefore, you can relax knowing you won’t have to start from zero while organizing a hybrid event.

Aventri’s technology also integrates with third-party tools such as HubSpot, Marketo, and Salesforce. Aventri employs advanced data processing and analytics to help users improve events. It uses tags and hubs to investigate how attendees react and engage at each stage of the process. However, Aventri pricing is on the higher side, so users tend to look out for other reasonable options. 

Aventri: Key Features

Mobile App

Aventri provides a branded mobile app where users can input their preferred content and services, and Aventri will handle the entire production process. It allows Aventri users to connect effortlessly with all guests and attendees. But unfortunately, Aventri is a little expensive, according to users, and there are extra costs for added features. 

Analytics

Aventri employs cutting-edge data processing and analytics to assist users in improving current and future events. You can track metrics that will assist you in demonstrating effect to key stakeholders such as sponsors, exhibitors, management, and others. However, users require technical support to navigate through the reporting tools. 

In-person Event Management

With the help of Aventri’s integrated on-site hardware technology, you can design a secure on-site or hybrid event environment. Using Aventri’s selection of hardware techniques, such as tap n’ go pods, tabletop readers, or mobile devices, you may control and manage attendee flow with guest access to ensure event efficiency.

With the selection of badges available in either plastic or paper card stock that are scannable using NFC or UHF technology, you can also boost guest check-in efficiency and expedite processing. But unfortunately, many features come with an additional price.

Pricing

Aventri pricing is not disclosed publicly. You will have to contact them for a demo and a specific quote for your event. 

Pros & Cons

Pros

• “It has made the entire event management process easier. It is user-friendly for my guests and very easy for me to see who has registered and their corresponding responses to the registration page.” – Lilly S. – Marketing Analyst.
• “The software itself is easy to use and is pretty much user friendly.” – Rachel B. – Director, Association Project Management

Cons

• “The reporting system is complex. It would be pretty much impossible to maneuver successfully without dedicated support.” – Clayton B. – Associate Digital Marketing Specialist.
• “The price is rather high and there were some extra fees. We had difficulties with payment processing. It was not easy to use with the other systems we already have well established for our business.” – Kaitlyn V. – Partner and sales associate.
• “I feel their website / e-registration module could be improved in both looks and functionality, and I think it’s disappointing a mobile app feature is no longer included with their desktop plan pricing.” – Stephen M. – Communications

6. Cvent

Cvent is well-known for its hybrid conference platform, allowing easy event registration and management. Custom websites, email marketing, a check-in app, virtual and hybrid event solutions, payment tracking, and data analytics are all part of Cvent’s Event Management Platform. 

Cvent assists you in managing each stage of the event lifecycle while offering the data and insights required to maximize your value. You will have a single platform with everything you need. As a result, you can engage your audiences, maximize sponsor value, and collect critical event data whether the event is in-person, virtual, or hybrid. However, one major drawback is the learning curve, making it hard for new users to navigate the software.

Cvent: Key Features

Event Management

Cvent allows you to automate event management duties. To manage invitees and registrations, you can use the built-in address. You can also give stakeholders over 100 standard reports developed on the platform. However, there’s little room for creativity. 

Reporting and Analytics

Cvent generates a report on the entire events’ activity, providing significant information. You can better understand the impact of events, audience engagement, and costs, resulting in improved marketing ROI. But, it can be challenging to navigate through Cvent due to the learning curve.

Cvent Attendee Hub

With Cvent, you can add online and app-based technologies to any event to increase and extend participation. With access to essential event information, participants, and sponsors, Attendee Hub enables in-person and online attendees to construct unique event journeys and keeps them engaged.

Pricing

You need to contact Cvent for a detailed pricing model, as it is not available publicly. 

Pros & Cons

Pros

• “I love that all of our event registration information can be stored in one place that anyone in our team can access.” – Justina H. – Events Director.
• “The intuitive platform gives out-of-the-box solutions that can be customized to fit your business needs and set you up for success.” – Verified User in Real Estate

Cons

• “As virtual events are gaining more popularity, the software should only enable the workflows based on the event type selected like virtual, physical, or hybrid.” – Jetender V. – Program Manager.
• “If you are a new user, learning how to navigate Cvent and get the most out of it can be an adjustment.” – User in Computer Software.
• “There is a lack of customisation in the tool, which can be improved; the system also faces many outages issues.” – Bharat B. – Assistant Manager

7. EventMobi

EventMobi is a well-known hybrid event platform that provides polls, Q&A sessions, and gamification features. The adaptability of the platform makes it stand out from other options. It also simplifies integrating with well-known platforms like Marketo and Salesforce.

Using the specific solution, event planners may create websites and email invitations, as well as collect registrations and supervise the full online check-in process. EventMobi’s virtual space is a configurable online sector for different conferences, including video-on-demand and live feeds.

EventMobi: Key Features

Mobile App 

With EventMobi, you can give your visitors a customized mobile event app experience that puts content, networking, interaction, and navigation right at their fingertips. With the flexible event application from EventMobi, you can create the ideal atmosphere for events of any scale. However, there is some room for improvement with the attendees’ user interface.

Event Registration

The registration feature of EventMobi gives you access to a robust and integrated backend that allows you to create any registration experience you want. However, the platform is not intuitive on the admin side, according to EventMobi reviews. 

Email Marketing

You may use EventMobi to create invitation lists to segment your email list and invite certain persons. You may also develop unique templates for denied invites and RSVPs and send automatic emails, notifications, and event reminders. But it can be tiring to do everything on your own. 

Pricing

EventMobi offers a custom pricing model for each event. You can contact them through their website for additional pricing details.

Pros & Cons

Pros

• “They have wonderful support to help you each step of the way. We are now able to offer hybrid meetings to all of our members” – User in Transportation/Trucking/Railroad.
• “I had a few custom changes that needed to be made and the EventMobi support team took the time to understand the changes needed and had them completed within a few minutes.” – Robert H. – IT Manager

Cons

• “The platform wasn’t very intuitive on the admin or user side. We constantly had attendees calling or emailing who couldn’t navigate the platform” – Kiley C. – Program Coordinator.
• “While the platform itself is excellent, although a few sections can be tedious to edit and enter information.” – Kim T. – Conference Coordinator.
• “We would like to see more advanced features for access controls for certain sessions.” – Emily S. – Conference Manager

8. Hubilo

Hubilo is a hybrid events platform that provides engaging experiences for attendees and assists you in reaching business objectives. Hubilo reviews emphasize the gamification and engagement components that enable event planners to raise audience participation.

Furthermore, Hubilo integrates with prominent payment systems such as Stripe, as well as marketing automation and sales tools such as Salesforce and HubSpot. Attendees can watch and engage in real-time using Hubilo’s event app (available for both iOS and Android). Although the platform is amazing, users cannot altogether avoid feature glitches.

Hubilo: Key Features

Engagement

With the help of interactive chats, reactions, polls, surveys, social media integrations, and other features, Hubilo helps you to boost involvement and give your audiences a chance to express their opinions. You can also encourage attendees to network and attend sessions by encouraging friendly competition and rewarding healthy play. One drawback is that users can only customize within the given framework of the system.

Custom Branding

Using Hubilo’s custom branding feature, event organizers may build an event that matches the appearance and tone of their organization. Sponsor, partner, and exhibitor areas can all have their own branding.

Event Registration

Users can create an event registration page to sell various tickets and receive money. Free, normal, VIP and reduced tickets are among the tickets that users can sell. Hubilo accepts payments through payment systems such as Stripe and Chargebee. However, users complain that tickets lack customization options. 

Pricing

Hubilo offers three pricing plans;

• Advanced:  Ideal for small-scale virtual events with limited attendees.
• Pro: Suitable for mid-sized virtual events or small to mid-sized hybrid events.
• Enterprise: Ideal for mid to large-scale virtual and hybrid events hosted by corporations and event management companies.

You can get in touch with them through their website for detailed pricing. 

Pros & Cons

Pros

• “The platform is pretty straightforward to use and easy to set up.” – User in Financial Services.
• “The solution is flexible and can be configured based on the requirements of your events.” – Bryan S. – Marketing and Graphics

Cons

• “Ticketing could have been better with more customizable options, sessions also lacking customizable options.” – Victor Y. – Senior Associate
• “No updates or manuals are provided when changes are made to the platform. No updates are given to customers, and they have to log in to be surprised with new features.” – Edger M – CEO – Small-Business
• “Setting up a multiple track agenda is a long process.” – Jackie A. – Director of Events

9. BigMarker

BigMarker’s hybrid events platform allows you to create all of your sessions, presenters, and exhibitors in one location while automatically developing the digital touchpoints required to engage in-person and virtual visitors. 

BigMarker offers 15+ virtual modules, which are essentially independent customizable web pages. They enable you to create your landing page, tickets, main stage, expo booth, and other virtual meeting spaces, making designing your hybrid event enjoyable and easy. Event hosts are invited to combine several modules with building their dream event. However, there are too many additional costs involved.

BigMarker: Key Features

Mobile Event App

Through the event app, participants can participate in live Q&A sessions, Ask-Me-Anythings (AMAs), and upvote questions, providing moderators with a live list of the most popular queries in real-time. However, there is still room for improvement as competitors like vFairs offer much more in terms of event apps. 

Virtual Event

You can share up to 9 webcams and exhibit content inside your virtual events, such as presentations, films, or your entire screen. Attendees can talk, raise their hands, and ask questions. But unfortunately, BigMarker is still commonly recognized as a webinar tool, which means it is somewhat limited compared to other hybrid event platforms.  

Event Management

BigMarker is web-based, so there are no downloads or installations required. You receive your own virtual conference room that you may brand with your company’s logo or theme. You can embed your events on your website to host them directly. However, there are too many options so users might get overwhelmed.

Pricing

BigMarker offers monthly and annual subscriptions. There are three pricing models, including

• Basic: Up to 1,000 Live Attendees
• Enterprise: Up to 10,000 Live Attendees
• Enterprise+: Up to 500,000 Live Attendees

You can contact them on their website for additional pricing details. 

Pros & Cons

Pros

• “BigMarker is very responsive to user feedback and continually offers new features.” – Patrick F. – Information Technology Manager.
• “What we like most about the platform is that it’s all inclusive and it also makes automated processes such as webinars more customizable without the difficulty of trying to figure out how to use it.” – Eddie C. – CEO

Cons

• “Creating hybrid/virtual events is not in the base license but rather an add-on (that’s too bad), it would be much better for customers to have everything included in a single license without a “buy-up”.” – Ross S. – Owner / Partner.
• “The options are sometimes confusing as you have too many and it might be hard finding the setting that you are looking for.” – Manuel G. – Founder.
• “Could use more native integrations (you need to use Zapier for any other integrations)” – Sunny T. – Founder

10. WebEx (Socio)

Webex Events is a full-service event management platform designed to power virtual, in-person, and hybrid events that improve attendee experiences. Webex Events provides the resources you need to create a successful event, whether it’s a conference, a trade fair, or an internal event. However, Webex users complain about a difficult-to-use interface and in-event polling issues.

WebEx: Key Features

Mobile App

The mobile app is configurable and enables on-the-go access. Mobile attendance can increase participation, but the mobile app leaves much to be desired. Users complain that the experience isn’t as immersive as the web platform and that not all capabilities are available on iOS devices.

Event Customization

Webex allows event organizers to customize their event colors, branding, and layout. The platform offers a few templates and options screens, but the aesthetics have some room for improvement. 

Engagement

Your audience may connect with your brand, your sponsors, and each other at WebEx hybrid events thanks to engagement options like session chat, moderated Q&A, polls, gamification, and video rooms. These, however, are only generic aspects; in terms of engagement, competitors in the market, like vFairs, offer much more.

Check-in and Badge Printing

Webex Events, formerly Socio, streamline your check-in and badge printing process by offering a comprehensive solution for your software, hardware, and on-site support needs. An on-demand or distributed check-in experience is an option. Attendees can check and confirm the information on their badge or use Fast Track Check-in to expedite the process. However, there is much room for improvement as there are very few customization options. 

Pricing

The WebEx pricing is not available publicly. You can request the pricing by contacting them through their website. 

Pros & Cons

Pros

• “Socio was one of the most user-friendly platforms we demoed when trying to establish a hybrid conference.” – Elisa F. – Executive Director
• “My favorite part is the ability to truly modify the visuals to make it look branded and cohesive to the event you’re creating.” – Michele B. – Customer Experience Manager

Cons

• “As the features expand, the product is starting to push past our budget range.” – Susan H. – Marketing & Digital Design Coordinator
• “On the technical side, customizations can take a long time.” – Jodi H. – Development Director
• “The only downside for me is the cost.” – Joyce S. – Executive Director

Conclusion

Hybrid event is one event, but it can provide two experiences for two distinct audiences. Therefore, you must choose the ideal event platform to make the most of it. vFairs is an all-in-one platform for hybrid events. It lets you create a fun and attractive hybrid event for your audience, complete with polls, live Q&As, live streams, on-demand content, registration pages, and more.

vFairs is an excellent choice for people who want an efficient tool to help them build their hybrid event from start to finish. Contact us right away to begin your free trial.

FAQs

What Are Hybrid Event Platforms and Features?

The goal of a hybrid events platform is to let you use the advantages of both online and in-person event planning. Its primary objective is to unite live and virtual audiences and provide them with the same level of participation as if they were in the same room. 

What Is the Difference Between In-person, Virtual and Hybrid Events?

In-person events require all the attendees to be present in a physical location at the time of the event, virtual events are those in which everyone attends online, and hybrid events combine the two, where some people participate in person and others attend online.

How Do Hybrid Events Work?

Hybrid events are, quite simply, a mix of live and virtual events. You take your live event, complete with an audience, content, and more, and add a virtual component so your audience can participate and engage with your event, no matter where they are.

Are Hybrid Events Cheaper?

While they are typically more expensive than in-person events, there are also many ways event planners can save money with a hybrid event and see a higher event ROI. Let the audience and event goals be your guide when it comes to hybrid event budgets.

Which Is the Best Hybrid Events Platform?

Although there are many hybrid event platforms in the market, vFairs is a leading all-in-one solution with a 4.7/5 rating on G2. vFairs offer an integrated and seamless event experience for your in-person, remote and on-the-go attendees with a powerful hybrid events platform. So whether you want to host a hybrid conference, workshop or meeting, you can deliver a positive user experience for all your attendees with a feature-rich solution.

What Are the Top Challenges of Hybrid Events?

One of the main challenges of hybrid events is to keep both the attendees, virtual and in-person, equally engaged and have them enjoy a similar experience. Therefore, choosing the right on-site venue and deciding upon a high-value adding virtual events platform is a great challenge.

What Technology is Needed for a Hybrid Meeting?

The first and foremost technology essential is a virtual platform where you can host the feed live. For production, high-quality cameras, lighting, and microphones are essential. The production team directs a live feed through the control room or A/V equipment for live streaming. 

Event organizers have to consider all the available options and choose the solution that best suits them. Pricing and available features are important considerations for picking the right platform. If you have decided to host a virtual trade show and are looking for suitable virtual event platforms, here are some of the best options.

10 Best Virtual Trade Show Platforms in 2023

1. vFairs – 2023’s Best Virtual Trade Show Platform

vFairs is one of the best virtual event platforms and offers multiple solutions and event types. Whether you are looking for a platform for a trade show, a job fair, networking events, and conferences, it has what you need. You can use the platform to create immersive event lobbies with great networking features like chat rooms, roundtables, and smart matchmaking. In addition, the platform is one of the few that offers excellent solutions for hybrid and virtual events. 

According to the G2 Fall 2023 report, vFairs has been awarded as the Leader in the Virtual Event Platforms category! Speaking specifically about virtual trade shows, vFairs offers fantastic layouts for exhibit halls that make up for an immersive experience. vFairs virtual trade shows are the best way for businesses to meet potential customers. 

vFairs: Key Features

Interactive Exhibit Booths

The exhibit hall is the most critical area of any virtual trade show, as this is where most customer interactions happen. vFairs offers different styles for exhibit halls and booths that exhibitors can choose to showcase their services and products. The platform allows customers to look through product catalogs and place their orders within the booth. In addition, they can engage with potential customers, link to their website pages, and collect business cards from potential customers.

Attendee Engagement Tools

vFairs offers attendee engagement tools that ensure businesses get the most out of their exhibit booths. For example, exhibitors can connect with customers through voice, video, and text chat options. In addition, gamification tools like scavenger hunts, trivia quizzes, and leaderboards can boost attendee engagement. 

Personalization

The platform offers an excellent level of personalization for each event. From the main lobby to each exhibit hall booth layout, event organizers get to choose what they want. Moreover, you can add different features to your event halls, welcome videos, custom-designed 3D event lobbies, and gamification tools.

Live and Semi-Live Events

Event organizers can host various live and semi-live keynote speaker events and Q&A sessions. As a result, they can increase event attendance and engagement and keep everyone informed of the latest event happenings.

Live Reporting Tools

vFairs offers event data that gets updated in real-time. For example, event organizers can see how many online attendees and exhibitors, the total number of logins and registrations, attendee activity, etc. 

Attendee Search Filter

vFairs lets exhibitors and event hosts search for relevant attendees with the attendee search tool. Attendees can look through relevant keywords such as company name, attendee name, email, or designation, and exhibitors can quickly find a list of attendees to network with.    

Mobile Event App

The highly engaging vFairs mobile event app is available for Android and iOS devices. The mobile app gives users access to the same event features – but it happens on the go. Event attendees can join webinars, visit vendor booths, and interact with media through the app.

User Journey

The backend of the vFairs platform offers excellent features and event organizers can log in as an admin to explore them. The User Journey helps organizers track user behavior throughout the virtual trade show. For example, admins can search for an attendee profile, check out their number of log-ins and the booths they visited, and follow their tracks. 

Pricing

You can get a custom quote by scheduling a detailed demo with one of vFairs’s experts. You can contact vFairs here.

Pros & Cons

Pros

• “The best part of the vFairs platform is the combination of access to DIY controls and partnering with a Project Manager for personalized assistance. We had both helping hands to guide us along, and the ability to make edits on the fly.” – Jennifer R. – Communications Consultant
• “vFairs was the best fit for our annual trade show/expo. We reviewed several platforms, and nothing else could provide this fantastic presentation and experience.” – Norma M. – National Event Manager
• “Swag bags are a great idea for downloadable material.” – Ben T. – Director
• “Setting up and designing booths for a virtual trade fair. It was quite a great activity and the outcome was awesome. The booths looked very real and beautiful” – Angele M. – UI/UX Design for OER platforms

Cons

• “Uploading images to booths was a little glitchy in some cases.” – Ben T. – Director

2. Brella

Brella is an option for businesses that want to develop a personal connection with their potential customers. Virtual trade shows are about networking with potential customers and sealing the deal. Brella has some networking tools and virtual event features that can help bring businesses and customers together. However, the networking features aren’t the most immersive compared to other event platforms like vFairs.

Brella: Key Features

Virtual Booths

Brella provides a virtual booth that exhibitors and sponsors can use to collect leads, display their brand and engage prospects. They can also use multimedia content interactive integration features like polls, chats, etc. Virtual booths are customizable with PDFs, Google slides, videos, quizzes etc. However, the Brella virtual booths lack the 3D virtual component. 

1:1 Meetings

The virtual event platform offers solutions for AI-powered matchmaking and the ability to create 1:1 meetings between attendees and exhibitors. As a result, vendors can filter attendees by their buying intent and network with those interested in their products. In addition, the 1:1 meetings can bring potential buyers and business reps a step closer to closing the deal. The platform, however, doesn’t offer much for the natural following stages of customer acquisition. 

Online Marketplace

Brella offers an online marketplace to event organizers to drive more revenue, boost ROI, and engage event attendees. The microsites are optimized for conversion but lack the personality of a 3D virtual environment.

Schedule Meetings

The virtual trade show platform allows attendees and vendors to schedule meetings through a meeting board. Exhibitors can schedule one-on-ones with qualified leads without any back and forth with the meeting scheduler. It automatically highlights and finds mutually available times for easy scheduling. While it can make event attendees’ and organizers’ lives easier, it isn’t a unique feature.

Space for Sponsors

Sponsors are essential stakeholders for any event, virtual or otherwise. Brella allows event organizers to book space for virtual trade show sponsors within the event. They can also host sponsor events to drive attendee engagement and traffic to their booths.

Pricing

Brella offers a custom pricing model that you can find out by contacting them directly. 

Pros & Cons

Here’s what users had to say about Brella:

Pros

• “It is easy to set up and only takes a couple of days.” – Kristoffer L. – CEO
• “Brella is a one-of-a-kind tool to enable networking in your events among the attendees.” – Nivas R. – City Leader – Chennai & Bangalore

Cons

• “It is an exceptional platform, but it lacks intuition and sometimes its use tends to be frustrating, adding that it does not contain a free system to get to know it a little and be sure that you want to buy it.” – Amelia g. – Senior Software Engineering
• “I wish there were more customizable features, especially on the home screen. It would also be great to be able to send out custom emails within the platform.” – Heather T. – Project Assistant
• “The interface is only in English and that a sponsor needs to have “root access” in order to modify their booth.” – Bea J. – Tarugoconf manager

3. Webex

Webex is a virtual event platform that offers end-to-end functionality and support for event organizers. The virtual event platform provides support throughout the event for hosts, event attendees, event marketers, and exhibitors. Webex supports live and on-demand streaming and offers some third-party integrations as well. However, Webex users report issues with in-event polls and a difficult-to-use interface.

Webex: Key Features

Event Communities

Event organizers can bring like-minded attendees together through event communities. The communities can have exclusive content that drives discourse, boost topic-based discussions, and keep the audience engaged. However, there are limited ways to join communities, and recording the meetings for later use is also tricky.

Mobile App

The fully customizable mobile app allows attendees to log in to the event on their mobile devices. The mobile app is intuitive and provides access to all resources on the go. Mobile attendance can boost engagement, but the mobile app leaves much to be wanted. Users say that the experience isn’t as immersive as the web platform and all functions aren’t available on iOS devices.

Event Customization

Webex allows event organizers to customize their event colors, branding, and layout. The platform offers a few templates and options screens, but the aesthetics have room for improvement. 

Engagement & Networking

Participants can communicate ideas, opinions, and resources during WebEx trade shows to boost event engagement. You can also provide your participants with a social feed that serves as the event’s unique personal social media platform and allows them to post images, exchange comments, and participate in conversation threads. 

There are additional native tools like session chat, Q&A, polling, etc. Users complain, however, that the networking capabilities are not configurable because they are unable to eliminate particular aspects based on the audience’s individuality.

Pricing

The WebEx pricing is not available publicly. You can request the pricing by contacting them through their website. 

Pros & Cons

Pros

• “My favorite part is the ability to truly modify the visuals to make it look branded and cohesive to the event you’re creating.” – Michele B. – Customer Experience Manager
• “It’s truly amazing how interactive this platform is for the participants.” – Haylie T. – Learning and Development Coordinator

Cons

• “As the features expand, the product is starting to push past our budget range.” – Susan H. – Marketing & Digital Design Coordinator
• “On the technical side, customizations can take a long time.” – Jodi H. – Development Director
• “Our company is currently using the WebEx events app for our trade show. The mapping feature is not my favorite for the trade show booths. You have to upload the floorplan and make each booth a zone.” – Administrator in Transportation/Trucking/Railroad

4. HexaFair

HexaFair is another virtual event platform that offers networking and integration tools for hosting virtual trade shows. Unfortunately, the platform doesn’t provide many exhibitors who want to arrange live demos with the attendees. However, chat options and the attendee directory feature can help with networking. 

HexaFair: Key Features

Pre-Recorded Demos and Sessions

The platform doesn’t offer support for live demos within booths, but exhibitors can record their sessions for the attendees. When an attendee visits a booth, they can watch the pre-recorded video and then leave any questions they may have about it. Attendees can also leave their business cards for further discussion.

Teleport Navigation 

The Teleport navigation tool can get attendees to a particular booth without having to scroll through it all. While this can improve the attendee experience, it reduces their chances of finding something valuable that they weren’t looking for in the first place. 

Lead Management

With HexaFair, exhibitors may control all booth activity, particularly booth leads. You can scale your events easily on the go for better booth sales & audience participation. You can also make a list of the things exhibitors need to do in order to finish their onboarding and responsibilities. However, as per user reviews, there is not much scope for booth customizations.

1:1 Meetings

One of the benefits of holding a virtual trade show with HexaFair is that buyers may arrange one-on-one encounters with sellers. The integrated meeting calendar enables more efficient scheduling and fruitful interactions. However, this is not a unique feature as many competitors offer it. 

Pricing 

HexaFair offers three different pricing models:

• Starter ($249 USD per month): For small engaging events, fairs, training sessions
• Business ($699 USD per month): For events and fairs with interactive booths
• Pro: For large virtual and hybrid conferences, events and tradeshows.

You can reach out to HexaFair team for more pricing details.

Pros & Cons

Pros

• “The platform is very easy to set up.” – Rekha N. – Content Specialist | Video Creator | Designer
• “Excellent customer and technical support from HexaFair team.” – Refiloe M. – Editor

Cons

• “The user interface and user experience still has room for improvement.” – Zauriel T. – Organizing Team
• “It wasn’t compatible with many devices which it must considerating the natural use case of the software.” – Mayank A. – Co-ordinator
• “No Facebook or Youtube Live Streams can be embedded.” – Martin S. – Managing Director

5. SpotMe

SpotMe offers solutions for small-scale events like webinars or elaborate events like virtual trade shows. The virtual event platform offers customization of your event through presets and templates. You can add logos and brand colors, but a custom design is where it could get complicated for some users. 

SpotMe: Key Features

Engagement Tools

The platform offers some basic exhibitor and attendee engagement tools like Q&A sessions, polls, and other networking tools. The attendees can visit different booths, tune in to live webinars and network with the brands they’re most interested in. Adding more advanced immersive engagement tools can add value to the platform.

Event Builder

The event builder tool can help event organizers build the entire event from the platform’s backend. It offers complete customization of colors, branding space for hosts and sponsors, and templates for designs and layouts. However, the need for a dedicated project manager can make navigating the backend challenging.

Mobile-Friendly

SpotMe offers mobile-friendly events; attendees can also tune in through their mobile devices with an app. This can increase engagement, more logins, and boost reach to a more significant number of people. Building a fully customizable and white-labeled event app can be a costly solution, though. 

Pricing

SpotMe offers four different pricing models:

• Starter (Up to 2 virtual, hybrid or in-person events)
• Business (Up to 5 virtual, hybrid or in-person events)
• Advanced (Up to 25 virtual, hybrid or in-person events)
• Enterprise (Custom plan)

You can reach out to them for additional pricing details. 

Pros & Cons

Pros

• “The staff were incredibly helpful and would always work to implement requests.” – Agency in Medical Practice
• “SpotMe is dedicated to hosting great interactive events.” – Henry H. – Managing Director

Cons

• “The administrator side is absolutely nauseating to learn, navigate, and manage.” –  Megan M. – Industry Marketing Specialist.
• “I think customization could be more user-led, sometimes I think that the back and forth with the designer could be streamlined if users were allowed to make changes/upload information themselves.” – Administrator in Think Tanks
• “I would recommend the account management team have much closer contact with us to make us aware of exactly what services you offer.” – Verified User in Pharmaceuticals

6. Accelevents

Accelevents offers a range of networking tools and third-party integrations to help event organizers arrange a virtual trade show. The attendees can interact with exhibitors through text and video chat options, leave their business cards at booths, and download available content. In addition, exhibitors can post demos, link to their websites, and customize their booths. 

Accelevents: Key Features

Live Streaming

This virtual event platform has live-streaming capabilities. Exhibitors and event hosts can live-stream welcome videos and demos, make important announcements, host live talks, and conduct webinars. The platform, however, can be glitchy at times and users have had issues with studio and speaker features.

In-Event Integrations

The platform offers third-party integrations like CRM, social media channels, email marketing tools, live streaming tools, etc., to enhance capabilities. 

Live Polls

Accelevents also offers a live poll within the virtual event platform to gauge attendee engagement and boost participation. The in-event polls can also help keynote speakers, event organizers, and exhibitors. However, some users have reported needing help with post-event poll and survey data management because of duplicate entries. 

Networking

For attendees, Accelevents also provides networking opportunities, enhancing the experience. With the use of a dedicated live stream, promotional movies, downloadable materials, and 1:1 conversation, you can engage participants directly in your booth and turn them into prospective customers. Although networking is an advantage, the Accelevents learning curve is steep if you have not used this kind of software before. 

Pricing

Accelevents offers four different pricing models;

• Starter: $500/event
• Professional: $5,000/event
• Scale: $125/month
• Enterprise: $1,250/month

You can contact them for additional pricing details. 

Pros & Cons

Pros

• “There are opportunities to customize just about every part of the experience to make it 100% your event.” – Mary-Beth S. – Virtual Assistant
• “We’ve felt great support from everyone at Accelevents.” – Andrew E – CMO

Cons

• “The mobile app could use some more of the features that the desktop version has.” Rich B. – Owner, Host
• “We have the Enterprise level plan, so you do get a dedicated resource for initial training and to get you started, but after that you are pretty much on your own to figure things out.” – Nick B. – Director of Marketing Strategy
• “The learning curve is steep if you have not used this kind of software before.” – Bruce L. – Vice President-Publisher

7. Whova

Whova markets its virtual expos and trade shows as its top solution and might not be the best choice for all your events. Event organizers can control the layout and design of the event with customizable booths, event colors, and branding. In addition, it offers some essential event marketing tools and an online registration feature. However, they don’t offer chat moderation tools or dedicated tech support.

Whova: Key Features 

Custom Digital Booths

The custom digital booths provided by Whova showcase sponsors and exhibitors. Attendees can discover more about companies by reading the content displayed in each booth. However, Whova interface is a bit outdated and it doesn’t offer a 3D virtual booth like vFairs.

Engagement Tools

Whova offers audience engagement tools so that the attendees are present and participating. For example, your event can have live Q&A sessions with speakers, in-event polls, social media walls, and other gamification elements. However, the leaderboard can sometimes create unnecessary notifications.

Community Board

The virtual event platform also offers a community board that boosts discussions. The attendees can use this board to chat with each other and discuss mutual interest topics for effective networking. But unfortunately, the community board can generate a lot of push notifications for new posts and user activity which can get annoying.

Event Analytics

Event analytics tools can offer insights for event organizers. Following what the analytics show, organizers can make future virtual trade shows even better. The analytics can be complicated and the platform doesn’t offer a dedicated project manager like vFairs to help you out. 

Pricing

The Whova pricing depends on various factors like event type, size and features required etc. You can contact them on their website for a quote.

Pros & Cons

Pros

• “Easy to trackdown and message attendees before, during and after the event – easy to keep track of the daily agenda.” – Marc B. – Research Analyst
• “Whova is incredibly intuitive and easy to use.” – Michelle S. – Executive Director

Cons

• “The interface feels a little outdated, and I couldn’t send notifications from my iPad or iPhone.” – Linden T. – Executive Director
• “The feature to scan business cards does not work so well.” – Ivette M. – Attorney-at-Law
• “Does not seem too friendly for the consumer as a user, only for the administrators. The app lacked basic functions like a quick sign-up for events.” – Luis P. – eCommerce Lead

8. 6Connex

6Connex is an event platform for hybrid, virtual, and in-person events. 6Connex is a quick solution for hosting virtual trade shows that don’t involve a lot of technicalities. It is a simple virtual event platform that covers the basics and may not have everything you want.

6Connex: Key Features

Gamification

The platform’s leaderboard feature allows event hosts to boost attendee engagement. Each activity, like a login, attending a webinar, or visiting a booth, warrants points. In addition, platforms like vFairs offer various gamification tools to create a more immersive experience for attendees.

Branded Exhibit Booths

The virtual event platform has a virtual environment where the attendees can visit different booths. The exhibit booths are customizable, and exhibitors can brand them however they want. In addition, improvements in the interface can make the attendees feel like they’re roaming around an actual exhibit hall. 

Networking

The event platform also offers some networking tools for attendees and exhibitors. The primary purpose of a virtual trade show is to enable attendee and exhibitor interactions. However, the platform does not offer video interactions or video discussion rooms. Exhibitors can only text potential clients.

Pricing

6Connex pricing model is as follows:

• Launch Eventory – Starting at $3,000.00 with one-time purchase
• Launch Immersive – Starting at $12,500.00 with one-time purchase
• Rise – 1 License Per Year
• Soar – 5 License Per Year

You can contact them on their website for advanced pricing. 

Pros & Cons

Pros

• “The dedicated 6Connex contact was so helpful and always on hand for any queries.” – Stacey J. – Event Manager
• “The ability to customize the environment is great.” – Grace G. – Sr. Manager of Global Benefits Strategy, Experience, & Delivery

Cons

• “The platform is not responsive across variable screen sizes.” – Lilian M. – Consulting Work
• “It is on the higher end of cost for virtual platforms, especially if you are only planning to utilize the platform for one event during your annual subscription.” – Administrator in Philanthropy
• “The back end of the system is a bit bulky with multiple layers, but once you navigate a bit and get familiar, it is intuitive. It can be a lot to absorb initially for new users.” – Scott C. – Manager, Digital Support

9. Hopin

Hopin can help you set up a virtual trade show with vendors, exhibitors, sponsors, and attendees. The virtual event platform supports various third-party integrations and RTMP streams, and you can also set up pre-recorded videos and demos. However, their packages can be on the pricier side.

Hopin: Key Features 

Email Marketing Tools

The virtual event platform can also help event organizers market their virtual trade shows. The built-in email marketing tool allows you to customize and send out emails. In addition, you can automate and schedule emails whenever you want. Unfortunately, the tool has to be set up from the backend, which can be challenging to figure out independently. 

Virtual Experience

A Hopin virtual trade show can have a virtual experience that includes webcasting, customizable event lobbies, chat rooms, and exhibit halls. However, the visual templates can look dated and don’t offer immersive networking opportunities.

Attendee Engagement

It offers 1:1 meeting opportunities between attendees and vendors for networking. Attendees feel more engaged due to interactive content, social media walls, and polls. However, you can improve the reporting tools for attendee engagement. 

Pricing

Hopin offers four different pricing packages that are: 

• Free ($0/month) *they will start charging based on additional users past 100.
• Starter ($99/month)
• Growth ($799/month)
• Advanced Plan (You can contact them for advanced pricing plans) 

Pros & Cons

Pros

• “The platform provides all the different options for different needs – a fully pre-recorded event, a mix of live and recorded videos, multiple live speakers, and so on.” – Agnes G. – Senior Product Marketing Specialist
• “I like the platform and the way people can navigate around the different virtual areas.” Nat O. – Co Production and Engagement lead

Cons

• “The Salesforce integration has been SUCH A PAIN. It doesn’t work and our admin is having to do manual uploading.” – Anna C.
• “There is a significant learning curve for administrators setting up the platform for an event.” – Nia G. – Program Coordinator
• “One of the downsides is the fact you are limited to your attendee numbers.” – Katie J. – VP of Operations

10. ON24

ON24 is built with marketers in mind and offers event marketing tools. However, they focus more on providing conference and webinar solutions than trade shows. Here are some event features, engagement tools, and integrations it offers. 

ON24: Key Features

Engagement Features

The virtual event platform allows your virtual trade show customization and you can design as you like. Once event organizers get their way around the complicated user interface, they can add tools like live polls, live Q&A sessions, gamification features, and surveys. 

Generating Leads

The virtual event platform offers tools within your virtual trade show to get you leads. For example, the booths can have customizable buttons that allow attendees to request demos, start a chat, or book meetings.

Virtual Lobby

The virtual event platform allows event organizers to design and build a customizable virtual lobby. So, you can design an event lobby that sets your event apart from others and allows for a more immersive experience. However, as the platform doesn’t offer a fully responsible and dedicated project manager, it can be hard to navigate through technical difficulties. 

Pricing

You can request a quote by contacting ON24 on their website. 

Pros & Cons

Pros

• “It is very user-friendly and easy to navigate.” – Antonio L. – Customer Training Manager
• “From a technical standpoint, ON24 is smooth to operate even for beginners.” – Guillaume D. – Marketing Manager

Cons

• “It does not give enough flexibility to customize and sometimes goes down.” – Aditya C – Customer Success Manager
• “ON24 is great, and as a whole we don’t have issues, but we do struggle with some of the reporting features.” – Sydney S – Content Developer
• “Support is really slow to respond.” – Verified User in Information Technology and Services

Summing Up

The above list of virtual trade show platforms can help narrow your search for the best platform for your next event. Make sure you read reviews, note down your requirements, and review the available features on these platforms. An informed decision is usually the right decision so make sure you do your research.

vFairs is an all-in-one solution for a virtual trade show. It offers stunning 3D designs along with custom layouts for branded booths. You can join in anywhere through the mobile app. Lastly, live chat tools, 1:1 text, audio and video chat ensure maximum interaction between visitors and exhibitors. Contact us today to start planning your next virtual trade show!

FAQs

How Do Virtual Trade Shows Work?

Virtual trade shows have interactive features like live chat, chat rooms, one-on-one or group video calls, Q&A, live or on-demand webinars, webcasts, lucky draws, and more that allow exhibitors and attendees to talk to each other directly.

How Do You Plan a Virtual Trade Show?

The primary step in planning a virtual trade show is finding the appropriate event software to help you achieve your objectives and maintain open lines of communication with exhibitors. You may create a virtual trade show with increased accessibility for attendees that feeds the sales pipeline for yourself and exhibitors using a virtual trade show platform.

What Are the Advantages of a Virtual Trade Show?

Virtual trade shows are highly beneficial since they are accessible from anywhere, at any time, and there is no need for costly rental or travel expenditures. Furthermore, virtual trade shows allow you to access more prospective clients than traditional trade shows.

What Are the Disadvantages of a Virtual Trade Show?

One disadvantage to a virtual trade show is that they are not very personal. You don’t get the one-on-one interaction with potential customers that you do at in-person trade shows where you get to speak to each interested person.

Why is a Platform Required to Host a Virtual Trade Show?

A virtual trade show platform can be incredibly advantageous to businesses in various ways. For starters, it can assist companies in scaling their events by exposing them to a global audience. It also increases the visibility of their products and services. Lastly, it can give firms helpful marketing resources and assistance in tracking and measuring the success of their events.

In recent research, it was found that over eighty-eight percent of event profs hosted one virtual event in 2021. Over twenty-eight percent of event profs hosted over ten virtual events in the same year. And although it has now become safer to host in-person events, the survey found that over ninety-five percent of event profs will continue hosting virtual events as part of their event strategy.

Virtual conferencing is the most cost-effective and interactive way to network and connect with the target audience when combined with professional event organizers. Gladly, with the demand for virtual and hybrid events, many virtual event platforms have taken tasks on their shoulders.

Best Virtual Conference Platforms To Look Out For in 2023

Following are the best virtual conference platforms that offer a mesmerizing online environment for your audience and help with knowledge sharing and unlimited networking opportunities. 

1. vFairs: Best Virtual Conference Platform

If you are even slightly familiar with the virtual conference and management world, you must have heard about vFairs. vFairs is a leading virtual and hybrid events platform around the globe.

The company offers a wide range of event management solutions. The platform has maintained a 4.7/5 star rating with over 12,500 reviews from its satisfied customers. vFairs is one of the most successful virtual conference platforms out there. Virtual conferences with vFairs allow attendees from around the globe to connect with each other and maximize knowledge-sharing and networking opportunities.

Advanced Virtual Conference Features by vFairs

Organizing and executing a virtual event is not an easy game to play. However, finding the best virtual conference platforms for your events can tone down the hurdles.

The exceptional team of professionals at vFairs not only offers 24/7 customer service but with dedicated project managers, all the event duties are under control. 

With vFairs virtual conference solution, you can provide attendees and sponsors a platform to share new ideas and spark interesting conversations. The platform offers unlimited advanced networking features with its virtual conference solution, which helps reach a greater audience without having to travel. 

From featuring intuitive 3D virtual venues to virtual exhibit booths, content-sharing features, networking features, and much more, vFairs is filling up its customers with endless advanced event features!

To help you further understand how vFairs works, here are a few of the virtual event platform’s key features. 

Dynamic Virtual Environment

In order to grab a diverse audience for your virtual conference you have to make sure that the virtual environment that you offer has the power to appeal to the audience. The more attractive and interactive your virtual environment is the higher your engagement and registration rate will be at your event. 

The easy way to accomplish this mission is by partnering with the best virtual conference platforms like vFairs. vFairs not only offers a dynamic environment but offers the right sort of virtual environment designs to capture your attendee’s attention. 

The popular online virtual platform offers the best virtual environment with its animated 3D lobby. You can keep your attendees super engaged by replicating real-life venues in the digital world. vFairs lets you choose your preferred exhibit halls, booth design, and auditorium. 

Chat & Networking

After educational purposes, networking is the biggest reason why attendees participate in a virtual conference. To boost your virtual event success you have to invest in chat and networking features. 

To help your attendees and exhibitors develop strong relationships in their industry, vFairs offers a plethora of networking features.vFairs allows attendees to connect through video, audio, and text chat. Attendees can also use matchmaking tools to build a better and stronger connection with people of similar interests.

Furthermore, breakout rooms, profile search capabilities, meeting schedulers, chat transcript, and more. 

There is so much more to explore with vFairs networking features. If you are interested, click here to learn about the networking features we offer. 

Advanced Engagement Features

Once you have decided to opt for the virtual event, you must ensure the event has everything to keep the audience engaged. vFairs offers a large list of engagement features that helps in making even the most tedious webinar an interesting virtual event. 

Keeping an audience active in a virtual event can be challenging. The platform lets you boost participation through Q&As and polls during the live event. You can also gamify your conference and set up push notifications and in-event alerts. 

Moreover, realistic 3D designs for visualization, polls, trivia, quizzes, multiple presentation options, and video platform integrations are also in the widely-ranging engagement features list.

Event Reporting

Once you have highly detailed metrics and statistics in hand for your event you can evaluate success and gauge the behavior of your attendees. To get real-time updates on how your virtual event is performing, you need to book your event with vFairs.

vFairs reporting features let you receive real-time metrics such as how many people have joined the conference, webinar reviews, and booth visits. The real-time reporting of your event not only helps you determine the ROI of the event but also helps with future marketing practices. 

You can also download chat logs and transcripts of your event with reporting features. The reporting tools are hands-on with tracking audience behavior and delivering insights from post-event reports. 

5-Star Customer Support

A virtual event equipped with all the best virtual conference platform features is amazing but only if it’s supported with top-notch customer service. When hosting a virtual event, being left high and dry is the last thing you want. Therefore, joining hands with vFairs not only helps you with advanced virtual conference features but also comes with 24/7 customer service. 

Apart from 24/7 global support, vFairs offers a dedicated project team for your event. The virtual event platform provides live technical support and experienced end-to-end project support to ensure your events take off and finish smoothly.

Smooth Integrations

One of the best parts about joining hands with one of the best virtual conference platforms – vFairs – is the seamless integrations that it offers. You can integrate a large number of apps into your virtual conference. 

CRM and Sales automation apps like HubSpot, Marketo, SalesForce, Oracle, and Zapier are partnering with vFairs for smooth integration. Integrations enhance the event experience for you, your sensors, and your exhibitors. 

Moreover, conference and video streaming tools like Zoom, Vimeo, WebEx, YouTube, and ReStream also help with seamless video interaction in your virtual conference.

vFairs Pricing

Unlike some of the major virtual conference platforms that overcharge customers for increasing attendee count, vFairs offers unlimited event registration. Not only this but vFairs transparent pricing policies allows customers to get a customized quote for their event. It means that you can adjust the pricing of your event depending on the features you want. 

You can also get a free personalized demo of all vFairs features and choose the best ones for your event. With vFairs you can gain access to shareable product presentations, industry-specific testimonials, and references. 

By now, you must have generated interest in vFairs. We recommend you not wait around since almost every business is looking for the best virtual event platforms and no one wants to miss out on a platform that offers unlimited attendee count! To get a custom quote from vFairs, you can contact the vFairs team now!

Reviews on G2

Here is what customers have to say about vFairs:

2. WebinarJam

WebinarJam is a cloud-based solution that creates and conducts webinar sessions for businesses. The software also helps with live streaming on Youtube and Facebook. However, with the world leading towards engaging in high-quality virtual events, WebinarJam is still an ‘only-webinar solution’.

WebinarJam lets you reach 5000 people in one presentation. The platform also helps with advanced webinar solutions such as automated webinars, scheduling replays, streaming, and more. However, unlike other best virtual conference platforms, WebinarJam has a slight learning curve. 

Unfortunately, even after restricting its features to webinars only, WebinarJam still does not offer the option to host an automated webinar. 

WebinarJam Features 

WebinarJam carries a 3.7 out of 5-star rating on G2, but does offer a few features that can amplify attendee engagement. The following are the features: 

HD Feature

With WebinarJam you can share a PowerPoint presentation or anything in between in high-definition and high-quality video. WebinarJam HD video and audio features are applicable to all devices including desktops, laptops, tablets, or phone. 

WebinarJam allows you to broadcast events through private webinar rooms. Moreover, specific features from WebinarJam are noteworthy. For instance, WebinarJam offers live features like the panic button, attendee spotlight, and always-on space available for users. 

Even though the platform offers high-tech precision at a good price the experience of this feature still heavily depends upon a strong internet connection. This means that if your internet connection goes down you will have to witness your webinar going downhill. 

Automated Webinar

The automated webinar feature lets you set up a webinar in advance. If you want to host an error-free webinar, then automated webinar lets you create a webinar from the beginning until the end without any intervention. However, you can not showcase your hosting skills in an automated webinar solution offered by the platform. Therefore, keeping an audience engaged in your error-free webinar without a host can be a real challenge.  

Live Chat

WebinarJam empowers flexible networking options. Live chat, questions, and answers, private comments, highlighted comments, and sticky announcements are some of the features to keep your attendees fully hooked.

Attendee Spotlight

Even though WebinarJam does not offer a widely-ranging networking opportunities to its attendees, its attendee spotlight feature helps participants in accomplishing a sense of purpose in the event. Through this feature hosts can invite attendees to join during presentation. While being put at spot might not be the best thing for an introverted attendee, it can be encouraging for others.

Attendee Count

One of the main features that WebinarJam promotes is its ability to host 4-hour meetings, live tracking, and webinar with a group of attendees of over 5,000 and six presenters. However, platforms like vFairs who offer similar features with unlimited attendee count make this feature somewhat less appealing by comparison. 

Customization

Unlike vFairs that offers fully immersive and customizable virtual venues, features and alot more, Webinar Jam software restricts customization to event landing page, mainly focusing on the registration button. The platform allows businesses to customize their landing pages with promotional marketing content, call-to-action buttons, and links.

WebinarJam Pricing

Following are some of the plan and pricing packages by WebinarJam: 

• Starter Package: This package includes 1 host, only a 1-hour maximum duration for the virtual conference, and a limit set for $39/mo.
• Basic Package: This package includes 2 hosts, 2 hours maximum duration, and a limit of 500 attendees for $79/mo.
• Professional Package: This package includes 4 hosts, 3 hours maximum duration, and a limit of 2000 attendees for $299/mo.
• Enterprise Package: This package includes 6 hosts, 4 hours maximum duration, and a limit set for 5000 attendees for $379/mo. 

Pros & Cons 

Pros

“Ease of use when cloning a webinar. What often takes hours with other systems can be done with a couple of clicks in WebinarJam, and that includes the deep integrations between tools.”

Brady P.

Cons

“It allows us to run both live and recorded webinars (EverWebinar) meaning I don’t have to present and everything happens automatically. It allows us to scale our marketing efforts” – Brady P.

“Running a parallel webinar at the same time based on the users, Scheduling the webinar at our desired time even without any live from our end, Record a video as it was live and can broadcast as many times as we are online, creating a specific chat for each webinar.” – Verified User in E-Learning

“I dislike some of the design choices and limitations. I would like to choose some UI colors to match my brand, and I’d like more customization of the reminder emails” – Jonathan T.

3. GoToWebinar

Unlike its sister product, GoToMeeting, GoToWebinar is a whole suite of webinar software products. The platform enables you and your team to connect with clients around the globe. 

Although the solution offers crystal clear webinars, it is still far behind to provide a complete virtual conference/event solution to its customers. 

Furthermore, the platform supports integrations but lacks in providing a smooth user interface or affordable pricing.

It is safe to say that high pricing with limited features in the platform does not sit well with the customers.  

Features of GoToWebinar

With fifty-three thousand customers, GoToWebinar offers a bunch of virtual event features you can choose from.

Flexible Modes

From its flexible webinar modes to powerful data encryption, privacy features, customized dashboard, and easy payment processing, these are GoToWebinar’s flexible features. However, even after advertising its flexible features, customers that have used the platform find the interface hard to learn. No one appreciates the learning curve that comes with new webinar software.

Custom Registration Forms

With GoToWebinar you can create custom registration forms or quizzes to capture registrant info and understand who is coming to your event. However, the platform do not offer additional security features for protection of participants data. This might not sit well with the attendees that do not wnat to compromise on their personal information in a virtual event.

Interactive Features

The software also offers interactive features, insightful analytics, customizable modes, and other factors that help with conducting a smooth webinar session.However, attendees can participate in the session through the hand raise option, the networking opportunities will be limited with the platform. The platform lacks in providing extensive networking features for audience  that wants to make the most out of the virtual event opportunity.

GoToWebinar Pricing

Following are the plans and pricing offered by GoToWebinar Jam: 

• Lite Package: The package is for $59 and limited to 250 participants.
• Standard Package: This package is for $129 and is limited to 500 participants.
• Pro Package: This package is for $249 and is limited to 1,000 participants.
• Enterprise Package: This package is for $499 and is limited to 3,000 participants. 

Pros & Cons

Pros

“Gotowebinar is a very stable platform, which provides a good delegate experience, and is great for organising educational webinars. It provides excellent statistics after an event, and the bulk upload of delegates is a useful feature.” – Verified User in Education Management

Cons

“If you are in start mode, waiting to officially begin the live webinar, you cannot allow the presenter to test the PowerPoint polls, etc. one last time without the audience seeing the screen.”- Lisa C.

“Two things that I dislike about GoTo Webinar are the ability to use break-out session rooms and the ability to have multiple users be the super admins on an account” – Joshua R.

“One thing I dislike that is the chat window user interface is not user-friendly. chat window interface can be more interactive.” – Sukumar S.

4. Livestorm

Similar to WebinarJam and GoToWebinar, Livestorm offers solutions limited to webinars and online meetings.  

Only if you are looking for ways to run a simple online meeting or opt for a full-fledged webinar session, then Livestorm can help you run a smooth event. With Livestorm, you can access the solution on multiple devices without affecting your brand design. Although application features can not be compared to a platform that offers only a browser-based solution, your target audience can access webinars using their mobile and desktop regardless of location. 

Moreover, even after offering a solution limited to webinars and online meetings, Livestorm poses a limit on attendees count as well. 

Features of Livestorm

The top features of Livestorm include on-demand, live, and pre-recorded sessions, end-to-end engagement, dashboard analytics features, and real-time events updates. Here are some more key features of the platform: 

Event Automation

You can automate the start and end of the event. You can automatically play a video to offer a live video experience. 

Multi-Language Support

Livestorm offers multi-language support. The platform offers support in 24 languages. 

Recording Control

You can start, pause and stop recording to focus on what is relevant and what is confidential. 

Dial-in Phone

This feature helps limiting the dependency on internet connection. Participants without the internet can dial in through phone in the event.

Attendee Count

With Livestorm you cna host virtual events with attendees upto 3,000. While this might sound fascinating at first but a number best virtual conference platforms like vFairs offers unlimited attendee count applicable to all plans. On the other hand, Livestorm offers 3,000 limit of attendee only for the enterprise plan. 

Livestorm Pricing

Following are the plans and pricing offered by the platform:

• Free: The package offers up to 30 active contacts and up to 20 minutes limited webinar sessions.
• Pro: This package includes 100 to 500 active contacts and a duration limited to 4 hours.  The package is $88/mo.
• Business and Enterprise: The pricing details are not open to the public. 

Pros & Cons

Pros

“Livestorm is very powerful at managing webinars. Great for presenters to control the event, and take over if other have issues. Focused on webinars rather than day to day meeting needs which zoom, teams, meet etc are really focused for.” –Grant K.

Cons

“Each speaker has to turn off the notification SOUND manually (in people/chat views on desktop; in settings on mobile) each time they log in to the event room. That’s quite annoying – I wish we could have the notification sound off 100% of the time.” – Julia Y.

“I wish it way much much easier to find access links to provide for the guest speakers. The HubSpot integration definitely could get way better too. As of now we cannot use Livestorm’s custom object fields in reporting natively. It’s also a bit tough to create workflows that catch on-demand / reply views and ensure each session is unique when there’s many webinars on the go at once.” – Dylan Y.

“The new google docs presentation support would be so cool in normal daily meetings, but the slide support is pretty much useless for a webinar as it can’t enter presentation mode – but all users can edit it live! The login process can be a bit clunky for invited speakers if the event is currently hidden. But in the stuff that matters, it just works so well.” – Grant K.

5. Eventzilla

Eventzilla made it to our list of best virtual conference platforms only for being a help to other virtual conference platforms. Eventzilla is an event registration and ticketing software program. The software allows mobile check-in, email invitations, and other features to assist event organizers. 

Surprisingly, even with a single job in hand, which is to cater ticketing and registration needs of event organizers, Eventzilla lacks in providing accuracy in ticket sales information.

Eventzilla Features

Following are some of the key features of the platform:

Scheduling

The feature allows you to schedule multiple speaker sessions. For instance, you can manage an event where the registrants can choose from a range of sessions. Registrants will have a choice to choose the sessions they want to attend. 

Check-in

The feature allows hosts with seamless check-ins. It also offers no coding requirement for registration work and more. The platform allows three check-in options;  Manual check-in, Scan mode check-in and Check-in through App. However, the platform lacks in providing robust or additional security features. For example, the platform allows attendees to log into the event through their Google Account. On the other hand one of the best virtual conference platforms like vFairs offers 2FA, SSO and other additional security features to make sure only relevant registrants make it to the event. 

Event Management

If you are still wondering how Eventzilla benefits your event since it’s not an event organizing or management solution, then here is what it is for. The platform is best suited for agencies and event planners that run multiple events but struggle to find a single registration and ticketing platform. Therefore, if you are in any way dealing with varied events and the struggles it comes with them, Eventzilla can help you with monthly fees or the registration fee process.

Eventzilla Pricing

Based on the details on G2, Eventzilla has segregated its plans and pricing based on the single attendees. Here are the packages: 

• Plus Plan for Paid Events: The package stands for 2.9% + $1.50 per registration.
• Basic Plan for Paid Events: The package stands at $1.50 per attendee.
• PRO Plan for Paid Events: The package stands for 1.9% + $1.50 per registration.

Pros & Cons

Here is what customers have to say about Eventzilla on G2:

Pros

“The most interesting thing about this software in my opinion is: having the detailed tracking of sales you can have at an event, having everything in order makes me feel so happy.” – Katty P.

Cons

“There are some vagaries with reporting and some features only available with paid subscriptions or features.” –Verified User in Computer Games

“Some lack of customization tools, extra charges for using any other payment processor besides internal.” – Chris P.

“I would say that Eventzilla can be sort of confusing at first to set up for certain event, or if you’re using it period for the first time. When we have run events without such digitized platforms in the past, knowing what parts to bring online and which to keep the traditional way takes lots of planning.” – Max J.  

6. Demio

Demio is a webinar solution that makes it easier for businesses to host, attend and revisit a webinar. Limiting the event purpose to a webinar, Demio lets you join the live webinar without needing to download any software. If you are only looking for a platform to conduct a webinar, then this feature will ease the burden on the part of your audience. 

What we found shocking is that the platform offers standard and priority customer support. Unlike the best virtual conference platforms in the list, Demio separates its customer service based on the plans a customer chooses. It would be nice if the platform chose to treat all customers equally, regardless of the plans and pricing. 

Features of Demio

Following are some of the key features offered by Demio: 

Distraction-free Webinar

If you are looking for ways to host a distraction-free webinar, you need to contact Demio. Demio offers a solid structure to registration, marketing, and promotion features to conduct a practical webinar.

Although Demio focuses on eliminating distraction in its signup form to increase the attendee’s registration, some of its non-flexible features contribute to the opposite. For example, you can not change the registration page layout with Demio. You can also not change the live room layout for attendees. The un-friendly customization leads to a negative impact on the platform. Many event organizers look towards event management solutions that offer high customization and flexibility options. 

Attendance Management

Attendance management has become smooth with Demio. It maintains a member database, exporting them to CSV files and checking their registration status. 

Networking and Engagement Feature

Networking opportunities and building a better connection with attendees. Further, the platform offers a vibrant event platform to boost audience engagement and helps you upload presentations directly from Demio. However, the dissapointing part is that the replay options of the webinar do not allow questions and answers. 

User-friendly Interface

Demio is well-regarded for its critical features like a user-friendly interface, customization option, webinar appearance, and excellent data tracking.

Demio Pricing

Here is how Demio has divided its plans and pricing: 

• Starter Package: The package is limited to 1 host and 3-hour session limit. The package costs $34/mo.
• Growth Package: The package is limited to 5 hosts per account and an 8-hour session. The package costs $69/mo.
• Premium Package: This package starts at $250/mo. Further quotation is required. 

Pros & Cons

Here is what customers have to say about the platform: 

Pros

“This is a great platform to host video content on-demand if you need some really good analytics about time watched on video, etc. It’s easy to use and a great experience for the end user.” Lauren N.

Cons

“The only downside to demio, which I understand they are working on is allowing us to get more detailed analytics on who watched our webinar recordings. Our company is very big on analytics and demio already provides a lot of data from our past webinars, but we are just looking for a little bit more.” – Michael H. 

“You can’t delete the logo once you have it uploaded. If you don’t have your logo, which shows very small and has very limited ways to customize the format, Demio’s logo will show up. But there are situations when you embed certain forms and you don’t want the logo at all. There is no ala carte way to get adons. For example, when you want to have an option of an automated event, you have to increase the size of the audience, And that can get very expensive.” – Radek W.

“There are no different rooms for different sessions at one time. Although, they informed me that this feature is in consideration.” – Stilyan M.

7. ClickMeeting  

ClickMeeting is a feature-rich webinar and online meeting platform best suited for freelancers and micro-businesses. The platform is hands-on and accommodates a large audience. With its booth, marketing, registration, and networking features, you can host a significant event without any hurdles.

ClickMeeting is another browser-based online meeting platform. As we said above, browser-based platforms are only beneficial when you opt for a simple webinar and do not want to add the burden of downloading on your attendees. Apart from this, browser-based platforms limit the event’s creativity and interactiveness. With a mobile event app, you not only keep your attendees engaged with advanced features but there is so much more you can offer to exhibitors. 

Features of ClickMeeting

Following are some of the key features by the platform: 

Tool variety

The platform offers basic virtual meeting tools such as creating polls, surveys and screen sharing. While these tools are beneficial for a online meeting, it is not as extensive to reach more attendance for a virtual conference. 

Customization

Eventhogh the platform lack immersive customized user experience as vFairs offers, it helps with pre-loaded tempelated and customized call-to-action buttons. 

Translation

The feature offers real-time translation into fifty-two different languages.

Engaging Features

Apart from screen sharing, white board, polls & surveys, the platform is not equipped with advanced networking or engaging features for the audience. Even in a large webinar you have to depend upon the basic engagement features with-in the platform i.e a private chat option.

Integration

The platform offers the option to run low stream on Youtube and Facebook.

ClickMeeting Pricing

All the specializations mentioned above come with a heavy price. ClickMeeting’s pricing model does not match the capabilities it offers. So if you are into paying for overpriced webinar solutions, you might want to stick further. Following are the pricing details: 

• Live Package: The package is limited to 1 host and costs $25.
• Automated Package: The package is limited to 1 host and costs $40/mo.
• Custom Package: This package is too limited to a single host but the pricing details are customized as per the requirements. 

Pros & Cons

Here is what customers of the event software have to say about ClickMeeting on G2: 

Pros

“Clickmeeting is almost ideal platform for online education and webinars. If you are a teacher you would love it. There is a dashboard where you can draw, good process for prior upload of presentations, recordings, and control over your audience. Very nice and supersonic support.” – Verified User

Cons

“The scope of the organization’s needs is not advanced enough for us to notice any shortcomings of this tool. At the moment, the topic is developmental.” – Maciej M.

“Meetings were limited to 25 people (including presenters). Presentations uploaded to ClickMeeting server’s memory sometimes lose their quality. Participants can’t turn on a camera during webinar – only presenters can do that.” – Jakub W.

8. Accelevents

Accelevents claims to be an all-in-one virtual and hybrid events platform. The platform aims to empower event organizers and marketing professionals to drive sustainable growth to their events and businesses. Unlike ClickMeeting, Accelevents is best suited for small and medium sizes events. The virtual event platform uses software that lets you host a virtual or hybrid meeting with some interactive features.

Nevertheless, the software offers a browser-based interface and a mobile event app. However, surprisingly, most customers find the desktop version much more compatible with their events than the mobile version. It is primarily because the mobile version does not have all the interactive features that the desktop version offers. 

Features of Accelevents

Ticketing and Registrations

With the platform customization options, you can tailor the event ticketing and registration for each event. 

Integrations

The top features offered by Accelevents is integrations. You can integrate event management tools like HubSpot and SalesForce into your event.

Custom Events

The platform lets host create custom events. You can design the entire event experience with a customized look and feel for each section.

Live Session

The live session feature is easy to monitor, activating your event hub, segmenting the audience according to demographic, and more.

Accelevents Pricing

Accelevents do not offer pricing transparency which is a factor that can throw customers off the bat. However, here are the pricing details on the website: 

• Starter Package: The package starts at $500/event.
• Professional Package: The package starts at $5,000/event. 

Pros & Cons

Here is what customers have to say about the platform: 

Pros

“While the platform was very easy to navigate, the live chat support and everyone we worked with from the Accelevents team were so helpful and quick with responses.” – Amber S.

Cons

“The JavaScript-based code can sometimes cause a challenge when multiple event managers are looking at working on the same element at time. The last to edit save feature of the asynchronous but automatic saves can create a dueling piano situation for event managers.”-

Andrew E.

“We had a period of downtime with their Engage > Send Email feature. It was down for about 2 days. Luckily, it was NOT the two days leading up to our conference.” – Dave F.

“I may have just missed this somewhere, but I didn’t like how there was no formal tutorial on how to set up the platform for our event. There are so many useful tools on the platform that I know we probably missed out on due to simply not being aware that it exists. So a brief tutorial would’ve been helpful. I also wish there was an easier way to give a “test run” of the event without having to go through the process of duplicating it.” – Verified User in Medical Practice

9. Zoom   

With limited features, Zoom is still one of the most versatile virtual event platforms. It is a cloud-based video conferencing platform that can also be used for audio conferencing, webinars, meeting recordings, and live chat. 

Zoom is primarily used to interact with co-workers when in-person meetings are impossible. The application saw a massive boom during the pandemic days when companies wanted to adapt to the remote working culture quickly. At the same time, Zoom emerged as a powerful tool to keep team members in touch and continue daily workflows. 

Zoom is not the best option if you want to conduct a large-scale webinar or virtual event. If you’re going to find the right platform to run a seamless and grand virtual event, then instead of opting for Zoom, you should consider a highly-regarded events platform like vFairs. 

Nevertheless, Zoom can work fine for a primary virtual conference.

Features of Zoom

The key features of Zoom include the following:

Build your event

Zoom lets you customize your event through step-by-step event builder guide. Although an event builder guide sounds good it is not as comforting as a dedicated project manager onboard. Unlike vFairs that tops the chart with its customer support, Zoom lacks in providing good customer support even to the users with subscriptions. 

Even though Zoom does not disclose the customer support pricing on its website, the platform requires you to pay additional cost for customer support for Access, Premier and Premier+. Paying for customer support always takes us to a shocking end.

Networking

With Zoom your attendees cna build network profile to foster their connection. However, initiating stronger relationships between attendees and exhibitors comes with a price. Zoom lacks in providing security to its attendees who do not want to be a victim of uncalled for activities in a virtual event.

Multiple Reality Rooms 

Multiple reality rooms help participants with sharing content in the platform more easily.

A Raise Hand Button

This feature lets participants participate in a online meetings or ask questions without verbally intervening.          

Zoom Pricing

Following are how Zoom pricing plans are divided: 

• Basic Package: The package is free but with a limit of 100 attendees and 40 minute conference duration.
• PRO Package: This package is for $149.90/year and is limited to 100 attendees.
• Business Package: This package is for $199.90/year and limited to 300 attendees.
• Enterprise: The pricing of this package is not disclosed by Zoom but its attendee count is limited to 1000. 

Pros & Cons

Here is what customers have to say about Zoom on G2: 

Pros

“It’s an easy to use platform. They’ve taken all the fear of using technology away.Especially for those who didn’t grow up using technology.” – Ruben LC.

Cons

“It requires strong wifi and internet connectivity. If your internet speed goes down, video and sound quality go down, and video freezes sometimes. It is a little disappointing while you are in the middle of presenting or meeting.”- Verified User in Entertainment

“Zoom tends to use a lot of bandwidth, so if my internet is unstable, I have to turn off my camera in order to hear people more clearly. It is not a huge deal. It can just be inconvenient.” – Jamie T.

“Sometimes it crashes or takes too long to load, but that’s usually only when I have multiple applications open at the same time! Overall, I don’t have any issues. I wish you could react to messages in the chat feature, but that’s not a make or break issue.” – Kaitlin H.

10. Cisco Webex/Webex Meetings

Webex is a cloud-based virtual conference platform that made it to our list of best virtual conference platforms and offered various ways to make your event productive and interactive. 

The platform lets you host webinars and virtual conferences with over three thousand participants. 

Features of Cisco Webex/Webex Meetings

You can access multiple interactive features such as a sponsor exhibition hall, many break-out sessions, and robust data encryption standards. Here are some more features: 

End-end Management

With Cisco Webex you can customize your event for a more personalized virtual event experience.

Live stream

Host can create a professional TV like experience 

With the Live Stream option. 

HD Video and Audio

The feature lets you stream video and audio in HD quality. However, many customers have also complained about experiencing audio issues with the platform. 

Easy Content and Screen Sharing

Hosts can easily share content and their screen in an online meeting.

Animated Virtual Backgrounds

Animated virtual backgrounds can keep the audience interested in an online meeting for a longer period of time.

Cisco Webex/Webex Meetings Pricing

The pricing details are not disclosed on Webex by the cisco website. 

Pros & Cons

Here is what customers have to say about the platform on G2:

 Pros

“The best thing about Webex Meetings is that it allows you to hold high-definition video conferences with others. The clarity of the videos is excellent, and you can customize the video’s layout to suit your needs better. Whether you need to share a presentation or want to communicate with others in real time, Webex Meetings is an ideal solution.” – Marianne C.

Cons

“With every piece of software there comes quirks and bugs. so far, the bugs have been minimal. Had to go down for an Organization transfer/change to put all under one Organization.”  – Jeremy S.

“The things that I dislike about Webex are as follows,

Firstly, it’s not user-friendly for me it is hard to use.

I don’t like its paid plans because it is costly and offers fewer features.

Webex’s android app is so bad that I would never use it again.” – Vishvjit S.

“The thing I detest the most about Cisco is how diffcult it seems to use. Some functions are diffcult to grasp, and more customer support would be beneficial.” – jamal u.

FAQs

What is the best platform to host a virtual conference?

If you are looking for the best virtual conference platform to host a virtual, hybrid, or in-person event, then you should consider vFairs.vFairs is a leading virtual and mixed events platform around the globe. The platform has maintained a 4.7/5 star rating with over 12,500 reviews from its satisfied customers.

How do you make virtual conferences more engaging?

To ensure your virtual conference is engaging, you must choose a virtual event platform that offers interactive features. Interactive features include virtual exhibit halls, events gamification, reports & analytics, and more. 

What does the platform use for virtual meetings?

You should choose a virtual conference platform that offers seamless software solutions for a successful virtual conference. Unlike traditional virtual conference platforms, vFairs offers mobile app solutions and desktop versions to ensure events are more engaging and purposeful. 

What makes a virtual conference successful?

By offering your attendees more networking opportunities, you can aim for success for your virtual conference. For this, you must choose the best virtual conference platform that offers fantastic networking features. 

What is the difference between virtual events and webinars? 

The virtual conference is more interactive and flexible. Virtual conference deals with a lot of features. On the other hand, webinars are based on single-session where attendees are listening rather than participating. 

If you’re not sure what you should be looking for when searching for the best virtual exhibition platform for your next event, this list can help.

10 Best Virtual Exhibition Platforms in 2023

1. vFairs

vFairs is one of the best and complete virtual exhibition solutions that will help you initiate, create, market, and manage your virtual exhibition. vFairs offers some fantastic networking, marketing, and analytics features that will help you wow a global audience. When you’re looking for a virtual exhibition platform, you need to think of the features as value-adds for event hosts, exhibitors, and attendees. vFairs offers something for everyone as it will assist you as an event host with event management features, help exhibitors with booth features unlike any other, and wow attendees with a remarkable virtual environment and engagement capabilities.   

Virtual Environment

An impressive environment for your next virtual exhibition can wow attendees and make a solid impact. vFairs offers some game-changing virtual environment features that are fully customizable to your needs. The virtual environment is one of the most loved features on the vFairs platform and includes rooms like a main lobby, auditoriums, immersive exhibit halls, and engaging networking lounges. 

The environment offers customizable animated avatars and virtual booths for exhibitors and sponsors. The 3D designs are realistic and will instantly hook attendees. Whether you want a simple layout with color changes and branding or want to mirror an actual physical venue, nothing is impossible.

Networking Features

Without effective networking features, your virtual event can fall flat. You need to choose a virtual event platform that offers immersive networking opportunities for attendees and exhibitors alike. The vFairs platform offers video, audio, and text chat capabilities along with more novel features like Spatial Connect, Roundtables and Smart Matchmaking.

These new networking features will put an end to webinar fatigue and make networking online a more natural experience for your attendees. Striking up a conversation can be much simpler with ice breaking questions in smart matchmaking and a more natural setting with Spatial Connect. Topic-based roundtables also make it easier for attendees to join in the conversations that they’re most interested in and connect with like-minded people.

Interactive Exhibit Hall

A virtual exhibition, at its heart, is all about disseminating information and showcasing things by exhibitors to the event attendees. Most of this information sharing will probably take place through the Exhibit Hall. Therefore, the importance of choosing a platform with an interactive and innovative exhibit hall cannot be overstated. vFairs offers great features for the exhibit hall that can both improve the physical look and the practicality of your virtual exhibition.

There are a few different hall views to choose from depending on how you want your hall to look like. You can also add multiple halls to the same event with completely different functionality. The exhibit booths are also extremely easy to set up and all exhibitors need to do is fill out a self-explanatory online form. The vFairs team also provides training videos, catch-up calls, and live day support to facilitate exhibitors even more. 

Impressive Booth Feature Set

Virtual exhibitions are all about sharing information at the booth. The vFairs exhibit booths allow you to talk to everyone who has a question, provide them with the right information, upload downloadable documents to your booth, link out to external pages, and so much more. One of the most impressive features is the Chat Queueing feature inside booth chats. It can make it a lot easier to handle the traffic at your booth. 

Your exhibitors can also choose from multiple professional-looking booth design templates and then make them their own. You can also add custom graphics and avatars and use your brand’s colors. Book meetings, give visitors access to useful resources, and allow them to interact with booth reps through booth chat. You would think that all these features mean it will be difficult to set up the booth, but that’s the easiest part. The booth setup starts from a simple form where exhibitors can upload all the booth content and that’s it, they’re set.  

Document Hosting

The vFairs virtual exhibition platform offers unlimited document uploads within the virtual booths. Exhibitors can upload documents, videos, presentations, brochures, etc., for booth visitors. When visitors find something worthwhile, they can save it for viewing later in their virtual Swag Bag. This is an impressive feature because it makes it easy for attendees to gather information without being overwhelmed by too much at once. It is a convenient option that adds value to the overall attendee experience.

Event Marketing

vFairs is more than just a platform to host virtual events, you can also use it to market your events. The event planning phase will start off with designing a custom landing page for your event. You can also choose a custom URL for the landing page and design it however you want. The landing page can help you draw more traffic and registrations and is a great way to share event information and agenda. 

The platform also offers a built-in email marketing engine that allows you to design customized emails and build email lists. You can also target specific user types or groups for example an email sent out to logged in attendees only. You can also market your event by publishing a co-branded press release with vFairs and get a lot more eyes on your event through the vFairs News page and social media. Moreover, vFairs also has an event marketplace called Discover where you can list your event and attract more potential attendees.  

Event Reporting & Analytics

Event analytics can be a fantastic way to gauge the success of your event with real numbers and statistics. vFairs offers multiple analytics dashboards for event organizers and booth exhibitors. The booth Exhibitor Dashboard can show tabulations for booth visits, link clicks, resource downloads, and other metrics. This is a stand-out feature that can take your virtual exhibition up a notch.

Other metrics also include real-time event analytics, user journeys for exhibitors and organizers, resource downloads, product views, etc. You can also download a detailed post-event analytics report that has all you need to know to understand the highs and lows of your event.

Event Gamification Tools

Webinar fatigue is a real thing and as an event host, there is a lot that you can do to help your attendees feel more engaged. Gamification tools like scavenger hunts, trivia, spin the wheel, and leaderboard are effective features of the vFairs platform. Not only can they make your event fun and memorable, they can also be a way to generate more revenue.

You can add sponsored games to your event and add more value to your sponsorship proposals. Hiding scavenger hunt items in specific areas of the platform can help boost traffic to a webinar or a booth. Leaderboards can help you motivate your attendees to perform certain actions like logging in every day, attending a webinar, etc. Prizes can also be sponsored for leaderboard winners, spin the wheel, or trivia.

2. EventX

EventX promises to make your virtual exhibitions global with a boosted attendance and engagement for your business. They offer some basic virtual event features such as live streaming options, virtual booths, lead generation, and secure payments. However, the virtual event platform might be a few steps behind when it comes to networking features. Spatial Networking, Roundtables, Breakout Rooms, etc., can be a great way to bring exhibitors and attendees together and EventX does not have such capabilities.

The platform also offers lead capture tools that can help you get the word out for your event with the right target audience. They claim to have a diverse list of social connections that you can send out invitations to. However, it might not be as effective for events that focus on niche markets only. An event marketplace like vFairs Discover might be a more superior option to market your event.  

EventX: Key Features

Reliable Hosting Platform

The EventX hosting platform claims to offer a reliable virtual venue for your virtual exhibitions. You can set up an event website, set up marketing campaigns, and manage your contact lists through the same platform. It also offers an immersive environment with virtual booths that exhibitors can customize according to their brand image. 

The event platform also offers some networking features so that exhibitors have a good chance to connect with attendees. All these features are very high-level that a basic virtual exhibition platform needs to have. So, EventX can be a reliable hosting platform if that’s all you’re looking for but there are more advanced platforms also available.

Event Marketing Capabilities

Getting the word out about your event and making sure it reaches the right audience can be an important step of the process. EventX tries to solve that problem with their lead capture and email marketing features. 

You can use the platform to manage your contact lists and use their built-in lead capture feature to generate leads and spread information about your product or services. However, some users believe that the program does not offer detailed instructions and can sometimes be difficult to navigate.

Pricing

EventX offers three different payment tiers that offer varying feature sets. If you’re looking to host a small event, you can opt for the EventX Lite which is free to sign up for. There are no pricing details available for the other two tiers: EventX Pro and Virtual Event & Expo and you will need to contact their sales department for a customized plan. The website also has a high-level comparison for the features you will get for each plan:

Pros & Cons

Pros

“Easy to use, UI friendly, lite ver is enough to run a small event.” Konie T, Busines Analyst

“The product is very easy to use. As an event organizer, the administration work including ticketing, attendance management, reporting, is usually the heavy lifting work – but eventX helps us to streamline everything – saved a lot of admin work and time where we can focus on marketing. By the way, they also help you market the event with their network.” – Hin Lok C., Co-Founder

Cons

“I dislike one thing about this product and it always creates confusion to organize any event. It is because the clients need proper description and instruction about any product they are going to use for themselves but it lacks in explaining the clients with proper description about their product.” – Olivier G., President Chez GL Events

“It might be a little complicated to have the virtual expo set up.” – Vivian L., Marketing & Communications Manager

“More visualized data reporting would be great.” – Alice C., Assisting Marketing Manager

3. Hexafair

Hexafair claims that they can replicate the entire floor plan for your in-person exhibition onto a virtual venue in five minutes. That is a really bold claim as you can expect others to take at least two weeks to set up your virtual event. Some other exciting features include ticketing and registration, contact card sharing, and customized 3D avatars for a more immersive feel.

Hexafair can be a great choice if you’re looking for a reliable, quick, and interactive virtual exhibition venue. However, there are not a lot of engagement features to connect attendees and exhibitors with each other. 

Hexafair: Key Features

Immersive 3D Experience

The Hexafair virtual exhibition platform offers a 3D avatar and environment experience that not many competitors offer. The platform can mimic a real in-person venue as well if you want virtual attendees to attend a digital twin for your organization’s building. The Metaverse environment can be a step closer to making your attendees feel more engaged in a virtual setting. However, it does not make up for a lack of more robust networking and gamification features.

As a competitor, vFairs also offers a fully immersive 3D environment with animated avatars and customized mirror images for in-person venues. But on top of all that, they also have novel engagement features like Roundtables, Spatial Networking, group and 1:1 audio and video chats, Smart Matchmaking, etc. Hexafair can add more networking features to enhance the overall attendee and exhibitor experience.

Event Analytics

The Control Panel within the platform offers great insights to the overall activity happening in the exhibition. The analytics can track various metrics like booth activity, lead capture, and also gather all attendee information. Exhibitors get access to downloadable reports that can help them understand and gauge attendee interest in their booth. They can also transfer these reports to a CRM instantaneously.

Event Branding

If you are looking for ultimate customization, Hexafair can help you with that. They offer a robust and 360 degree branded virtual event platform. You can design your event to showcase all your products and services to a wider audience and use your organization’s branding around the lobbies and halls. 

The customizable event branding can also be a great way to sell more sponsorship deals for your virtual exhibition. The customization allows you to consider more spaces for sponsorship visibility. You can add sponsor logos around all the rooms of the platform and can even host sponsored webinars and other events.

Pricing

Hexafair has a very detailed and transparent pricing page on their website. They mention three different licenses that you can get on a monthly or per event basis. For $249 USD per month, you can get the Starter plan which can be great for smaller events. However, if you want access to interactive booths you can opt for the Business plan for $699 USD per month. 

They also have a Pro plan but pricing values for that are unavailable online. You may have to get in touch with the Sales team to get more details. However, the pricing page can be a great way to start off as it lays out most of what you will need.

Pros & Cons 

Pros

“I especially want to commend the live streaming services and chatbot that promoted a positive tone for the event. This is the most effective tool that I have encountered. It demonstrated positive and supportive team functioning of co-operation and cohesiveness.” – Sureshkumar M., Software Engineer

“The platform is very easy to set up. It just takes 5 mins to set up the event. Comes with all integrations and responsive features. Live chats, on-demand videos, streaming, broadcasting, breakout rooms and many more. Also provides a unique event website feature. No hidden costs in registration and ticketing.” – Rekha N., Content Specialist

Cons

“I like to see more native integrations with CRMs and email marketing tools.” – Vimal G., Marketing Manager

“No Facebook or Youtube Live Streams can be embedded. 3D Models could be improved slightly.” – Martin S., Managing Director

4. Dreamcast

Dreamcast is an all-in-one virtual events platform that offers a 360-degree virtual environment to give your virtual exhibition an immersive feel. Dreamcast offers end-to-end support for designing and executing a virtual exhibition with immersive exhibit booths and 1:1 communication channels. It offers a unique DIY booth-builder that can facilitate complete customization of virtual booths for exhibitors and vendors. 

However, it might not be the best option compared to others according to user reviews on G2. The event configuration option is rated 2% below average on G2 and might be a bit complicated. Reporting and networking features are there but fall short as the G2 rating based on user reviews put them as 2% below average and average respectively.

Dreamcast: Key Features

DIY Booth Builder

Dreamcast offers a do-it-yourself style booth builder that offers immense customization capabilities. You can choose the style of your booth and build it as per your likes and dislikes. The booth can have your choice of buttons, tabs, color, banners, and company branding. You can edit and change even the smallest details like the colors and shapes of buttons on your booth. The booth builder also allows touchpoint customizations to make the attendee experience more seamless.

However, the extreme level of customization seems to be an excessive feature that may not be as fruitful as marketed by Dreamcast. The shape and color of buttons are less important than basic functionalities like booth networking features, document hosting, external link tabs, etc. So, it might be a good addition to have but it isn’t a proprietary or must-have feature.

Communication Integrations

The virtual exhibition platform from Dreamcast offers a series of third-party integrations for effective attendee and exhibitor communication. You can integrate apps like WhatsApp and Zoom to ease communication among all attendees. The platform also offers a meeting scheduler and agenda builder for attendees. 

Exhibitors and attendees can search for others during the event and set up meetings with them through the B2B meeting scheduler. There are multiple methods of 1:1 communication as well such as audio, video, and group chat features.

Pricing

Dreamcast offers no information about their pricing on their website. You won’t find a standalone pricing page or any information about how they calculate and give out price quotes. The only way to connect with them is to fill out a small online form requesting a product demo. However, according to G2, they have three different pricing tiers – the basic, lite, and pro.

Pros & Cons

Pros

“The best thing about the entire virtual event has to be the incredible assistance that team Dreamcast provided throughout the event. Every time I had any problem, the Dreamcast team was there to assist me through the event.” – Kishan S., SEO Specialist

“I like gamification the best. I have never experienced a virtual meeting with so much fun. The leaderboard even increased the enthusiasm in my team. I guess AR/VR games are the best you can get.” – Hinal S., SEO Executive

Cons

“Since the exhibition had multiple sessions going on simultaneously, I got a bit confused and wasn’t able to navigate through the platform and find the session I wanted to attend.” – Monika B., Social Media Consultant

“I wish there was even more coordination concerning deliverables of the product giving us the best experience and bang for the buck.” – Harish V

5. Accelevents

Accelevents promises to offer an immersive virtual exhibition experience with unique exhibit booths, workshops, keynote speaker sessions, and breakout rooms. You can host a full-scale virtual event with Accelevents and wow attendees with Accelevents’ impressive features set. 

The exhibit hall is a value add for attendees who want to extract the most information out of the virtual exhibition and tiered sponsorship packages can also help event hosts generate more revenue. However, according to use reviews on G2, the event settings can be a bit complicated and the sessions can lag.  

Accelevents: Key Features

Customized Exhibit Hall

As most other competitors, Accelevents also offers a customizable exhibit hall and multiple options for booth setup for all exhibitors. Vendors at the event can easily set up their booths using the booth builder. The setup doesn’t take a lot of time and exhibitors can leave a digital footprint by adding company logos and branding to the booth.

The booths also include effective networking features that can help exhibitors turn passive leads into buying customers. You can connect with booth visitors through 1:1 chats, promo videos, and add downloadable materials to the booth. The exhibit hall also offers a dedicated live stream through the booth which is a functionality that most competitors don’t have.

Booth Exhibitor Dashboard

If you are looking to make life easier for booth exhibitors at the virtual event, Accelevents can help with that through the booth exhibitor dashboard. Exhibitors at the booths will get access to live event statistics such as booth visits, link clicks, resource downloads, and other such metrics. 

This is comparable to the Exhibitor Dashboard offered by vFairs and has similar functionality. However, vFairs also offers live event analytics for event admins or organizers. You can still follow-up with the booth analytics on Accelevents to gauge which exhibitor content resonated the most with attendees. But a separate event admin dashboard can give more detailed analytics such as registrations data, webinar views, and engagement, etc.   

People Page

Accelevents also has a People Page that is a list of all the event attendees at once place. This can be a good way for event exhibitors to capture more leads at the virtual exhibition. You can take a look around the attendee list and connect with the most promising leads. This way, the platform helps bring the exhibitors to the attendees instead of the other way around.

However, this may not be as effective as it sounds because there is no guarantee that the message will land well or that the attendee will be interested. A better way would be to attract attendees to your booth by putting up downloadable resources, taking part in panel discussions, or hosting sponsored webinars.

Pricing 

Accelevents offers a transparent pricing page on their website that has separate plans for per event and unlimited event licenses. You can either choose the Starter plan which starts at $500 per event, or the Professional plan that starts at $5000 per event. Additional features like Pro Exhibitor live streaming, dedicated event support, extended hosting, etc., are available at set costs as add-ons to both plans.

For an unlimited events license, you can choose from the Scale and Enterprise plans. Scale starts at $125 per month while Enterprise starts at $1250 per month. Similar features can be added as add-ons to these plans as well. You can get in touch with the sales team and book a demo for more information about the product.

Pros & Cons

Pros

“The user interface is relatively straightforward once you get used to the navigation. I liked how attendees at our event were able to create their own personalized profiles. The chat function was also a huge plus. And the fact that Accelevents has a built-in video call platform allows one-on-one meetings between attendees run pretty smoothly without having to use an outside service.” – Brenna S., Student

“Very user friendly. The customer service is very much on top of things.” – Verified User in Higher Education

Cons

“In session, the lag time was frustrating. When questions were asked of the presenter(s), it was a disconnect between asking and answering. The backstage communication did not work the way we thought it was supposed to.” – Verified User in NPO Management

“We received comments from our exhibitors that they wished they could have viewed the calendars and availability of other exhibitors in their booth. They wished they could see which attendees were meeting with which representatives in their booth so that multiple recruiters were not meeting with the same attendee.” – Brenna S., Student

6. Whova 

Whova offers a lead retrieval app for interactive virtual exhibitions that attract attendees and exhibitors. Their primary focus for the virtual exhibition is to convert leads into buying customers and their messaging promotes a more transactional type of event. However, they also offer interesting features for feature, service, or product showcases.

If you’re looking for a mobile app for virtual exhibitions, Whova can be a good choice. Let’s talk about some of its key features.

Whova: Key Features

Exhibit Booths 

The Whova mobile app and desktop platform offer interactive exhibit halls and booths for exhibitors to showcase their products and services. You can attract more visitors, generate leads, and make profits all through the exhibit hall within the app. Exhibitors can build an innovative and interactive exhibit hall showcase to bring their products front and center. 

The booths can also offer more brand visibility to exhibitors and event sponsors. High paying exhibitors can get more advanced features in their exhibit booths. The demo features also include adding videos to the booths for attendees to watch and learn more about the service. Exhibitors can host documents, presentations, and brochures inside the exhibit halls as well.

Networking & Gamification

The Whova virtual platform has effective networking features and gamification tools to make the event more interactive and fun. It can be easier to attract attendees with games such as trivia, passport contest, and leaderboard. You can also give away prizes and coupons to the winners. 

Networking features of Whova have been rated 10% above average by users on G2. They include 1:1 messaging and video chat options as well as group communication. However, additional features like matchmaking and spatial connect can add more value to the attendee’s experience.

Capture Leads & Contacts

Whova facilitates lead capture and integrations with CRM software like Salesforce, Hubspot, etc., through. This way, you can maintain all your data through the same platform and don’t have to move it around manually. You can collect the leads through QR code scans and record booth interactions as well. The app also makes contact card sharing virtual, effortless, and easy. Exhibitors can search for relevant leads through attendee profiles and schedule meetings with the best prospects. 

Pricing

Whova does not offer any pricing details on their website and you will need to get in touch with the sales team to get more information. There is a short online form that you can fill out and the relevant representative will contact you.

Pros & Cons

Pros

“I appreciate the event agenda being in one place in my hand. I like that the entire agenda is there, and I can create my agenda directly from it-adding, adjusting and changing it if I need to.” – Nancy B., Second Grade Teacher

“Whova provides added value to both attendees and sponsors/exhibitors, making our event more successful and more of a draw. Whova is constantly improving, adding new exciting features, and they have found ways to build in networking and Community Board features that make even virtual attendees feel connected.” – Michelle S., Executive Director

Cons

“The Zoom integration is great, but creating 50+ sessions with meetings/webinars is time consuming.” – Ryan G., Online Resources Officer

“The interface for uploading PDFs to my session was a little confusing because it was embedded within my profile page.” – Patrick B, Program Manager

“Sponsors and exhibitors should be combined into one feature so they don’t have to create their profiles in two places.” – Lamar K., Executive Director

7. Swapcard

Swapcard claims to offer a solution to completely digitalise your virtual exhibition and increase ROI. They are one of the key players of the industry and offer a unique feature set that can help you set up an event which is easy to navigate, offers innovative networking features, and increases revenue digitally.

However, the platform does not offer a lot of streaming and customization options. You may end up wanting more in terms of the overall feel and virtual environment of the event. Their primary focus might be in-person or hybrid events but they can still be a reliable choice for virtual events due to impressive features like AI Matchmaking and lead capture capabilities.

Swapcard: Key Features

Exhibitor Booths

Swapcard offers virtual booth options for exhibitors to showcase their products to the attendees. However, there aren’t too many customization or demonstration options available. Other competitors mentioned above can integrate third-party apps and even help you set up a product showcase within the booth. Swapcard offers a simple solution without any frills to it. Exhibitors who want to make their product the star can have a good time with Swapcard.

Interactive Webinars & Presentations 

Swapcard aims to make your virtual events more interactive and end webinar fatigue. Boring 1:1 meetings and presentations can take the fun out of any virtual event and Swapcard adds some fun additions to make it better. You can use the backstage options from Swapcard to attract and engage your attendees and glue them to their screen. 

Attendees can engage with each other through webinar breakrooms, panels, chat rooms, roundtables, and live discussions. You can also collect live feedback through Q&As and polls during webinars. The feature set is very high-level though and many competitors can have an edge over Swapcard.

Event Statistics & Lead Capture

Swapcard can make your event more successful by offering easy integrations with CRM software and capturing leads that can convert. When an attendee interacts with a booth, they are captured as a potential lead. You can also get your hands on attendee and booth stats that further help you gauge event success. The more data you have, the easier it can be to build a post-event feedback and follow-up campaign. 

Pricing

You will find three different plans on the pricing page of Swapcard’s website. These three varying prices are only based on the volume of attendees and offer a complete set of features. However, if you want a more customized solution with less or more advanced features for your virtual exhibition you can set up a 1:1 call with their sales team. 

The free plan has restrictions in place and might only be good for very small events with up to 250 attendees. The Starter plan is good for mid-sized businesses and exhibitions and the cost starts from $588 per month. 

Pros & Cons

Pros

“Users can navigate public content quickly; we can build the experience by tailoring it to the event activities and schedule. In our case, we have a massive and complex program, and we can map it to swapcard in a way its easy to navigate.” – Eduardo C., Organizer

“The client service is very good. They are following up closely and are very friendly. You always have the same contact points which is great.” – Chloe D., Event Manager 

Cons

“It was not as simple as I hoped to share documents, but there were a number of workarounds that the support team provided, which did meet our needs. I would love to see a “documents” option for the content display buttons.” – Verified User in Higher Education

“The back office gets a bit slow, and you need a lot of clicks to edit sessions when the number goes over 100.”  – Eduardo C., Organizer

“While it’s nice to be able to send emails to attendees directly within the platform, the email customization is pretty limited in terms of layout, colors and design.” – Stephanie E, Marketing Manager

8. Pheedloop

Pheedloop offers 3D customizable booth options and fantastic sponsorship options which makes it a great choice as a virtual exhibition platform. If you are looking for a platform that covers all the basics and will make hosting a virtual event easier, then choose Pheedloop. 

The platform may not offer truly innovative or standout features, but it does the job that it promises to do. You can offer custom booths to exhibitors, offer promotional spaces for sponsors, create floor plans, and manage the entire event through a single platform.

Pheedloop: Key Features

Exhibit Halls & Floor Plans

Pheedloop offers unique 3D virtual booths with live video capabilities that sets it apart from the competition. This feature can be exclusively great for virtual exhibitions as live streaming video can be a great way to showcase products and send out information. Along with the live video, the virtual booths also have interactive networking options, document hosting, chat options, and style customization.

Another additional feature of the platform is the interactive floor plan. Floor plans can be great for virtual exhibitions as they help attendees better plan and visualize how they’re going to spend their time during the event. They can check out all the exhibitors present in one go and make an agenda of which booths to visit later on. This may not make a lot of difference for exhibitors, but is a huge value add for attendees.

Sponsorship Options

Generating revenue is an important part of any virtual event as long as you want some ROI. One of the best ways to do it is to collect sponsors for your event. Pheedloop offers over 20 different options for promoting sponsors and exhibitors in the most creative ways at your event. No other platform puts so much focus on its ability to offer effective sponsorship visibility for creating a new revenue stream for event hosts. 

Some of the fun ways to attract more sponsors to the Pheedloop platform is a sponsored photobooth, sponsored live stream backgrounds, adding sponsor logos and banners, and sending out push notifications, etc.

Pricing

Pheedloop does not offer pricing details through their website. So, you will have to fill out an online form to get any information about their pricing criteria or to get a quote. However, they promise to send out price quotes instantly after you fill out the form and you will receive some other resources like case studies and product demos as well.

Pros & Cons

Pros

“I am not tech savvy but setting up a virtual event portal using Pheedloop has been simple, efficient and intuitive…The look and feel of the portal is impressive and beautiful.” – Jennifer S., Director

“The platform offers lots of customization without you needing to know how to code, which is awesome.” – May V., Event Coordinator

Cons

“The downside is Pheedloop is a do-it-yourself program so this may not work for people who want to outsource the entire process. But once you create a event in Pheedloop, this event can be copied and used as a template for the next event. It’s well worth the investment!” – Jennifer S., Director 

“Support – we ended up using our internal support instead of Pheedloops. We found that once we learned the software, we didn’t use it.” – Verified User in NPO Management

“Although they had a good experience, some exhibitors did not like the requirement to “leave” their booth to engage with an attendee in the networking area.” – Kimberly S

9. Remo

Remo is an immersive virtual event and meeting platform that lets you recreate natural interactions in any kind of gathering, from global events to remote work meetings. With Remo, your online exhibition will look and feel the same as a real one. Your guests can walk around and stop at an exhibitor’s booth to ask questions, get information, network in the exhibition hall, and do a lot more.

You can use the pre-built environments that come with Remo, make your own environment just the way you want it, or get it made professionally. The platform offers a lot, however, it can be challenging for beginners.

Remo: Key Features

Virtual Booths

Remo works with tables that you can use for breakout sessions, group workshops, private conversations, or in this case, as booths for your virtual exhibition. Each table is like a virtual booth at a fair. You can add content, pictures of new products, links, and posters to each table with whiteboards. However, this can be hard to navigate for users.

Virtual Environment

Your virtual event platform should be a fun place where your attendees and managing directors can engage and network, just like they would at an actual exhibition. They can do lead generation projects and make new partnerships. You can then notify them when a presentation is about to begin. Remu offers a virtual environment that helps your attendees network with each other and make lasting connections.

Pricing

Remo offers custom pricing plans that you can get by contacting them on their website.

Pros & Cons

Pros

• “I love how large groups of people can gather, move around freely, share, collaborate & connect so easily while networking.” – Sui S. – President
• “Nice and easy platform to join an online event. It enables attendees to see who is at the table.” – Verified User in International Trade and Development

Cons

• “On-boarding takes up a lot of our time” – Verified User in Renewables & Environment
• “Even though it is easy to navigate and understand, it is confusing and difficult sometimes for first-time users.” – Verified User in Higher Education
• “I wish there were more up-to-date resources.” – Verified User in Civil Engineering

10. Hopin

Hopin is one of the top rated virtual event platforms with a 4.5 stars rating from 843 reviews on G2. Hopin makes a tall claim to offer an immersive virtual exhibition platform with the ability to design customized exhibit halls in minutes. However, G2 user reviews for Hopin rate its event configuration capabilities 3% below average. 

Hopin offers a lot of great features but there are some drawbacks as well. For instance, it might be on the pricier side of things so it can be a choice only if you’re not worried about staying on a budget. Moreover, events with Hopin don’t look to be as immersive as those from competitors like vFairs who offer a 3D virtual environment. This can lead to usability issues particularly with your non-tech savvy audience. 

Hopin: Key Features

Customizable Exhibit Booths

Hopin offers easy to customize setup for exhibit booths and they claim that you can set up multiple exhibit halls within minutes. This is a bold claim as setting up an event with other platforms can take up to two weeks at times. Exhibitors can completely customize their booths to reflect their brand’s style and products. They also offer branded content and document hosting and customizable call to action buttons within the booth.

Exhibitors can also use some third-party integrations within their booths that facilitate product demos. You can set up the demo through a presentation slide, set up a YouTube playlist and demonstrate through videos, or even share your story through a Miro whiteboard.

Sponsor Visibility 

Offering a sponsorship deal to potential exhibitors can increase their chances of setting up a booth at your virtual event. You can offer sponsorship proposals with great visibility options through the Hopin platform. The customization options make it possible to put sponsored content, logos, and branding throughout the interactive platform.

Event Analytics & Lead Capture

Virtual exhibitions are all about spreading awareness about your product and service while capturing potential leads. Hopin is one of the few platforms that makes lead generation and capture an easier process for everyone. You can use the platform to build out email campaigns for the potential connections you’ve made and integrate with Salesforce, Zapier, and other CRM platforms.

It also offers event analytics tools for exhibitors and event hosts. You can gauge various booth and event metrics to draw out conclusions for how well the content is landing for your attendees. However, G2 user reviews also rate Hopin’s advanced reporting tools 4% below average which can be an important consideration for exhibitors at your event.   

Pricing

Hopin has a standalone pricing page on their website that offers transparent insights to their payment plans. You can choose to take advantage of a monthly license if your events are further apart or you’re only looking to host one. For more frequent hosting, you can choose an annual plan and save 15% on licensing costs.

There are three different paid subscriptions: Starter, Growth, and Advanced Plans. You can get a Starter license for $99 per month, Growth for $799 a month, and devise a customized plan with sales on call for Advanced package options. They also offer a basic free plan with minimal features and smaller events with up to 100 attendees.

Pros & Cons

Pros

“Both the organiser and user experience are very intuitive. The Hopin support team is incredible – queries/issues are usually responded to within a very short time frame, and the advice given always resolves the situation.” – Ollie J., Festival Director

“Hopin is a great platform for event attendees to get the most out of a virtual conference/summit/etc. Everything we wanted to feature, we were able to integrate into Hopin so it became the one and only destination for our attendees. From a guest’s perspective, everything was cleanly laid out, easily accessible, and visually pleasing.” – Nia G., Program Coordinator

Cons

“The software is pricey and not customizable enough. For how much we are paying we should be able to make more changes.” – Verified user in Fundraising

“We noticed a few minor bugs in the platform, which may have been fixed by now. Also, their support team needs to react quickly on user queries.” – Dhiren G., Global Head of Events

“A bit more complicated and takes time to learn all the available features and using streamyard.” – Verified user in Financial Services

FAQs

Are virtual exhibition platforms free?

Most virtual exhibition platforms have various payment packages depending upon the added feature set. You may be able to find a free package with basic features for a small duration event with less than 100 attendees. However, for longer events with more attendees you will have to purchase a paid license.

How long does it take to set up a virtual exhibition?

It can take anywhere from a few days to a few weeks to set up an entire virtual exhibition depending upon the platform and the extent of the customization you choose. 

How do I choose a virtual exhibition?

Here are a few tips to choose the best virtual exhibition platform: 

• Start planning out what you want from the event at least three months in advance.
• Make a list of the best virtual exhibition platforms that you may come across.
• Read user reviews about all of them on sites like G2 or Capterra.
• Make a pros and cons list for each.
• Compare the pros and cons of each platform to your actual requirement from the event.
• Get in touch with the sales team of the platform you choose and start planning your next event.

What is a virtual exhibition?

A virtual exhibition, often called a virtual expo, is an online event that showcases products and services or gives out information to a remote/global audience.  

The next question is, how to choose a mobile app for events that is scalable, customizable, responsive, and fits in your budget. Let’s get into it!  

Best Apps For Events to Use in 2024

In the list below, we have mentioned all the best apps for events that can make your 2024 events better than ever. Let’s have a look at the key features, pricing, and customer reviews for each of these apps for events. 

1. vFairs Mobile App

The vFairs event mobile app offers innovative and convenient features to boost networking, knowledge sharing, lead generation, and engagement, to name a few. The event attendees can connect with people within the event and navigate all the activities happening at the event with ease. Event organizers can use the vFairs app to drive engagement and keep the audience hooked for a longer time. The app also provides detailed reporting which helps prove the value of the event to your teams, exhibitors, and sponsors.

What sets the app apart is the user experience, its range of customization options, and its ability to tackle events of any size. 

Features of vFairs Mobile App 

Easy Check-In

Long queues at events are taxing for attendees as well as the onsite staff. With a  digital check-in at the event venue, you can save time and set the right tone for a wonderful event experience.f  You can assign unique QR codes to each attendee that they can scan to enter an event. All the registration data will be synced with the check-in tech. This helps verify whether the attendee registered or paid for the event. 

Innovative Networking Features

Many people join events for networking and to create long-lasting professional connections. With the vFairs app in the palm of your hand, you can facilitate networking even before the event starts. Attendees and exhibitors can book meetings using the meeting scheduler.  The features in the app let attendees exchange contact information and share profiles easily with QR code scans or chat. 

Lead Capture and Retrieval App

Exhibitors and sponsors can collect, manage, and analyze lead data for post-event success. They can scan attendee badges, QR codes, and business cards of attendees visiting their booth to collect all the information. They can add notes, tags, and ratings to each lead for future reference. Exhibitors can invite their team members to share the workload and ensure no connection is left unattended. All this lead data is automatically synced with CRM or MarTech solutions through the vFairs event management platform. Exhibitors can get real-time reports and access analytics dashboards to make data-driven decisions on the fly and in the future.  

Touchless/Digital Content

With vFairs mobile app’s ability to host documents, you not only limit unnecessary printing costs, but your attendees do not have to carry brochures from each exhibition booth. The feature helps attendees quickly consume the content, add it to their digital swag bag, and email it to themselves to keep it for review anytime they wish.

It is also a great way to keep your event carbon-neutral and host sustainably. The initiative is one of the most prominent aspects of making the vFairs mobile app for your next event. With the vFairs mobile app, you can ensure the event is one hundred percent paper-free. 

Real-Time Reports and Analytics

With the vFairs event app, you can look forward to reports and analyses that will help you understand how the event performed. You can measure the performance of your event with live engagement stats and get detailed reports and analytics for attendee check-ins, booth visits, and webinar views. These reports can help you make data-driven improvements for the success of your future events. 

Watch Webinars On-The-Go

A study by Zippia shows that 83% of marketers in the United States find webinars compelling. However, even with such high demand, webinars can often be tedious. It is mainly because event planners do not leverage the best apps for events to make webinars as exciting and engaging as the onsite experience. 

You can remedy this with the vFairs event app. Help attendees take full advantage of live webinars by tuning in via the mobile app. If your attendee has missed a live session or wants to revisit the presentations, you can easily make the recording available on-demand.

vFairs mobile app makes it easier for the attendees to not miss any information from the session by helping them build a personalized agenda. The plan can divide the sessions by track and add them to the attendee’s calendar. 

Easy Event Navigation and User-friendly Interface

When you are planning to bring a mobile event app on board for your event, you must ensure that the app offers simplified navigation and a user-friendly interface. 

The vFairs mobile app has it all. The app offers seamless navigation with a floor map feature that helps attendees find the areas they’re looking for. The floor map feature outlines stages, booths, and other areas of interest so that it is convenient for attendees to navigate the onsite venue with ease. 

Moreover, a user-friendly interface of the mobile app limits the learning curve for attendees and helps them dive straight into the action. It is also worth appreciating the vFairs mobile app lets event managers create customizable navigation menus. It means that you can choose the menu structure that best suits your event. 

Use-case Specific Features

With use-case-specific features of the vFairs mobile app, the host can choose the solution-specific feature that will help their event type. If you’re hosting a job fair, you can advertise job vacancies and receive applications. You can also set up automated certificates for attendees based on their participation in a training event. 

If you want to make your event fun and engaging, add a QR-based scavenger hunt or a leaderboard. You can also add a silent auction feature for art exhibitions, charity events, or fundraisers.  

White Labelled Mobile App for Sponsorships 

The feature that makes vFairs one of the best apps for events is the sponsorship opportunities that come with it. The completely white-labeled vFairs mobile app offers exclusive features to offer event sponsorship packages. These include splash ads, banner ads, sponsored welcome videos for attendees, branded virtual booths, and home screen tiles. You can help your sponsors get better visibility within the app and gain brand awareness. 

Advanced Security Features

Some of the best apps for events offer additional security for your attendees. Within the vFairs mobile app, the safety of your attendees, exhibitors, or your company is the last thing you should be worried about. 

The app enables SSO (single sign-on) that lets your attendees set up a traditional email and password. The credentials they see will allow them to generate an OTP to access the event. You can also set up two-factor authentication for your event. It will add a security layer to your event while ensuring only relevant attendees can access your event.

vFairs Mobile App Pricing

Pricing can be a deciding factor in choosing apps for events. Fortunately, vFairs makes sure your pricing is based only on what you need out of your mobile event app. For the vFairs mobile app, you can receive a customized quote for your event. You can also leverage the free personalized demo of all the event app’s features. You can also gain access to shareable product presentations, industry-specific testimonials, and references. 

Moreover, unlike other apps for events, the vFairs mobile app does not put a limit on the attendee count. You can register as many attendees as you want for your event. 

Pros and Cons

vFairs mobile app for events has received a 4.7/5 user rating on G2. The customers seem to be happy with the after-sales service and intuitiveness of the app. Here is what customers have to say about vFairs apps for events:

Pros

“The app itself which initially attracted me to the product, was extremely simple and easy to use. The Vfairs team was extremely helpful and attentive, despite our strict deadlines and last-minute changes. On the day support was impeccable, with Hammad and his team answering email requests as soon as they were sent in.” – Mia S. 

“The app was a big success for three groups of people: attendees, exhibitors, and our staff. Exhibitors liked how easy it was to scan badges, record notes, and house resources for attendees. Attendees enjoyed how easy it was to navigate the trade show floor, the very fun scavenger hunt, and the push notifications. Staff enjoyed the reporting, badge printing, and scanning into breakout sessions.” – Jessica C. 

“The app developers were very quick to create our app, make changes, and helped us achieve most of our out-of-the-box requests! There were a few hiccups along the way, but this team is open to feedback and is flexible, which we appreciate! We really appreciate the whole team’s hard work in helping us achieve our goal of having a nice registration page and event app. Thank you so much.” – Megan V. 

Cons

“We really didn’t have many downsides, because they turned our event around so fast there were some modifications we were not able to make due to the coding time it would have taken, but overall vFairs really nailed it!” – Darci P.

2. Cvent Attendee Hub 

Cvent Attendee Hub is another mobile event app in the growing event management industry. Cvent claims the mobile app works well for conferences, meetings, and events ranging from an attendee count of 50 to 50,000. Cvent has set up its mobile event app for event planners or organizations that want to hold one or more annual events.

The Cvent Attendee Hub app is one of the top apps for events that offers numerous advantages such as attendee engagement and networking. However, according to user reviews, it also comes with its challenges like a lack of customization of the platform. 

Cvent Attendee Hub Mobile App Features

The Cvent Attendee Hub app makes it to the list of apps for events for its useful features. Have a look at some of the prominent event app features: 

Networking

Cvent Attendee Hub offers networking features for attendees to find and communicate with like-minded people. The in-app messaging feature, contact exchange and appointment scheduler with exhibitors and sponsors allow attendees to connect during the event.

1:1 Messaging

Within the app, the attendees can introduce themselves through messaging. The conversations happening in the event are saved for the attendees to search, manage, and retrieve any dialogue. 

Page-Based Virtual Booths

The app offers a page-based design for sponsors and exhibitors as their virtual booth. They do not offer a 3D model virtual booth to attract attendees. So, if the lack of an immersive 3D design is a deal breaker, you will have to look at other platforms. 

Security

The security features within the app include SSO, password protection for events, permission for attendees to set their profiles private, and an invite-only feature for events. 

Cvent Virtual Attendee Hub Mobile App Pricing

Cvent Virtual Attendee Hub does not offer pricing materials for the public to access. To know the software provider’s pricing and policies, contact them for more information. 

Pros & Cons 

Along with key features, user experience also matters to event organizers. Let’s explore some of the benefits and drawbacks of this app laid out by users: 

Pros

“The Attendee Hub is great for keeping attendees engaged and up to date on information. They provide a platform to create both a website and app, so there are multiple ways to reach attendees.” – Katherine M. 

Cons

“You can’t easily have personalized schedules, you have to log in EVERY time you want to preview the app, having to schedule cards in order to see them during testing, in the app, the agenda is not user friendly when you have multiple things scheduled at the same time.” – Jaime S. 

“The audience segmentation feature could be more complex to allow for more personalization of different features of the app” – Verified User in Hospitality

“It took a long time to learn. We needed to give admin access to many more staffers than I would have liked because the roles are not well-defined — so everyone had to be an admin to do some helpful things (onsite, for example). This tool took a long time to learn, and we had many calls with support.” – Verified User in Event Services

3. Webex Events (Formerly Socio) Mobile App

Webex Events, formerly Socio, is another mobile event app that offers virtual, hybrid, and in-person event management. The end-to-end management platform supports multi-track events. 

Webex offers customized virtual events, live and on-demand streaming, registration, ticketing, and interactive attendee networking. Also, for an in-person solution, the platform offers onsite check-in, lead retrieval, badge printing, and live display. 

WebEx Events mobile app made its way to the list of best apps for events for its strong networking and streaming options. However, some users have found the platform to be complex and hard to use. So, before you book the event app for your next event, it is better to read what others have to say about their experience. 

WebEx Events Mobile App Features

Let’s delve into the features to find out if the mobile event app can deliver the promises WebEx makes on its website. 

Choose a Standard or Branded App

Webex Events app offers its customers the option to either get a regular or a custom app. With a custom-branded event app, you can choose to create your own native iOS or Android app to showcase your event’s logos, colors, and banners. The looks might be different, but the functionality of both mobile app types is the same. 

Live to Stream

With the on-the-go viewing features, attendees can access professional live video streaming on their devices. Moreover, organizers can upload pre-recorded content, which is useful for simulative sessions. 

Networking

WebEx Events Mobile also offers 1:1 video meetings, shake & connect, and permission-based networking features to keep the attendees connected. Moreover, the event app provides engagement features like session chat, polling, video rooms, and moderated Q&A sessions. 

Sponsorship Tools

There are sponsorship tools like gamification, banner ads, video rooms, push notifications, and sponsor profiles to display sponsor branding within the app. 

WebEx Events Mobile App Pricing

WebEx Events mobile app, formerly known as Socio, does not offer pricing information for public access. You can get a custom quote to know the current pricing. 

However, customers who are already paying for the event platform will have to pay additional costs to get access to basic mobile app features such as Streaming/RTMP, Registration, Branded Apps for Events, Lead Retrieval, Live Display, and Webex Events Communities.

Pros & Cons

Here are some benefits and drawbacks of the WebEx mobile app laid out by users that will help you make the right decision while selecting the best event apps: 

Pros

“Webex meetings have helped make it easy for teams to connect. Whether it is a big meeting or a small chat, Webex meetings can handle the task. Webex meetings make it easy to jump into a discussion without doing a bunch of work to set up an appointment and allow you to jump in from your phone or laptop to keep connected while on the go.” – Chris q.

Cons

“There are times when our company hosts large meetings intended to be attended or viewed by the whole company. In these instances, we find that Webex meetings take up a considerable amount of bandwidth and cause site performance issues, and the meeting suffers.” –Chris q.

“The thing I detest the most about Cisco is how difficult it seems to use. Some functions are difficult to grasp, and more customer support would be beneficial.” – jamal u.

4. Whova Mobile App

Whova has made it to the list of best apps for events for helping event organizers with managing event logistics. The platform offers a bunch of features for managing an engaging event including online registration and event marketing. Some users think the platform can be improved in terms of technical issues and document-sharing options. 

Whova Mobile App Features

The Whova mobile app offers interesting features to have at your event or conference. Following are some of the key features of the mobile event app. 

Agenda

With the agenda feature in the app, attendees can track event schedules with keyword searches. They can customize their event schedules by adding sessions they wish to attend. 

Check-in/Comment/Vote

You can get your hands on the statics report within the event app and see how your attendees have responded to the event. Organizers can also go through likes, comments, and ratings. 

Maps

The Whova mobile event app offers directions and navigation of the venue within this app for events. The feature can help your attendees find GPS guidance, parking, and shuttling information. 

Offline

The offline information storage feature can automatically download and store basic information about events. It includes a plan, an attendees list, and more. This feature is great as it can help attendees in sorting out what they want to view. Moreover, attendees with interrupted signals during an event can also leverage this feature. 

Whova Mobile App Pricing

Although Whova does not offer excessive pricing information, many customers on G2 and GetApp have shown concerns with its pricing policies. One user wrote, “Several features require in-app purchases and purchases per use”. They further stated, “This may be a struggle for small events (less than 500 participants) who need to have an idea of the overall cost in advance”.

About the hidden costs within the platform, a customer said, “They recommended we use Zoom (‘you can get away with the free option too’ – sales) which quickly becomes obvious you will need to spend hundreds extra – upgrade to webinars (- support), a hidden cost.” 

Pros & Cons 

Unfortunately, pricing policies are not the only thing that has caused disturbances for Whova mobile event app users. Many users have found the app usage troublesome. Customers have written their complaints on G2. Some have good to say about the platform as well. Here we have collected the pros and cons of the Whova mobile event app for you: 

Pros

“Such a convenient platform. Communities, agendas, members… all the things for the conference are here! Separated within each independent event is also a crucial thing for later on.” – 한중혁 H.

Cons

“Some of the tech issues were bothersome in the beginning. As my district continued using the Whova platform for subsequent conference/Professional Learning Events, many initial problems were handled and managed.” – Nancy B.

“The interface feels a little outdated, and I couldn’t send notifications from my iPad or iPhone. I had to pull out my laptop if we needed to send notifications on-site. I hope mobile app support of notifications is coming!” – Linden T.

“I could not figure out how to post photos related to my presentation, which would have been helpful. There was not an easy way to share documents for my presentation. I did it by posting in the comment section, but it would be nice to have a special document area. Being able to directly message participants in my presentation rather than “commenting” or adding a general poll would be helpful.” – Eve C.

5. Hopin Mobile App

Hopin is an event management platform for virtual, hybrid, and in-person events. The platform enables administrators to host online meetings, summits, workshops, and other business events. The Hopin mobile app offers video networking, real-time participation, and accessibility. The event app is available for download on iOS and Android. 

However, you cannot fully rely on the mobile app for managing and executing a complete event because a Hopin website article reads: “Please note the app only provides basic functionality at this time and it is aimed mainly at attendees, we strongly advise whenever possible to use a desktop or laptop computer to enjoy the full Hopin experience and functionality.”  

Hopin Mobile App Features

Look at the features the Hopin event app offers for virtual, hybrid, and in-person events. 

Engagement features

Hopin offers many engagement and networking features such as chat, Q&A, and integrations. These features allow attendees to send individual messages and join group chats with other attendees. 

Live Streaming of Sessions

With the Hopin mobile app, in-person and online attendees can watch sessions and join the conversation. When an attendee is getting late to reach the physical venue, they can stream the session live on the app. 

Interact and Engage

Attendees can engage during the event with interaction features like polls, Q&A, and chat & videos. However, Hopin lacks a few essential networking features like exchanging contact information through QR codes like in the vFairs app. The mobile app does not offer high-quality video conferencing features. Also, the chat feature in the Hopin mobile app does not have emojis for easy interaction. 

Hopin Mobile App Pricing

For virtual events with up to 100 registrations, the Hopin platform offers a free events solution. After that, they follow this annual pricing plan: 

• Webinar – starting at $30/month 
• Events Starter – $67/month 
• Events Business – Contact Hopin directly for pricing information.

Moreover, customers have shown concern about the platform pricing policies. One customer wrote, “Pricing is creeping up with the various updates and as Hopin grows”. 

Pros & Cons

Hopin, just like other apps in the list of best apps for events, offers some great features but comes with its challenges. Here is what customers have to say about the Hopin mobile event app: 

Pros

“I like Hopin’s versatility. Its ability to quickly host and coordinate online meetings makes it a great platform for hosting events of all sizes, from small classes to corporate conferences with hundreds or even thousands of attendees.” – Kate G. 

Cons

“I dislike the way Hopin ended our event. We had no warning that it would be abruptly cut off, leaving our CEO in the middle of his presentation and all of us feeling disoriented.” – Kate G. 

“I do not like that Hopin can be confusing for participants regarding the messaging channels. It’s difficult to ask people if they want to participate on camera at certain booths when they don’t have access to a separate chat room.” – Alex C.

“Tech support often pretty slow and looks incompetent. Often they had no clue how a feature is working, it felt like they are just guessing.”- Attila F. 

6. Hubilo Mobile App

Hubilo is another virtual and hybrid event platform in the list of best apps for events that help event organizers manage attendees and the event sessions through its mobile event app. Hubilo mobile event app offers extensive engagement features, analytics, and more. However, users have found some integration issues with Hubspot. 

Hubilo Mobile App Features

Following are some of the Hubilo Mobile Event app features that help in engaging the audiences:

Navigation

Hubilo mobile app offers minimalistic navigation features. Attendees can browse the event venue and join sessions relevant to them. The Happening Now button in the mobile event app also helps attendees identify which sessions are live so they can click and join. 

Smart Matchmaking

By now, we know how crucial networking is for an event. In the Hubilo mobile event app, the in-person and virtual attendees can interact through meetings, chats, and casual discussions in the lounge. 

Personalized Journeys

With the Hubilo mobile event app, attendees can get options to design their schedules. Attendees can add relevant sessions and discussions to their calendars. The organizers can also segment both in-person and virtual audiences into groups to restrict the visibility of certain event sections to a limited set of people. 

Hubilo Mobile App Pricing

For the large-scale enterprise event, Hubilo has not made the pricing transparent, and you have to contact the company to know about it. 

Pros & Cons 

Limited attendance is not the only thing that can make you think twice about opting for the Hubilo mobile app as your next solution for your event. Here is what customers who used the app have to say about it on G2:

Pros

“The solution is flexible and can be configured based on the requirements of your events. We also like how the platform evolved and made it more suitable for online and face-to-face events. In addition, the platform provides options to do your online events; you can upload pre-recorded videos or do them live.” – Bryan S.

“The platform and mobile app are intuitive and mostly straight forward to set up/run. They also have nice options to showcase our sponsors.” – User in Nonprofit Organization Management

Cons 

“We did have some Hubspot integration issues, but our support team was able to provide some workarounds. Not ideal, but we were able to work through it. We also missed a key feature that launched a few days before our event – the ability to schedule emails from the platform. Also, while the platform was easy to navigate for our attendees, there was very little customization on the front end of the platform.” – Justine S.

“The quoting process can be a bit complicated to know exactly what features are needed until you begin to further construct the event. It would be great to simply add onto the duration of the features longer than the set event days as it could get costly to leave the platform open beyond the event days due to bandwidth costs that are needed for the Rooms and Lounge.” – Kyle K.

7. EventMobi Mobile App

Another addition to the list of best apps for events is the EventMobi mobile app. This event mobile app focuses on networking, engagement, and event navigation. It leverages customization and integration features to allow planners to build unique virtual experiences. However, users have found time lags during the live events using the EventMobi app. 

Unfortunately, at this time, the virtual platform does not support more than 10k attendees, so it is not a good fit for any events that exceed that threshold. 

EventMobi Mobile App Features

Like any other mobile event app, EventMobi promises to increase the engagement and ROI of events. Let’s see if the features of the mobile event app can replicate the same: 

Agenda

The interactive agenda features help organizers sort registrations by date and time or tracks. The organizers can create custom schedules for entire groups of attendees at a time with this feature. 

Networking

The networking feature is similar to most of the best apps for events on the list. The EventMobi mobile event app also helps attendees network through public and private chat options. The feature allows attendees, speakers, and exhibitors to share their personal information. If attendees want to connect, they can send requests for a meeting to others. 

The event program app offers chat options that let attendees communicate during the sessions. Your remote and on-site attendees can share thoughts in real time in a hybrid conference setting. 

Maps

The interactive map feature allows your attendees to locate the event’s destination quickly. You can think of this feature as your personal Google Maps. It is one way to make sure no attendees are left behind. 

Event Mobi App Pricing

EventMobi mobile event app offers event app, virtual, and hybrid event platform pricing starting from $3,500 for a single event or $1,458 per event with an annual plan. 

You can also fill out a form to get a quote for your event based on your requirements. 

Pros & Cons 

Even with many interactive features, EventMobi is not entirely satisfying customers with its product performance. Here are some reviews and concerns from the customers placed on G2. 

Pros

“I just needed one training session to get familiar with the widgets. Also, the service they provide 24/7 is excellent. The team always answered my questions and helped me in a very short time.” – Paola P. 

“Working with the Eventmobi team in customizing our app was a positive experience and the final product looked amazing. We received a lot of positive feedback from our participants on the easy use of the app.” – Lynda B.

Cons

“The platform wasn’t very intuitive on the admin or user side. We constantly had attendees calling or emailing who couldn’t navigate the platform come program day. It also wasn’t as visually appealing as many of the other platforms we have since looked at. It was fairly basic in terms of customization and having a “newer” look.” – Kiley C. 

“Time lags in live, embedded videos would have been problematic, so we could not use the platform itself for the presentations but instead had to go through Zoom. It was more or less seamless, so it’s not a complaint, just an observation.” – Verified User 

“We would like to see more advanced features for access controls for certain sessions. However, we are aware they are working every day to advance their software.” – Emily S.

8. Airmeet Mobile App

Airmeet mobile app offers connectivity and networking opportunities for attendees. The app also focuses on attendee engagement within the event with different features. However, users have found that both their management features and customer support were not up to the mark. 

Features of the Airmeet Mobile App

Following are some of the critical features of the Airmeet mobile app:

Security

Organizers can add security later sign SSO (single sign-on) event access within the app. Although other event apps offer a lot more regarding the safety of the event, such as the vFairs mobile app has two-factor authentication, the SSO login feature from Airmeet is also worth considering. 

Engagement

Similar to the engagement feature offered by other best apps for events above, the Airmeet mobile event app also empowers engagement and interaction throughout the event. Features like live chat, raise-hand, and Q&A sessions help make the event engaging and interactive. 

Many of Airmeet’s existing beneficial features are yet to debut on the Airmeet mobile event app. For example, the Airmeet mobile app does not offer options to add visibility to exhibitors.

The spotlight on sponsors’ features is yet to appear on the mobile app. Similarly, the private messaging options, which are pretty standard among other best apps for events, aren’t yet available on the Airmeet mobile event app. 

Airmeet Mobile App Pricing

Their official website offers pricing details along with attendee limits. However, you must contact the team for Airmeet mobile event pricing info and details. 

Moreover, only enterprises can access websites and white-labeled mobile apps for events in return for the custom quote. 

Pros & Cons

Apart from having attendee restrictions, users also have some more concerns that they shared on G2 along with some good reviews. 

Pros

“The ease with which people with varying levels of experience with online events can use Airmeet is pretty impressive. We had around 400 people at our event and not a single person needed assistance in logging in and finding their preferred events. It was that easy to use.” – Shubham T. 

“Airmeet is a quality platform that has helped me create events that my clients have really enjoyed using. We’ve been able to offer full multi-day conferences through to Award nights and hour-long meetings.” – User in Event Services

Cons

“Some of our participants found navigating challenging as they were first-time users. Those who joined with a phone found it more of a challenge. Can they use the platform smoothly without having to download the airmeet app?” – Reeshma S. 

“Airmeet’s conference management features and customer support were both quite bad. We had a number of issues setting up the event and a full lack of features for managing tickets/attendees – I really just would not depend on them again for an event, and will be moving to a different platform due to their inflexibility and beta-like setup. Do not use this for a serious conference.” – Verified User in Event Services

9. 6Connex Mobile App

The 6Connex mobile event app helps manage events, engages attendees, and tracks real-time data. The event management software offers multiple features for virtual venues and in-person event support. However, users have found that is app has bad usability with no scroll bars and hard-to-track menus and content of the screen.

6Connex Mobile App Features

Following are the key features of the 6Connex event mobile app that might help you in deciding whether or not you want to book the app for your next event: 

Eventory Scanner

The eventory scanner allows the host to collect leads and track real-time updates. 

Eventory Check-In

With eventory check-in, event managers can manage attendee check-in, registration information, and QR code scanning. 

Eventory Operator

To help event planners and organizers quickly access event information, the 6Connex mobile event app offers eventory operators. It also provides an events management dashboard to track performance. 

6Connex Mobile App Pricing

6Connex does not offer stand-alone pricing for the 6Connex mobile event app. However, the following are the platform’s packages that offer In-person apps for events according to G2. 

• 6Connex Webinars: The package starts at $1,200 with a one-time purchase.

• Launch Inventory: This package includes in-person apps for events for $3,000.

• Launch Immersive: This package includes in-person event apps for $12,500.

• Rise: For pricing details of this package, you have to contact the team.

• Soar: For pricing details of this package, you have to contact the team.

Pros & Cons 

6Connex is a web and virtual platform that also offers a mobile event app. The features offered by the app are suitable to support in-person and virtual events. Customers who have used the platform have both negative and positive reviews about it on G2.

Pros

“The platform and app are extremely intuitive and easy to use. After getting acquainted with the structure of the system/application, the implementation of changes and ongoing management of the event is very simple. ” – Justyna B. 

“I am using Eventory, one of the 6Connex products, for over a year and I am very pleased with the overall experience. The app has most of the functionalities we need and is constantly developed.” – Łukasz M.

Cons

“I could say that it’s not yet optimized for mobile devices. Building a virtual hub is also not a walk in the park–It took us a few months as we had to conceptualize the look and uses, study the functions first, available/applicable features, and how to apply them. It took longer, considering we also had something else to do at work.” – Sam G. 

“The client experience was less than ideal. I felt our 6Connex team didn’t understand our requirements and use case – around the sun keynotes, Cvent integrations, and expansive on-demand library. Our client experience manager was patronizing and our webcast director was constantly confused and made mistakes. It was painful to work with them.” – User in Information Technology and Services

10. SwapCard Mobile App

SwapCard is an event management software that also offers a mobile app. According to the official site, the mobile app features allow the attendees to network, learn, and share knowledge. However, users have found a series of bugs during their experience with this platform. 

SwapCard Mobile App Features

SwapCard made it to the list of best event apps for its branding and engagement opportunities. Following are some of the features that the SwapCard mobile app offers:  

White Label Solution 

The white-label solution helps with building a community around your branded event app. The feature also helps the audience discover events and registration from their phone. 

Interactive Features

The SwapCard mobile event app also offers polls, surveys, and Q&A sessions to keep the audience engaged. Also, the app provides push notifications to alert the audience about the sessions. 

Content Updating Feature

The mobile app helps in updating content and creating instant reports. Also, you can access real-time data for all your sessions during the event. 

SwapCard Mobile App Pricing

For the pricing details, customers have to contact SwapCard. However, the company offers packages of three kinds. The following are details: 

• The free package is restricted to 100 attendees and also comes with limitations. 
• The starter package is for mid-size business events and starts at €990/year.
• The enterprise package is best for enterprises and starts at €5,990/year. 

You’ve to inquire further whether these packages offer apps for events or not. 

Pros & Cons

Founded in 2013, SwapCard runs in-person, hybrid, and virtual events. Along with some great features, there are some challenges of the mobile app that their customers got frustrated about. Following are some of the customers’ reviews regarding the platform on G2:

Pros

“The interface for Swapcard is clean and efficient. Very user-friendly and you barely need any assistance. In case you need help their support team responds quickly.” – Samuel K. 

“The mobile app is complete; exhibitors complete their booth efficiently; implementing a registration tool; we can rebrand the whole website; easy to translate from one language to another; customer service replies quickly on any request.” – Rémi G.

Cons

“We dislike the fact that the platform isn’t logical to create sometimes. For example, activate a button has to be activated in at least 3 sections. I would suggest to put yourself more in the skin of someone who is creating an event, to understand more and to make the creation of the platform easier.” – Emma f. 

“The Swapcard platform did glitch on us a few times, and things didn’t always work the way we expected them to. I think part of this is because the system is constantly being updated and new features added, but too many updates can make things go wrong.” – Alison C. 

FAQs

A conference is a formal gathering of individuals with shared interests, expertise, or goals. Typically, the purpose of organizing a conference is to promote the exchange of knowledge, ideas, and experiences on a specific topic or field of interest. 

Conferences include presentations, discussions, workshops, networking opportunities, and sometimes exhibitions. All activities are planned to foster collaboration, facilitate learning, and drive progress within their respective subject matters. Whether the goal is revenue growth, lead generation, sales expansion, or employee training, conferences offer invaluable opportunities to reach and influence the right audience. 

Conference Formats

While 10 years back, conferences were only held in person, event organizers today enjoy the flexibility of choosing a conference format of their choice. With the use of the right technology and vendors, you can organize conferences in three distinct formats: in-person, virtual, and hybrid. 

In-person Conferences

In-person events require physical attendance at a specific venue, where attendees, speakers, and organizers come together in person to participate in various activities, such as presentations, workshops, and networking.

Virtual Conferences

Virtual conferences are entirely online, with attendees and speakers participating remotely from their respective locations. These events utilize virtual event platforms to host presentations, discussions, and interactive sessions, providing a virtual experience for all participants.

Hybrid Conferences

Hybrid conferences blend both in-person and virtual elements. They take place at a physical venue, allowing some attendees and speakers to be present on-site, while others join remotely through virtual platforms. This format accommodates diverse participation preferences and extends the reach of the event beyond geographical boundaries.

Types of Conferences

In recent times, conferences have become more diverse to cater to various preferences and needs. Organizers now have the flexibility to pick from different conference types, each offering a distinct experience. Let’s delve deeper into various types of conferences.

1. Workshop 

A workshop is an interactive and hands-on session that focuses on skill-building, problem-solving, or practical learning. Participants engage in activities, exercises, or discussions led by experts to gain practical knowledge or expertise in a specific area.

2. Seminar

A seminar is a structured educational event where experts or speakers present in-depth information, research, or insights on a particular subject. Seminars are often followed by discussions or Q&A sessions to encourage audience engagement and the exchange of ideas.

3. Round-table

A round-table discussion is an informal and participatory conference where a small group of participants gather to discuss a specific topic. It promotes open dialogue, encourages diverse viewpoints, and often involves brainstorming or problem-solving.

4. Symposium

A symposium is a formal gathering that features multiple speakers or presentations on related research or academic topics. Conference organizers often structure symposia around a central theme with the intention of promoting a comprehensive exploration and discussion of that subject.

5. Summit

A summit is a high-level conference, often featuring influential leaders, policymakers, and experts, that addresses critical issues, challenges, or opportunities within a specific industry, field, or global context. Summits are designed to facilitate strategic discussions, decision-making, and collaborations to address pressing matters.

Conferences can also be differentiated based on their requirements such as: 

6. Corporate Conferences

These are organized by businesses for their employees, clients, or partners. They may include annual meetings, product launches, training sessions, or sales conferences.

7. Academic Conferences

These conferences are organized by educational institutions, research organizations, or professional associations. They focus on presenting and discussing academic research and scholarly work in various fields.

8. Medical and Healthcare Conferences

These conferences are dedicated to discussions and presentations on medical research, healthcare practices, and innovations. They often target healthcare professionals and researchers.

9. Technology and IT Conferences

Technology conferences cover emerging trends, innovations, and developments in the tech industry. They may focus on areas like artificial intelligence, cybersecurity, software development, or hardware advancements.

10. Nonprofit Conferences

Nonprofit organizations or NGOs organize conferences to address social, environmental, or humanitarian issues. These conferences aim to raise awareness, share best practices, and foster collaboration.

11. Government Conferences

Government agencies host conferences to discuss policy matters, share information, and engage with stakeholders. These events can range from local government meetings to international summits.

12. Destination Conferences

Some conferences are designed to take advantage of unique locations, such as conferences held at resorts, cruise ships, or tourist destinations. These events often blend work with leisure activities.

13. Startup and Entrepreneurial Conferences

These conferences target startup founders, entrepreneurs, and investors. They provide a platform for networking, pitching ideas, and gaining insights into the startup ecosystem.

14. Cultural and Arts Conferences

Cultural and arts conferences focus on topics related to literature, music, visual arts, and cultural heritage. They may include performances, exhibitions, and discussions on artistic trends.

15. Environmental and Sustainability Conferences

These conferences address environmental issues, sustainability practices, and climate change. They aim to promote eco-friendly solutions and awareness.

16. Sports Conferences

Sports-related conferences cover various aspects of the sports industry, including athlete management, sports medicine, sports marketing, and event management.

Chapter 2: What is Conference Management?

Think of a conference as a dynamic theater production, complete with various actors, scenes, and props. Conference managers play the role of the director, orchestrating rehearsals, coordinating backstage activities, and ensuring the show goes on without a hitch.

Conference management involves the comprehensive coordination and supervision of an event’s execution. This includes monitoring team members’ progress in their assigned responsibilities and effectively addressing any on-site situations or challenges. Conference management can be done internally within an organization or outsourced to a third party. 

Types of Conference Management

Conference management includes various approaches, each tailored to meet the unique needs and resources of an organization or event. Here are some common types of conference management:

1. In-house Management

In-house management involves an organization’s internal team taking full responsibility for planning, organizing, and executing a conference. This approach offers complete control over the event’s direction and execution but can be resource-intensive, requiring dedicated staff and expertise within the organization.

2. Joint Management

Joint management involves collaboration between an organization and an external event management entity, often a professional conference organizer (PCO) or an event management company. In this model, conference management services and responsibilities are shared, with the external partner typically handling specific aspects like logistics, registration, or marketing. Joint management leverages external expertise while allowing the organization to maintain some control.

3. Third-party Organizers

Some event hosts choose conference event management platforms or event planning software to assume full responsibility for conference management. Organizations entrust these experts with planning, executing, and overseeing all aspects of the event. This approach provides convenience and professional expertise, making it suitable for conferences where the host organization prefers to focus on content and leave the logistics to specialists.

4. Volunteer-driven Management

For community-based or nonprofit conferences, volunteer-driven management is a cost-effective approach. Volunteers handle various tasks, from planning to on-site coordination, with minimal or no professional event management involvement. While this approach can be budget-friendly, it may require significant time and effort from volunteers.

5. Sponsorship-driven Management

In some cases, conferences are primarily funded and managed by sponsors or exhibitors. These organizations play a central role in shaping the event’s content, direction, and management. While the conference host may retain some control, sponsors often have a substantial influence on various aspects of the event, including the choice of speakers and themes.

Chapter 3: Conference Management Process

The conference management process is like the roadmap for putting together a successful conference. It’s a step-by-step plan that covers everything from the beginning to the end of the event. Each step listed below is carefully thought out and essential for making sure the conference goes off without a hitch.

1. Define Objectives and Goals

At the core of every successful conference lies a clear sense of purpose. Begin by defining your objectives and goals. Ask yourself: what do you aim to achieve with your conference? These objectives will serve as your guiding stars throughout the planning journey. By establishing these aims, you not only set the course for your event but also ensure that every decision aligns with your vision, thus safeguarding your conference’s trajectory.

2. Plan Your Budget 

Mapping out a realistic budget is essential for a conference’s success. It’s not just about financial planning; it’s about strategic resource allocation. Make sure you distribute your funds carefully across all facets of your event, encompassing critical areas such as venue selection, securing speakers, marketing efforts, and logistics coordination. The ideal way to do this is by creating an event budgeting sheet. 

Meticulously planning the budgeting for events does more than just keep your finances in check; it also unlocks potential revenue streams through avenues like sponsorships and ticket sales. By carefully managing your finances, you not only secure your event’s financial stability but also strengthen the overall foundation of your event.

3. Create a Conference Planning Committee

Conference organizers thrive on collaboration. Build a team of talented and enthusiastic individuals who will stand beside you. This committee will distribute responsibilities, combine their expertise, and offer invaluable insights, leaving no stone unturned in the pursuit of excellence. Embrace this collaborative approach to ensure that every detail is meticulously handled and nothing is left to chance.

4. Choose a Date and Venue

When it comes to selecting the ideal date and venue for your conference, it’s like carefully choosing the perfect stage for a performance. This decision plays a pivotal role in the overall success of your event. Here are a few things to keep in mind while deciding conference date and venue:

Seasonality

Take into account the time of year when your conference will take place. Different seasons have distinct advantages and drawbacks. For instance, a summer conference in North America offers pleasant weather, but many professionals choose to take time off during summer. On the other hand, a winter event might attract a different crowd but there’s a risk of weather-related disruptions. Carefully evaluate which season aligns best with your conference’s goals and target audience. Check out this resource if you are looking to plan outdoor events. 

Accessibility

Accessibility is paramount for both local and out-of-town attendees. When choosing a venue, ensure that it is easily reachable by various modes of transportation, such as air travel, train, or car. Proximity to airports and major highways can significantly impact attendance. Additionally, consider the availability of nearby hotels and accommodation options, making it convenient for attendees to stay close to the venue.

Venue Capacity

Assess the venue’s capacity in relation to your expected number of attendees. It’s essential to strike a balance between accommodating your audience comfortably and avoiding overcapacity. A venue that is too small can lead to overcrowding, discomfort, and a poor attendee experience. Conversely, an excessively large venue can create an atmosphere of emptiness and detachment. Match the venue’s size to your projected attendance to maintain an ideal atmosphere.

Amenities and Facilities

Evaluate the amenities and facilities that the venue offers. Consider factors such as meeting rooms, AV equipment, breakout spaces, and dining options. These aspects can greatly influence the overall experience and convenience for both attendees and organizers. Choose a venue that aligns with your conference’s technical and logistical requirements.

Ambiance and Atmosphere

Beyond practical considerations, the ambiance and atmosphere of the venue play a crucial role in setting the tone for your conference. A venue with a conducive and inspiring atmosphere can enhance the overall attendee experience and contribute to the success of your event. Consider the aesthetics, layout, and overall vibe of the location in your decision-making process.

Therefore, selecting the right date and venue is not just about logistical convenience; it’s about creating an environment that complements your conference’s objectives and enhances the overall experience for your attendees. 

5. Decide on a Virtual Conference Management Platform

Whether you are considering a hybrid event that combines in-person and virtual components or an entirely virtual gathering, the choice of the platform to host your event is crucial. Opting for the correct platform is not just a matter of convenience but a crucial element in the success of your virtual conference.

When navigating the myriad of options available, focus on certain key criteria. Firstly, prioritize platforms that boast user-friendly interfaces, ensuring that both organizers and attendees can easily navigate and utilize the platform’s features without unnecessary complications

Secondly, seek feature-rich platforms that offer a comprehensive suite of tools and capabilities. These features should encompass not only the basics, such as live streaming and video conferencing, but also advanced functionalities like interactive breakout sessions, virtual networking lounges, and audience engagement tools. The ability to create immersive and interactive experiences is essential in holding the attention and engagement of your virtual attendees.

6. Develop a Conference Agenda

Craft a conference agenda that is both engaging and tailored to resonate with your specific audience. Achieve balance by incorporating a mix of sessions, workshops, and keynote speakers, ensuring a diverse and enriching experience for attendees. A meticulously curated program not only keeps participants excited but also maintains their active engagement throughout the entire event. This thoughtful arrangement of content contributes to a memorable and valuable conference experience.

7. Secure Speakers and Presenters

Speakers are the lifeblood of any successful conference, shaping the event’s content and influencing attendee engagement. Here’s how to ensure you have a stellar lineup:

Identify Your Ideal Speakers

Start by identifying experts, thought leaders, and industry influencers who align seamlessly with your conference’s objectives and themes. These individuals should possess the knowledge and charisma to captivate your audience and add value to your event.

Outreach and Invitation

Once you’ve identified potential speakers, reach out to them with personalized invitations that highlight the unique value they can bring to your conference. Clearly articulate the conference’s goals and why their expertise is a perfect fit. Make it easy for them to see the benefits of participating.

Early Securement

Aim to secure your speakers well in advance of your conference date. Early confirmation not only ensures their availability but also allows you to promote their involvement as a reason for attendees to register.

Clear Agreements

Establish clear agreements that outline expectations, including the scope of their presentations, any compensation or travel arrangements, and deadlines for content submissions. Transparency and effective communication are key to a successful partnership.

Promote Speaker Involvement

Leverage your speakers’ participation as a promotional tool. Highlight their credentials and contributions in your marketing materials, on your conference website, and in social media campaigns. Their presence can serve as a powerful draw for prospective attendees.

Speaker Support

Provide speakers with the necessary support and resources to ensure they deliver engaging and impactful presentations. This may include access to presentation coaching, technical support for virtual presentations, and assistance with travel and accommodations for in-person events.

Continuous Communication

Maintain open and regular communication with your speakers throughout the planning process. Keep them informed about conference updates, session formats, and any changes to the agenda. A collaborative partnership ensures a seamless conference experience for both speakers and attendees.

The content you dispense at your conference can depend greatly on the speakers you choose. You can read our quick guide for speaker selection for more tips on how to pick the right people for the job.

8. Promote and Market the Event

Marketing your event is a pivotal step in ensuring its success. It’s not just about spreading the word; it’s about creating a narrative that resonates with your target audience. Leveraging a multi-channel marketing approach is essential, as it allows you to reach potential attendees through various touchpoints.

Social Media

Start by harnessing the power of social media platforms to create a buzz around your event. Create engaging posts and content that not only inform but also excite your audience. Encourage participants to share their anticipation and expectations, fostering a sense of community even before the event begins.

Email Campaigns

Email campaigns are another effective tool that allows you to tailor your messages to different segments of your audience, highlighting the unique value proposition of your conference. Personalization and clear calls to action can significantly boost registration rates.

Partnerships

Partnerships can be game-changers in expanding your event’s reach. Collaborate with organizations, influencers, or industry leaders who align with your event’s objectives. Their endorsement and support can lend credibility and widen your event’s visibility.

Ultimately, your marketing efforts should showcase the value of participation, making attendees feel that they simply can’t afford to miss your conference. Generate excitement, anticipation, and a sense of belonging, and you’ll be well on your way to a successful event.

9. Manage Registration and Ticketing

Effective management of conference registration and ticketing is vital for ensuring a smooth attendee experience. To achieve this, organizers should implement a user-friendly system that streamlines the sign-up process, minimizing friction for attendees. This entails using an intuitive online platform where participants can easily access registration forms, select their desired packages, and submit their information. 

Keep user convenience in mind, incorporating features like auto-fill options, real-time validation, and clear step-by-step instructions to ensure a hassle-free registration process. Additionally, providing transparent and detailed information about pricing, packages, and associated benefits is crucial for encouraging early registration. 

Attendees are more likely to commit when they have a clear understanding of what they will receive in return for their investment. Organizers should clearly outline the cost structure, any available discounts or early bird offers, and the advantages that come with each registration package. 

10. Coordinate Logistics and Operations

Detail-oriented planning is essential to the smooth execution of your conference. Pay attention to logistics as a well-organized event ensures that attendees have an enjoyable experience.

Transportation

Provide attendees with clear transportation information, including details on shuttle services, parking, and public transport options. For destination conferences, plan travel arrangements and airport transfers if needed.

Catering

Carefully plan menus, consider dietary restrictions, and ensure food safety. Smooth meal scheduling enhances the attendee experience.

AV Equipment

Verify the functionality of AV equipment well in advance, including microphones, projectors, screens, and sound systems. Have technical support on standby to address any issues.

Signage

Use clear and strategically placed signage both inside and outside the venue to guide attendees to various areas, sessions, and facilities. This minimizes confusion and helps attendees navigate effortlessly.

Layout and Flow

Design the event space layout with attendee flow in mind. Ensure logical placement of session rooms, exhibitor spaces, registration desks, and networking areas for an efficient experience.

Emergency Plans

Establish emergency plans, communicate evacuation routes and assembly points, and ensure readiness to address medical emergencies or unforeseen situations.

Timing and Scheduling

Create a well-structured schedule that allows for smooth transitions between sessions, breaks, and activities. Ensure speakers adhere to allotted time slots.

Staff Coordination

Clearly communicate roles and responsibilities to your event staff and volunteers. Keep them informed about changes or developments to maintain a cohesive team effort.

11. Oversee Sponsorship and Exhibitors

When it comes to overseeing sponsorship and exhibitors for your conference, early engagement is the key to success. Begin this process during the planning phase by reaching out to potential sponsors and exhibitors who may have an interest in aligning with your event. To entice their participation, it’s crucial to craft attractive sponsorship packages that closely align with their unique marketing objectives and strategies. These packages should clearly outline the benefits and opportunities they’ll gain by partnering with your conference.

For exhibitors, offer a platform that allows them to effectively showcase their products or services to your event’s targeted audience. Providing exhibitors with prominent spaces, access to engaged attendees, and opportunities for interaction can be highly appealing. By fostering a collaborative and mutually beneficial relationship with sponsors and exhibitors from the outset, you enhance their commitment and participation, contributing to the overall success of your conference.

12. Manage On-Site Operations

On the day of your event, the spotlight turns to the critical domain of on-site operations. This pivotal phase demands seamless execution, beginning with a streamlined check-in process that minimizes wait times and maximizes attendee convenience. It entails careful session management, guaranteeing that presentations and activities run smoothly and on schedule. 

Additionally, dedicated attendee support services should be readily available to address inquiries, resolve issues, and provide assistance. All of this contributes to a well-coordinated on-site experience that not only meets but exceeds attendee expectations, leaving a lasting and positive impression.

13. Facilitate Networking and Engagement

One of the cornerstones of a successful conference is the facilitation of networking and engagement among attendees. This critical element not only enhances the overall experience but also creates lasting connections that extend well beyond the confines of the conference itself. 

Incorporate interactive sessions into your conference program. These can include Q&A sessions, panel discussions, workshops, and roundtable conversations. Encourage speakers to engage directly with the audience, allowing for real-time interaction, questions, and discussions. Interactive elements like live polls and trivia can also make sessions more engaging and participatory.

Utilize dedicated virtual event platforms that offer features like one-on-one video chats, attendee matchmaking, and spatial networking. These tools empower attendees to initiate conversations and build relationships in a virtual environment.

14. Evaluate and Gather Feedback

The process of post-conference evaluation holds a pivotal role in the ongoing enhancement of your event and conference management skills and the overall success of future events. It is an essential step that involves collecting feedback from key stakeholders, namely attendees, speakers, and sponsors. Through this comprehensive assessment, you gain valuable insights into both the strengths that deserve recognition and the areas that demand improvement.

15. Execute Post-Conference Activities

After the conference wraps up, it’s crucial to promptly carry out a series of post-conference activities to tie up loose ends and leave a positive lasting impression. Here’s how you can effectively execute these activities:

Share Presentations, Recordings, and Resources with Attendees

Your attendees have invested time and often money to participate in your conference. Demonstrate your commitment to their ongoing learning by promptly sharing conference materials.

Express Appreciation to Sponsors and Exhibitors

Express your gratitude by sending personalized thank-you notes or emails to sponsors and exhibitors. Highlight the impact of their support and how it contributed to the overall event. Consider sharing post-conference reports showcasing the reach and exposure their sponsorship generated, demonstrating the tangible benefits of their partnership.

16. Generate Reports and Analyze Data

One of the critical post-conference activities is generating comprehensive reports and analyzing data. This step provides a profound opportunity to understand and interpret various aspects of your conference’s performance, attendee behavior, levels of engagement, and overall event success metrics. By leveraging data and analytics effectively, you can unlock valuable insights that can significantly influence the future direction of your conference strategies.

Chapter 4: Top 10 Conference Management Tools

1. vFairs

vFairs is an all-in-one event management platform that proves to be the ultimate solution for all your in-person, virtual, and hybrid conferences. It offers a highly customizable event platform and a suite of tech solutions designed to elevate your conference experience. From seamless event registration to comprehensive analytics, and from a visually captivating virtual platform to robust onsite solutions, vFairs has every aspect of your conference management covered.

Virtual attendees can enjoy an immersive virtual environment complete with exhibit halls, webinars featuring multi-track agendas, networking and matchmaking tools, gamification elements, and other audience engagement features. 

For your in-person attendees, vFairs goes the extra mile to enhance their conference experience. A customized event mobile app carries your branding, making it easy for attendees to access event information, schedules, and updates right at their fingertips. Additionally, the efficient badge printing and check-in software streamline the registration process, ensuring that your attendees get to their sessions quickly and smoothly. To top it off, the dedicated onsite support team is always ready to assist, guaranteeing that your attendees derive maximum value from your conference with ease and confidence. 

For webinars, vFairs provides complete control with live, semi-live, or pre-recorded options, and the flexibility to make content available on demand. You can broadcast presentations on numerous social media channels, including Facebook Live, YouTube, Twitch, and Instagram, directly from the virtual platform. Immersive video webinar features, like breakout sessions for discussions and team-building, keep audiences engaged. Organizers can enhance the experience with automatic transitions, and session hosts can remove distractions, ensuring a focused and engaging audience experience.

With vFairs, integration with your existing tech stack is effortless, delivering unparalleled value across the board. You can use AI-driven event marketing tools to effortlessly create promotional content for email campaigns, event landing pages, social media posts, and press releases in mere seconds. This not only saves you time but also ensures your event gets the attention it deserves, driving engagement and success like never before. 

Attendees can engage in one-on-one and group audio, video, and text chats. Cutting-edge features like Spatial Connect, roundtables, and smart matchmaking, all enhance networking at your conference. Through interactive chat rooms, virtual Q&A sessions, and live polls, attendees can actively engage with speakers, fellow participants, and exhibitors, fostering meaningful connections and knowledge-sharing. Furthermore, the gamification elements add a layer of fun and competition to the experience, making learning and networking more exciting and memorable.

The platform’s user-friendly setup, comprehensive demo videos, and up-to-date knowledge base make conference event planning a breeze and empower you to unlock the full potential of this powerful platform.

2. Zoom

Zoom, a prominent communications platform, is a vital asset in conference management. It effortlessly facilitates connections through video, audio, phone, and chat, ensuring uninterrupted communication. Whether for small or large teams, Zoom’s versatility proves invaluable, allowing for seamless workflow continuity and connectivity, particularly when in-person meetings are not an option.

• With Zoom, you can enjoy unlimited one-on-one meetings, making it easy to connect with colleagues, clients, or friends on a personal level.
• Even in larger groups, Zoom doesn’t disappoint, offering the capability to host video conferences for up to 100 participants (with the free plan providing up to 40 minutes per session).
• Screen sharing is a game-changer for collaboration, allowing participants to work together seamlessly, whether it’s for a team project or a client presentation.
• Zoom’s recording feature ensures that no valuable insights or discussions get lost in the shuffle. 
• Zoom’s virtual meeting rooms serve as hubs for interactive engagement, where screen and file sharing, along with text chat capabilities, further enrich the collaborative experience, making it a versatile and user-friendly tool for all your virtual meeting needs.

Overall, Zoom simplifies event and conference management by breaking down geographical barriers and promoting efficient, connected, and collaborative event experiences.

3. Zapier

Zapier is a powerful automation tool that simplifies and streamlines your daily tasks.

• With its extensive library of over 6,000 integrations and services, Zapier empowers businesses to create efficient processes by allowing different web apps to seamlessly share data, automating workflows through customized Zaps, and optimizing productivity without the need for coding expertise.
• For conference management, Zapier can play a crucial role in integrating various event-related apps and services, including vFairs’ all-in-one event management platform.
• By setting up Zaps, you can link different applications together to create a smarter workflow, saving time and ensuring seamless coordination. For instance, Zapier can automate the process of sending out custom tweets to promote conference updates, immediately after you’ve published a post.
• Zapier eliminates the need for manual posting and ensures that your conference information reaches a wider audience effortlessly.
• Zapier’s extensive connectivity means you can automate various tasks across multiple platforms and destinations, enhancing the efficiency of conference management.

4. Trello

In conference management, where tasks like catering, selecting online platforms, and structuring programs can be overwhelming, Trello comes to the rescue. Its intuitive Kanban board interface simplifies task tracking and project management, ensuring that no detail goes overlooked.

• You can easily keep tabs on your conference budget, compare venue or virtual platform quotes, and make informed decisions. 
• With Trello, you have the flexibility to create multiple boards for efficient task management across various conferences, streamlining the organization process.
• Its user tagging and checklist features are valuable in reducing the need for lengthy email communication, making it an ideal tool for your conference organizing team.
• Trello enables real-time updates, allowing you to swiftly adapt to changes or delegate tasks on the go.
• Whether it’s coordinating last-minute adjustments to the schedule, managing on-site logistics, or addressing attendee inquiries, Trello’s flexibility and user-friendly interface keep your conference running smoothly from start to finish, helping you navigate the complexities of conference management with ease.

5. HootSuite

Hootsuite simplifies social media management during conferences with its powerful features. Whether you’re handling multiple conference accounts or promoting various events from a single profile, Hootsuite is a versatile and efficient solution for enhancing your social media presence during conferences.

• You can schedule posts in advance, monitor conference-related hashtags, and track event mentions.
• It consolidates social conversations, making it easy to engage with attendees across various platforms.
• You can manage major social networks like Facebook, Instagram, YouTube, LinkedIn, Twitter, and Pinterest all from one place, saving you time and streamlining your efforts.
• Hootsuite’s analytics feature offers in-depth social media performance reporting, making it especially valuable for agencies seeking to showcase ROI.

6. Rentman

Rentman is a tailored event staffing solution uniquely crafted for the AV and event industry, making it a game-changer in conference management.

• This specialized software serves as a centralized hub for all communication related to your event crew.
• With Rentman, you gain the ability to effortlessly oversee planned jobs on a comprehensive timeline, ensuring efficient scheduling. 
• Crew member availability is at your fingertips, and the software enables proactive communication of their availability.
• You can easily request and filter crew members based on job-specific skills, expertise, and certifications, ensuring the right personnel are assigned to specific job functions.
• Rentman extends its utility to crew members who can conveniently manage their personal schedules, appointments, and availability through free user accounts. 

7. Kahoot!

Trivia is one of the most engaging remote team-building activities that can be played over a virtual conference. Kahoot offers trivia games for organizations and educational institutes.

• With the Kahoot app extension, it becomes easier to play trivia games by integrating it with an app you’re already using. For example, you can integrate Kahoot with Microsoft Teams, Zoom, vFairs, and other video conferencing and event apps.
• Kahoot can help attendees interact and compete with others at the event through quizzes, contests, and other engaging activities.
• With Kahoot, you can create a quiz and set up rewards for winners.
• You can also play 1:1 virtual games or just decide to go on a team mode.

8. Monday.com

Monday.com is a cloud-based platform that offers customizable workflow templates for conference project management. Whether it’s tracking time to ensure crucial deadlines are met or automating repetitive tasks, Monday.com streamlines the project management process. 

• Users can tailor their project management software to meet the unique needs of their conference planning.
• Its intuitive dashboards provide at-a-glance insights into project progress, enabling conference organizers to stay informed and make informed decisions.
• Monday.com integrates with popular tools and apps, further enhancing the efficiency and effectiveness of conference planning processes.
• Whether you’re coordinating session schedules, managing registrations, or overseeing vendor interactions, Monday.com provides a versatile and user-friendly platform for conference project management, ensuring that your event runs smoothly and successfully.

9. CamScanner

CamScanner proves to be an invaluable tool for conference organizers and attendees alike. Its multifaceted features, including PDF file conversion and annotation capabilities, empower businesses to streamline document-related tasks easily within a unified platform.

• Attendees can merge important conference documents, add signatures, create watermarks, and make text edits directly from their mobile devices, ensuring that essential materials are readily available and tailored to their needs.
• CamScanner’s high-definition scanning module enhances document quality, providing a crisp and clear view of vital information.
• It offers the convenience of sharing files across various social media platforms, facilitating efficient communication and collaboration among conference participants. 
• The Optical Character Recognition (OCR) technology supports multiple languages, making it accessible to a diverse international audience.
• With the ability to convert images into text and PDF files into various formats like Excel, Word, PowerPoint, and JPG, CamScanner empowers conference attendees to effortlessly manage and exchange crucial documents while on the move. 

10. IFTTT

IFTTT (If This Then That) is a powerful automation tool that facilitates seamless communication between your favorite apps and devices. With this free and user-friendly tool, you can create automation processes known as Applets, which connect two or more of your preferred services to create new and efficient experiences.

• Each service within IFTTT offers unique triggers, queries, and actions, enabling you to design a wide array of Applets tailored to your specific needs.
• With IFTTT, the automation possibilities are virtually endless, allowing you to optimize your conference experience and minimize the hassle of repetitive tasks.
• You could set up an Applet to receive instant notifications whenever someone tweets your conference hashtag, ensuring you stay in the loop about event-related conversations in real-time.
• Alternatively, you could create an Applet to automatically send your committee meeting notes to a shared Google Drive folder, ensuring everyone has access to essential documents without manual intervention.

Chapter 5: Conference Management Software

Conference management software has revolutionized the way events are planned, organized, and executed. From streamlining registration processes to enhancing attendee engagement, these software solutions have become indispensable tools for event organizers. Let’s have a look at some of the top features of conference management software.

Features of an Ideal Conference Management Software

1. Conference Registration and Ticketing

With a robust software solution, you can offer attendees a streamlined registration experience. Customizable registration forms allow you to gather essential information tailored to your event such as session preferences. The ability to create various ticket types and pricing options ensures flexibility, accommodating different attendee categories or early-bird discounts. Moreover, automated confirmation emails and payment processing simplify the registration process, leaving attendees with a positive first impression.

2. On-site Technology

On-site technology features are designed to enhance the on-site experience for both organizers and attendees. Seamless badge printing eliminates long queues and confusion, allowing attendees to check in swiftly. Real-time updates to session schedules via mobile apps or digital signage keep attendees informed about any last-minute changes. Attendees can confidently navigate the event space with floor maps, knowing they have access to up-to-date information. As a conference organizer, this technology empowers you to adapt to unexpected circumstances and ensures the event runs smoothly.

3. Exhibition and Booth Management

For conferences with exhibitions or booths, a comprehensive booth management system simplifies the administrative process. Organizers can create a custom-branded booth and showcase their branding easily. They can also manage booth assignments, reservations, and payments, streamlining exhibitor interactions. 

The software’s floor plan management tools provide a visual representation of the exhibition layout, making it easy to assign and adjust booth spaces. Exhibitors benefit from a user-friendly system for selecting and purchasing booth spaces, ultimately enhancing their experience and satisfaction.

4. Speaker Management

Efficient speaker management ensures that your event’s content is delivered flawlessly. The software allows organizers to create and manage speaker profiles, making it easy to communicate with presenters and gather necessary information. 

Assigning speakers to specific sessions or workshops becomes a straightforward task, reducing the risk of scheduling conflicts. Presenters can conveniently upload their presentation materials, ensuring a smooth transition between sessions. By streamlining speaker management, you ensure that your conference sessions run seamlessly, leaving attendees with valuable insights.

5. Lead Management

Lead capture and retrieval are essential for exhibitors looking to maximize their return on investment. The software should provide lead retrieval tools, allowing exhibitors to collect attendee information effortlessly. 

As an organizer, you can facilitate the distribution of leads to exhibitors post-conference, fostering valuable connections. This feature not only benefits exhibitors by providing them with potential leads but also enhances the overall networking experience, creating a win-win situation for all stakeholders.

A lead capture app is specifically built for this purpose and helps you collect and manage leads efficiently. The vFairs event lead capture app lets exhibitors gain direct access to capture and retrieve attendee information themselves. It enables them to scan attendee badges, business cards, or QR codes, add notes & sync leads with CRM & Martech solutions.

6. Session and Attendance Tracking

Session and attendance tracking features are vital for optimizing the conference experience. Attendees benefit from streamlined check-in processes, reducing wait times and ensuring that they can access sessions promptly. 

Real-time data on session attendance empowers organizers to make informed decisions during the event, such as adjusting room sizes or reallocating resources. These features contribute to a more efficient event flow, enabling attendees to make the most of their conference experience while organizers can adapt to attendee preferences in real-time.

7. Attendee Engagement and Gamification

Engaging attendees is vital for creating a memorable conference experience. Event management software offers features like live polling, which allows real-time audience feedback and interaction during sessions. Q&A sessions enable attendees to ask questions directly to speakers, fostering engagement. Gamification elements, such as scavenger hunts and leaderboards, incentivize active participation. Attendees earn badges for attending sessions, completing challenges, or interacting with others, and leaderboards display top participants, creating a friendly competition that motivates engagement.

8. Attendee Networking

Networking at conferences is a primary motivator for attendees, and it’s greatly facilitated by high-quality networking tools. These tools enable participants to find and connect with others who share their interests, skills, and objectives. Attendees can engage in one-on-one interactions using audio, video, or chat functions, as well as join group discussions in breakout rooms and roundtable sessions. Furthermore, advanced features like Spatial Connect cater to virtual attendees, allowing them to network freely within the virtual environment.

In the ever-evolving events industry driven by AI and technology, networking features have taken center stage. AI-powered smart matchmaking algorithms now empower conference attendees to connect with like-minded individuals, fostering valuable connections. These robust networking capabilities significantly enhance the overall value of the conference by promoting meaningful interactions and facilitating knowledge exchange.

9. Accessibility Features

Ensuring that your conference is accessible to all attendees, including those with disabilities, is not just a matter of inclusivity but also a legal requirement in many regions.  Virtual accessibility features include screen readers and inclusive visuals for visually impaired attendees, captioning for the hearing-impaired, and adaptable content formats, such as accessible PDFs and structured content that accommodates assistive technologies. A robust accessibility framework ensures that every attendee can fully participate and benefit from your conference.

10. Integrations

Integration capabilities are the backbone of efficient conference event management. Conference management software should integrate with other essential tools, such as CRM systems, marketing platforms, and analytics tools. This integration streamlines data flow, automates tasks, and enhances communication. 

For example, integration with a CRM system enables easy tracking of attendee interactions, while integration with marketing platforms allows for personalized and automated email campaigns. A well-integrated system simplifies event management and enhances overall efficiency.

11. Sponsorship Management

Sponsors play a critical role in funding and enhancing conferences. Effective sponsorship management features allow you to create and manage sponsorship packages, track sponsor commitments and benefits, and automate sponsor communications. They also offer visibility options for sponsors, such as logo placements and dedicated exhibition spaces. By efficiently managing sponsor relationships and delivering sponsor benefits, you can maximize your event’s revenue potential.

12. Mobile Event Apps

In today’s mobile-centric world, dedicated event apps are indispensable. A mobile event app provides attendees with a user-friendly interface to access event information, schedules, and interactive features while on the go. Attendees can customize their agendas, receive real-time updates, access session materials, and participate in live polls or surveys. Such apps enhance attendee engagement, convenience, and overall satisfaction.

13. Event Marketing

Event marketing features within a comprehensive software package provide a robust toolkit to increase your event’s visibility and drive attendance. These features include tools for crafting and distributing marketing emails, tracking the performance of your email campaigns, segmenting your audience for targeted messaging, and offering promotional incentives like discount codes and referral programs. 

Additionally, advanced event management software incorporates AI-powered event marketing assistants that streamline the creation of marketing materials, such as landing pages, email campaigns, and social media promotions, thereby saving time and ensuring a more effective marketing strategy. By leveraging these features, event organizers can maximize their event’s reach, attract a broader audience, and ultimately achieve higher attendance and engagement levels.

14. Event Reporting

Data is invaluable for making informed decisions and improving future events. Event reporting and analytics features provide insights into attendee behavior, engagement, and event success metrics. These insights help you gauge event success, measure return on investment (ROI), and identify areas for improvement. You can track attendee participation, session popularity, booth engagement, and sponsorship ROI, enabling you to refine your strategies and enhance your future conferences.

Key Takeaways

Effective conference management is a multifaceted task that necessitates thorough planning, the use of advanced technology, and a steadfast commitment to delivering an exceptional attendee experience. Whether it’s an in-person, virtual, or hybrid conference, the fundamental principles of effective conference management remain consistent, guaranteeing the smooth execution of these significant gatherings.

Contact us today and learn more about how vFairs can elevate your conference management efforts with its cutting-edge technology!

FAQs

Chapter 1: What is Event Planning Software?

Event planning software manages the logistics of running an event and simplifies the process for you. Event planners use these in conjunction with other event management tools, such as registration & ticketing or mobile event apps. You can take all your event planning tasks online such as developing a schedule, allocating employee resources, tracking payments, or developing an exhibit layout. 

In this guide, we’ll dive deep into the world of event management systems, exploring how they  can simplify your life as an event planner by streamlining your event management process. Stop worrying about manual coordination and introduce yourself to the efficiency and organization that event planning software can bring to your events. Let’s get started on your path to stress-free event planning.

Benefits of Using Event Planning Software

Planning a big event can be a lot like juggling balls because you have to stay organized and work together with others. The challenges can be overwhelming, but choosing the best event planning software for your needs will make the process smoother, more efficient, and ultimately more successful. Here are the key advantages of using event planning software:

Efficiency and Time-saving

Traditional event planning methods involve a multitude of manual tasks, from creating spreadsheets to managing email chains and phone calls. Event planning software automates many of these processes, saving you valuable time. You can quickly generate schedules, send invitations, and manage RSVPs, all in one centralized platform. This efficiency allows you to focus on strategic planning and creative aspects of your event.

Improved Collaboration and Communication

Successful event planning relies on effective teamwork and communication among various stakeholders. The best event planning software provides a collaborative workspace where team members can easily share information, updates, and documents. Real-time collaboration and access to a centralized repository of event details ensure that everyone is on the same page. This reduces the risk of miscommunication and minimizes the chances of critical details falling through the cracks.

Enhanced Attendee Experience

Your attendees’ experience is crucial, and event planning software can significantly enhance it by creating personalized experiences for each attendee. These tools offer features like an event organizer app, personalized schedules, and engagement tools. Attendees can access event information and updates in real time, improving their overall satisfaction. Additionally, the software helps you manage attendee data, making it easier to tailor future events to their preferences.

Data-Driven Decision Making

One of the most valuable aspects of event planning software is its ability to collect and analyze data. By tracking attendee engagement, registrations, and other metrics, you gain insights into what works best and what needs improvement. This data-driven approach also allows you to make informed decisions to optimize your future events, from adjusting marketing strategies to refining event schedules. Over time, this leads to more successful and profitable events.

Scalability for Events of All Sizes

Whether you’re planning a small business meeting or a large-scale conference, the best event planning software can scale to meet your needs. These versatile tools can adapt to the size and complexity of your event. You can easily customize registration forms, ticketing options, and event layouts to accommodate events of varying sizes. 

Chapter 2: Essential Features to Look For in Event Planning Software

Selecting the right event planning software can make or break your event’s success. To ensure you’re equipped with the best tools for the job, consider these essential features when evaluating your options:

Registration and Ticketing

This feature allows you to create and manage event registrations and ticket sales. It should offer customizable registration forms, various ticket types, and secure payment processing. Look for software that also provides attendee data management, allowing you to track registrations and check-ins efficiently.

Onsite Event Technology

In-person event technology includes tools for managing check-ins, badge printing, and other essential functions during the in-person event. It ensures a smooth and efficient registration process, reduces wait times, and enhances the overall attendee experience.

Attendee Engagement Tools

These tools are designed to keep attendees actively involved and interested in the event. Engagement features include live polling, Q&A sessions, and real-time feedback mechanisms. They foster interaction and create a dynamic atmosphere.

Networking and Gamification 

Networking features enable attendees to connect, fostering valuable professional relationships. Gamification adds an element of fun and competition to the event, increasing engagement and participation.

Sponsorship and Exhibitor Management

An ideal software for event planning should offer features for managing sponsorships and exhibitors. This includes custom branding opportunities and lead retrieval systems, which help sponsors and exhibitors make the most of their participation.

Event Management Mobile App

An event mobile app provides attendees, whether in-person or virtual, with easy access to event information, including schedules, speaker bios, maps, and more. It enhances the attendee experience by making all essential details easily accessible and on-the-go.

Customizable Branding

Customization features allow you to tailor event materials and branding to align with your organization’s identity. This ensures a consistent and professional look for your event. You can create custom designs for lobbies, exhibit halls, and change the entire look and feel of your event to create a lasting impression on attendees. 

Lead Capture and Retrieval Tools

These tools are especially valuable for trade shows and expos. Lead capture apps enable exhibitors to capture attendee information and manage leads effectively, helping to maximize the return on investment for exhibitors.

Marketing and Promotion

Built-in event marketing and promotional tools enable you to reach a wider audience. This includes features for creating and sending email campaigns, integrating with social media platforms, and tracking the effectiveness of your marketing efforts.

Analytics and Reporting

Analytics and reporting tools provide insights into attendee behavior and event performance. You can track attendance rates, booth visits, session popularity, and engagement metrics. These insights inform your decisions for future event planning and marketing strategies.

Accessibility Features

Your event planning app should be accessible and comply with international accessibility standards to accommodate attendees with disabilities. This includes features like screen reader compatibility, captioning, color contrasts, varying font sizes, and accessible event materials.

Data Privacy and Security

Data privacy and security features protect sensitive attendee information from unauthorized access or data breaches. Look for software that complies with data protection regulations and offers encryption, access controls, and regular security updates.

Chapter 3: Choosing the Right Event Planning Software

With a number of options at your disposal, the task of selecting the perfect event management tool might seem daunting. However, making the right choice is essential. Your chosen software should not only streamline processes and consolidate planning tasks onto a single platform but also save you valuable time and elevate the overall experience for your attendees. The choice also hinges on the nature and specific needs of your event. So, don’t fret; consider the following factors as your guiding compass when making your selection.

1. Assessing Your Event Needs and Goals

Before diving into the world of event planning platforms, take time to assess your specific needs and goals. Here are a few important things to consider:

Event Type and Format

Determine the type of events you’ll be organizing. Are they conferences, weddings, trade shows, or any other event type? Are you hosting virtually, in-person, or with a hybrid audience? Different software may cater to specific event types, so match your needs with the software’s strengths.

Budget and Resources

Consider your budget and the resources at your disposal. Some software options are more budget-friendly, while others offer advanced features at a higher cost. Ensure your choice aligns with your financial capabilities.

Integration Requirements

Think about the tools you already use, such as registration systems or CRM software. Your chosen event planning software should seamlessly integrate with these tools to avoid data silos and streamline your workflow.

2. Scalability and Flexibility

An event planning software should be dynamic and adaptable, expanding alongside your events’ increasing size and complexity. Make sure that the software can scale seamlessly, accommodating the evolving needs of your growing organization. 

Additionally, look for software with a high degree of flexibility in customization, recognizing that each event is distinct. Rather than imposing rigid constraints, the software should empower you to tailor it to your specific requirements, thus enhancing its versatility and relevance as your event portfolio expands.

3. User-Friendly Interface 

A user-friendly interface is paramount for enabling smooth software navigation by both you and your team. This comprises two crucial aspects: an intuitively designed layout and a short learning curve.

Intuitive Design

An intuitive design ensures that the software is well-structured, features are readily accessible, and the workflow follows a logical sequence. It should reduce confusion and enhance task efficiency. 

Minimal Learning Curve

A minimal learning curve signifies that the software is easy to understand and requires little to no extensive training. This not only saves time but also empowers your team to become proficient rapidly, leading to increased overall productivity.

4. Cost and Pricing Models

When selecting event planning software, it’s crucial to evaluate the total cost of ownership and understand the pricing models. This involves assessing not only upfront costs but also recurring expenses such as subscription fees and potential additional charges for extra features or users. 

Transparency in pricing is key; seek software providers who clearly outline all costs associated with their service. Additionally, consider which pricing model best fits your budgeting preferences, whether that be a flexible monthly subscription or a cost-saving annual contract. This comprehensive assessment ensures you can make an informed decision that aligns with your financial planning and long-term goals.

5. User Reviews and Recommendations

Gaining insights from others who have firsthand experience with event planning software is invaluable. By reading user reviews and testimonials, you can get a comprehensive understanding of the software’s strengths and weaknesses, as these insights often reveal practical, real-world perspectives. 

Moreover, seeking recommendations from industry peers or colleagues who have effectively utilized event planner software can provide personalized insights and guidance tailored to your specific needs and goals. This can help you make a more informed decision when choosing the right software for your events.

6. Customer Support and Training

It’s essential to confirm that the software provider offers dependable customer support channels like phone, email, or chat to promptly address any issues that may arise during your event planning process. Assess whether they provide comprehensive training resources such as tutorials and documentation. These resources empower users to fully harness the software’s capabilities, ensuring a smoother and more efficient event planning experience.

Chapter 4: Building an Event Tech Stack

A tech stack comprises a set of software solutions, each designed for a specific purpose, but working cohesively to accomplish shared objectives. For example instance, if you’re hosting a paid virtual conference, your tech stack would include essential components such as a video conferencing platform, streaming software, and a ticketing solution with payment integrations.

Your unique event tech stack will consist of a blend of tools that facilitate everything from registration and presentations to comprehensive event reporting.

Explore our carefully selected 24 best event management software that will make your event a success and drive you closer to your goals.

Event Management Software

1. vFairs for All-in-one Event Management

vFairs, rated as the top Event Management Software on G2, stands out for its dedication to facilitating outstanding in-person, hybrid, and virtual events. The adaptable event technology platform has assisted numerous organizations in crafting, organizing, and boosting tailored conferences, trade shows, recruitment events, and various other event types. vFairs uniquely combines the versatility of separate product offerings with the convenience of an all-in-one platform, allowing you to tailor your event management precisely to your preferences and requirements.

What sets vFairs apart is its adaptability, allowing organizations to customize their event solutions. This flexibility ensures that vFairs caters to specific needs, from basic requirements like creating a landing page and ticketing options to comprehensive, all-in-one event management.

The all-in-one event management platform integrates your virtual, hybrid, and in-person tools, providing comprehensive support from registration, ticketing and badge printing to virtual experiences and post-event analytics, ensuring full compatibility with your tech stack and delivering exceptional value for all your event management requirements.

vFairs In-person Events

Whether you’re hosting a conference, trade show, seminar, or any in-person gathering, vFairs offers a suite of tools and services to simplify onsite event management. The goal is to make your on-site events seamless, engaging, and efficient.

With vFairs in-person event solution, you gain access to a dynamic event tech stack that covers all aspects of event management, from registration to check-in to on-site support. The platform not only enhances attendee experiences but also eases the burden of event organizers, providing a holistic solution for a successful in-person event.

Here are some of the features of vFairs in-person event platform:

• Streamline the registration process with user-friendly tools to efficiently manage attendee sign-ups.
• Create and print customized event badges, enhancing branding opportunities and streamlining check-ins.
• Utilize on-site event tech to reduce wait times and ensure a smooth entry process with quick check-in scans.
• Engage attendees and provide essential event information through a mobile app, enhancing their experience.
• Foster conversations and connections with an on-site social media wall, QR-based scavenger hunts, on-site leaderboard station, and more.
• Access on-site assistance and support to tackle any unforeseen challenges, making your event run smoothly.

vFairs Virtual Events

A visually pleasing virtual environment instantly hooks your attendees in and encourages them to participate and spend more time on the platform. The best part is that it’s visually immersive and makes you feel like you’re in an event hall. With vFairs virtual event platform, you can:

• Captivate your audience with immersive 2D and 3D virtual environments.
• Customize venues that strengthen branding by emulating your physical venues.
• Boost interactivity by offering a diverse selection of male and female avatars in various attires for exhibitors to choose from.
• Encourage connections through chats, embedded live chat, breakout rooms, video matchmaking, and QR code contact sharing.
• Elevate your event’s excitement with features like event leaderboards, virtual scavenger hunts, trivia games, live Q&A sessions, polls, quizzes, and a virtual photo booth for attendees to capture and share their memorable moments.
• Enhance your event’s impact by utilizing a custom-designed landing page, streamlined payment processing via PayPal and Stripe and integrated top CRMs. 
• Empower your exhibitors to share resources such as brochures, presentations, and videos within their booths, providing valuable content that booth visitors can easily access and download.
• Maximize attendee experience with a real-time metrics dashboard, individual user journey tracking, exhibitors’ statistics, and comprehensive post-event reports for in-depth event analysis.
• Enjoy a hassle-free experience with the central help desk that answers queries throughout the virtual event.

vFairs Hybrid Events

vFairs offers a powerful and versatile hybrid event solution that allows event organizers to seamlessly integrate both in-person and virtual audiences into a single, feature-rich platform. Whether you’re hosting a conference, trade show, or any other event format, vFairs has the tools and capabilities to cater to both in-person and virtual attendees. This approach not only enhances event accessibility but also opens up opportunities for broader audience engagement and participation. 

Moreover, vFairs facilitates post-event analysis by consolidating data and insights from both segments of the audience, enabling organizers to make data-driven decisions for future events.

Here are some of the features of the vFairs hybrid event platform:

• Create a consistent and similar experience for both onsite and remote participants using our integrated virtual event and on-site tech.
• Improve access to event sessions with real-time interpretation and live closed captions that automatically appear during webinars, conferences, and meetings, enhancing inclusivity.
• Connect and engage your in-person and virtual attendees seamlessly with an event management mobile app and virtual event platform.
• Connect in-person and online attendees, speakers, and sponsors via text chat, audio/video meetings, and a myriad of powerful networking tools.
• Easily report on your event and maximize your ROI.

vFairs Event Mobile App

The vFairs mobile app instantly creates a rich, and unique experience for both virtual and in-person audiences, making it one of the best event planning apps. The mobile app offers a contact list, digital check-in, and an easy way to exchange personal information and user profiles via QR codes. Attendees also have access to exhibit booths within the app to make sure both types of audiences have a similar experience.

Here are some of the key features of the vFairs mobile app:

• Offer on-site and virtual attendees the opportunity to network with functions like meeting scheduler, chat and a search filter to find relevant attendees. 
• Customize user profiles and share contact information via QR code.
• Personalize virtual exhibit booths and share digital documents, videos, and more.
• Conduct webinars to stream live presentations, share pre-recorded presentations, and add sessions to your personal calendars while on the go.
• Provide downloadable resources such as marketing collaterals and product information, letting attendees save them to view later.
• Allow attendees to self check-in to online sessions.
• Get post-event reports to track virtual webinar attendance, booth visits, attendee registrations, and chats.

2. Accelevents for Event Ticketing

Accelevents Event Ticketing is an easy-to-use and cost-effective event ticketing platform. Whether you’re organizing a small local gathering or a large-scale conference, Accelevents offers a user-friendly platform that allows you to create custom-branded event pages and sell tickets effortlessly. You can have your event page up and running in a short time, providing a seamless experience for your attendees.

Top Features:

• Easily create personalized event pages that align with your branding, providing a cohesive and professional look for your event.
• Streamline the check-in process with reliable ticket scanning tools, ensuring a smooth entry experience for attendees.
• Accommodate last-minute attendees and boost event revenue by offering on-site ticket sales.
• Monitor your event’s performance in real time, view ticket orders, and analyze purchase data without the hassle of complex spreadsheets.

3. Wix for Event Website Creation

Wix is one of the most versatile website builder apps for event planners that empowers them to create stunning and functional event websites with ease. In just a few clicks, Wix enables you to craft a professional online presence for your event, helping you attract attendees, share information, and build excitement. 

With its user-friendly interface and a rich array of features, Wix simplifies the process of event website creation, making it accessible to both tech-savvy event planners and beginners alike. Wix offers a wide range of customizable templates specifically tailored for various types of events, from weddings and conferences to music festivals and charity fundraisers. 

Top Features

• Customize layouts, add content, and design with ease using Wix’s drag-and-drop editor.
• Easily set up registration forms, collect attendee information, and manage RSVPs directly through your website.
• Choose from a wide selection of professionally designed templates, all of which are customizable to match your event’s branding and style.
• Reach attendees on all devices, ensuring your event website looks and functions well on smartphones and tablets.

4. Wild Apricot for Event Registration

WildApricot’s online event registration software offers a streamlined solution for event organizers, making the process of planning and managing events significantly easier. Within minutes, users can create detailed event listings complete with descriptions and images, along with customizable online registration forms. 

What sets WildApricot apart is its seamless integration with your organization’s website. Events are automatically listed in a calendar on your WildApricot site or your existing website, eliminating the need for redundant data entry. This ensures that your members can conveniently view and register for events from their mobile devices or computers. 

Top Features:

• Quickly create event listings with detailed descriptions and images to attract attendees.
• Ensure a consistent online presence by automatically adding events to your organization’s website calendar.
• Easily tailor online registration forms to suit your event’s specific needs and capture essential attendee information.
• Offer discounts and additional items as part of the registration process, streamlining attendee selection and payment.
• Let attendees conveniently view and register for events from their mobile devices or computers, enhancing accessibility and convenience.

5. Evite for Online Invitations

Evite is a versatile and user-friendly online invitation platform that simplifies the process of designing, sending, and managing invitations for various events. Whether you’re organizing a birthday party, wedding, corporate gathering, or any other event, Evite offers an array of features to streamline your invitation management. 

With the ability to create and send invitations via email, text message, or social media, Evite empowers hosts to effortlessly reach out to their guest list. Moreover, it ensures that you stay on top of your event planning with real-time RSVP tracking, event reminders, and guest messaging capabilities.

Top Features:

• Access a wide range of professionally designed, on-trend invitation templates that you can tailor to suit your event’s style.
• Send invitations to your contacts via text message, providing a convenient and efficient way to notify guests.
• Keep track of guest responses in real-time, ensuring you have an accurate headcount for your event.
• Send out reminders to your guests to help them stay on top of the event details.
• Easily communicate with your guests through the platform, allowing for seamless event-related conversations.

6. AllSeated for Event Floor Planning

AllSeated is a cutting-edge event planning tool designed to revolutionize the way you plan and visualize in-person events. AllSeated aims to save time and enhance the client experience by virtually transporting them to your venue, regardless of their location.

With features like 360 Venue Scanning, you can virtually explore event spaces, gaining a comprehensive understanding of how the event will look like. The quick setup time ensures you can get started promptly, and the ability to access AllSeated across multiple devices promotes flexibility in your planning process.

Top Features: 

• Virtually walk through and explore the event venue before the actual event to understand the layout.
• Start planning promptly with an efficient setup to save time and effort.
• Plan and collaborate with your team and clients using various devices.
• Save event layouts to reuse them for future events, saving time and ensuring consistency in event planning and execution.

7. Eventee for Building Event Apps

Eventee is a practical tool for efficiently building apps for event planners. It offers a straightforward and visually appealing interface, accessible on both mobile and web platforms, designed to simplify event management. 

Moreover, Eventee takes care of the technical side by automatically generating a modern event homepage that you can personalize without any coding skills. This allows you to concentrate on curating an exceptional event rather than dealing with complex app development.

Top Features

• Eventee event design software is easy to navigate for both organizers and attendees, prioritizing simplicity.
• Access event details on various devices, from smartphones to desktops.
• Get access to an automatically generated, modern event homepage that you can tailor to match your event’s branding and content.
• Easily oversee event schedules, sessions, and speaker details within the app.

8. TicketTailor for Selling Tickets

TicketTailor is a specialized event management app that excels in one crucial area: ticket selling. Billing itself as the go-to solution for event ticketing, TicketTailor offers a comprehensive platform for managing ticket sales, making it an ideal choice for both free and paid events. Whether you’re organizing a fundraising campaign, an academic conference, or a lively party, TicketTailor empowers you to efficiently sell tickets and manage attendees.

While TicketTailor stands out in the ticketing domain, it’s worth noting that it doesn’t offer the full spectrum of event planning and management features that some other software does. You won’t find event planning tools or workflow design capabilities here. However, if your primary need is to handle ticket-related tasks effectively, TicketTailor is a top-notch choice.

Top Features: 

• Create both public and private event listings tailored to your event’s privacy requirements.
• Organize tickets into various categories, making it easy for attendees to choose the right option.
• Design custom checkout forms to gather specific attendee information as needed.
• Manage waiting lists for events with limited ticket availability, ensuring no potential attendees are left out.
• Utilize tools for seamless sharing of event details across your social media platforms.

9. ScheduleOnce for Online Event Scheduling

Event scheduling can be a complex task, especially when it involves coordinating meetings between hosts and attendees at conferences, trade shows, or other events. This is where ScheduleOnce comes into play as a valuable solution. This robust event planning platform simplifies the scheduling process, making it easy and efficient for event organizers and attendees alike.

With ScheduleOnce, event organizers have the power to create scheduling pages that attendees can use to book their meetings. This eliminates the need for hosts or attendees to get directly involved in the scheduling process. Once attendees have scheduled their meetings, the organizer can distribute the schedules to all participants, ensuring everyone knows when and with whom they will be meeting.

Top Features:

• Create scheduling pages that attendees use to book meetings, reducing the need for manual coordination.
• Connect to your calendar, preventing double bookings and automatically syncing scheduled meetings.
• Sends invitations and scheduling confirmations to all attendees, ensuring everyone is informed about their meetings.
• Allow event organizers to tailor scheduling pages to match their branding and specific event requirements, enhancing the overall user experience.

10. Planning Pod for Venue Management

Planning Pod is a comprehensive event planning app that excels in venue management and floor planning. With a robust feature set tailored for both event organizers and venues, it simplifies a majority of complex tasks. 

One of Planning Pod’s standout features is its venue management capabilities, making it an ideal choice for venues like wedding venues, restaurants, golf clubs, and more. It offers an event webpage builder that allows venues to showcase their facilities and services effectively. Additionally, Planning Pod provides productivity reports and dashboards, enabling venues to track their performance and make data-driven decisions.

Top Features: 

• Create visually appealing event pages to showcase your venue’s services, helping you attract potential clients.
• Efficiently manage bookings, event layouts, and resources using personalized tools.
• Access detailed reports and dashboards to gain insights into your venue’s performance and make data-driven decisions.
• Enhance your marketing efforts by promoting your venue on social media platforms, reaching a broader audience.
• Simplify the booking process for clients by offering online registration and RSVP forms.

11. Hootsuite for Social Media Management

When it comes to managing the social media aspect of your event, Hootsuite stands out as a comprehensive solution. This powerful tool empowers event organizers to efficiently schedule and manage event promotions across various social media platforms, including Twitter, Facebook, Google+, YouTube, Instagram, WordPress, and LinkedIn.

With Hootsuite, you can take control of your social media strategy, monitor conversations, and make data-driven decisions that lead to real results. 

Top Features:

• Schedule your event promotions in advance, ensuring a consistent online presence without the need for real-time posting.
• Monitor all your social media accounts in one place using a centralized dashboard
• Easily track mentions, comments, and conversations, making it simple to stay engaged with your audience and respond to inquiries or feedback promptly.
• Assess your social media ROI, identify what strategies are working and what needs improvement, and use data to make informed decisions for optimizing your event’s online presence.
• Simplify content creation and posting with a content calendar that helps you plan and schedule on-brand posts across all your social media channels. 

12. Salesforce Report for Event Reports and Data Collection

Salesforce Report is a centralized cloud-based reporting platform that provides a visual representation of sales-based data to organizations. It supports the crucial elements of a business including sales, marketing, service, and commerce.

Known to be one of the most popular cloud-based CRM platforms, Salesforce Report assists companies in planning and optimizing their sales processes.

Top Features:

• Make useful decisions with a centralized, user-friendly, interactive and KPI-driven solution.
• Consolidate data from several sources to help identify the relevant KPIs.
• Easily formulate strategies and improve efficiency and productivity across the board.
• Integrate with other tools such as a dashboard creator to generate actionable insights.

Project Management Software

13. ClickUp for Work Management

ClickUp offers a streamlined and comprehensive app for event planners to manage team projects and work effectively. Whether you’re part of a small startup or a large enterprise, ClickUp’s project management software caters to all types of organizations. It simplifies organizing tasks and projects, facilitating collaboration across your entire team and organization. 

ClickUp’s key strength lies in its flexible hierarchy infrastructure, which allows you to break down complex projects into manageable tasks and subtasks while maintaining a centralized view of all event data. This feature makes it one of the best event planning tools.

Top Features: 

• Tailor ClickUp to match your specific team’s processes, enabling efficient task management and workflow optimization.
• Connect with over 1,000 work tools, enhancing collaboration and centralizing data within ClickUp.
• Plan and visualize your event’s key milestones to keep your team on track and aligned with project goals.
• Collaborate seamlessly on tasks, assign responsibilities, set due dates, and track progress within the platform.

14. Slack for Team Communication & Community Building

Beyond its traditional use, Slack has proven to be a valuable asset for facilitating session interaction within events. Its versatility lies in its ability to create distinct channels within a single workspace, making it suitable for both team communication and attendee engagement during events.

Event organizers can establish private channels for their teams to coordinate seamlessly, ensuring that everyone stays on the same page behind the scenes. Simultaneously, public channels can be dedicated to various discussion topics, encouraging event attendees to interact, share insights, and network with one another throughout the event’s duration. 

Top Features:

• Create private and public channels, allowing event organizers to maintain internal discussions while providing attendees with discussion hubs for specific topics.
• Engage in one-on-one conversations, enabling personalized communication and networking opportunities.
• Utilize video and voice calling features, and facilitate real-time interactions and collaboration even when participants are geographically dispersed.
• Easily share documents, presentations, and other files within the platform, enhancing information exchange during events.

15. Asana for Task Management

Asana is a powerful task management tool that has become an essential asset for organizations of all sizes. It’s designed to streamline workflow and enhance productivity by helping teams manage tasks, projects, and assignments with precision. 

At its core, Asana provides an intuitive interface that allows for easy collaboration and communication, making it an indispensable tool for businesses and teams striving to stay organized and efficient. With Asana, you can break down complex projects into smaller, manageable tasks, assign them to team members, set due dates, and track progress in real time.

Top Features: 

• Easily create tasks, assign them to team members, and set due dates. 
• Break down larger projects into smaller tasks and subtasks, helping teams stay organized and focused.
• Tailor workflows to match your team’s specific needs, ensuring that projects are managed efficiently.
• Create dependencies between tasks to ensure that one task cannot be started until another is completed, promoting a logical workflow.
• Assign priorities to tasks and set deadlines to help team members focus on critical items and meet project milestones.

16. Monday.com for Workflow Management 

Monday.com is a versatile and robust workflow management tool designed to streamline and optimize work processes for teams and organizations. It offers a user-friendly and visually appealing interface that simplifies task tracking, project management, and collaboration. With Monday.com, teams can achieve greater efficiency and productivity, making it an ideal choice for various industries and use cases.

One of Monday.com’s standout features is its customizable workspaces, which allow users to create tailored workflows that suit their specific needs. Whether you’re managing projects, tracking marketing campaigns, or coordinating events, you can design boards, timelines, and dashboards that align with your team’s objectives. 

Top Features:

• Encourage teamwork with features like real-time collaboration, file sharing, and @ mentions, ensuring everyone stays informed and engaged.
• See progress at a glance with the intuitive visual interface that makes it easy to manage tasks, timelines, and dependencies.
• Seamlessly integrate with popular apps and tools like Slack, Google Workspace, and Microsoft Teams, enhancing productivity and workflow connectivity.
• Streamline repetitive tasks with automation rules, ensuring that processes are efficient and error-free.
• Gain insights into project performance with customizable dashboards and reporting tools that provide data visualization and analytics, enabling data-driven decision-making.

17. Wrike for Project Management

In project management, effective teamwork and efficient coordination are the cornerstones of success. Wrike, an advanced project management software, empowers project managers to transform disjointed efforts into cohesive workflows. With its impressive array of features, Wrike simplifies the management of complex projects, automates tasks, identifies potential risks, and optimizes resource allocation seamlessly. 

Wrike’s workflow management software provides a clear visual representation of priorities, fostering collaboration among team members. Its user-friendly interface makes it accessible to everyone, from project managers to team members. 

Top Features:

• Tailor Wrike to match your team’s unique processes and best practices, creating a streamlined workflow.
• Automate repetitive tasks to reduce manual efforts and increase productivity.
• Gain insights into project progress and potential bottlenecks through customizable dashboards and reports.
• Foster collaboration among team members with an intuitive and user-friendly interface.
• Allocate resources efficiently to prevent overloading or underutilization.
• Manage all your projects in one place, ensuring accountability and alignment with organizational goals.

Event Engagement and Gamification Software

When it comes to hosting successful events, attendee engagement and interactivity are key factors for success. To enhance the ease of use and overall in-event experience, you can seamlessly integrate these tools into your event. While many event platforms now offer native tools for engagement and gamification, these additional solutions can be seen as valuable “nice-to-haves” if you’re looking for something more familiar or with added depth in functionality.

18. Restream for Live-streaming

Restream is a dynamic live-streaming service that assists in broadcasting presentations to multiple online destinations at once. Restream helps you integrate with Facebook, LinkedIn Twitch, YouTube, Twitter, and many other live-streaming platforms simultaneously.

It’s user-friendly and offers complete creative control of the look and feel of the broadcast. With Restream, you can create your own backgrounds, add logos, update the names of the speakers, and much more. 

Top Features:

• Broadcast on multiple platforms simultaneously for broader reach.
• Enhance real-time chat across various platforms for seamless communication.
• Schedule and broadcast pre-recorded content as live sessions for convenience.
• Easily download video files for repurposing and podcasting.
• Connect with other virtual event platforms, including vFairs, for expanded functionality.

19. Zoom for Video Conferencing

Zoom is a leading platform for video conferencing and virtual meetings. With its user-friendly interface and versatile features, Zoom has become an indispensable tool for organizations of all sizes. Zoom enables users to connect, collaborate, and communicate seamlessly, bridging geographical distances and fostering productivity.

With its robust security measures, including password protection and waiting rooms, Zoom ensures the privacy and confidentiality of meetings, making it a reliable choice for businesses and organizations. 

Top Features:

• Ensure your communication is clear and reliable with Zoom’s high-quality video and audio.
• Easily share your screen to present slides and documents, or collaborate on projects with colleagues or clients.
• Conduct smaller, focused discussions within larger meetings, fostering more engaging and productive interactions.
• Utilize instant messaging and file-sharing features for seamless, real-time communication and collaboration during meetings.
• Join or host meetings from your smartphones and tablets, offering flexibility and convenience for remote or on-the-move participation.

20. WebEx for Online Meetings and Webinars

WebEx is a highly regarded platform for hosting online meetings and webinars, providing a robust and feature-rich environment for remote collaboration and communication. With its user-friendly interface and versatile tools, WebEx is a top choice for businesses, organizations, and educational institutions.

WebEx excels in facilitating virtual meetings and webinars, allowing participants to connect from anywhere in the world. Its features include seamless integration with calendars and various productivity apps, ensuring that scheduling and joining meetings is effortless. 

Top Features:

• Enjoy crystal-clear HD video and audio for a smooth and immersive meeting experience.
• Seamlessly integrate WebEx with your calendars and productivity apps for efficient scheduling and management.
• Utilize features like screen sharing, chat, and file sharing to foster collaboration during meetings and webinars.
• Benefit from strong security measures, including encryption and authentication, to protect sensitive data.
• Record meetings or webinars for future reference and easily share them with others.

21. Kahoot! for Trivia Tools

Trivia is one of the most engaging remote team-building activities that can be played over a virtual call, event, or conference. Kahoot offers trivia games for organizations and educational institutes. With the Kahoot app extension, it becomes easier to play trivia games by integrating it with an app you’re already using. For example, you can integrate Kahoot with Microsoft Teams, Zoom, vFairs, and other video conferencing and event apps.  

Kahoot can help attendees interact and compete with others at the event through quizzes, contests, and other engaging activities. With Kahoot, you can create a quiz and set up rewards for winners. You can also play 1:1 virtual games or just decide to go on a team mode.  

Top Features:

• Use open-ended questions, polls, and word clouds to collect insightful feedback from event participants.
• Assess your attendees’ understanding and engagement with assessment questions and interactive quizzes. Ensure that your event content is effective and informative.
• Utilize Kahoot to encourage idea generation and brainstorming sessions. Crowdsource innovative ideas and solutions from your event attendees.
• Enhance knowledge retention by engaging participants with enjoyable learning experiences to make the information stick.

22. Interprefy for Language Interpretation 

Interprefy is a popular language interpretation tool used at virtual conferences and events. This tool is beneficial for personal conference interpretation and automatic live captioning in multiple languages.

Interprefy aims to connect people in events, meetings, and conferences but in their own language. Interprefy believes that there should be no language barrier when it comes to learning. They offer real-time interpretation from vetted interpreters and AI-powered live captions for any type of event, be it on-site, virtual, or hybrid. 

Top Features:

• Expand your reach by conducting events in multiple languages, breaking down language barriers to reach a global audience effectively.
• Integrate Interprefy with a variety of event platforms, including Microsoft Teams, Zoom, vFairs, and more, to ensure inclusivity and enhance the accessibility of your events.
• Improve the accessibility of your sessions by providing real-time interpretation and live closed captions during webinars, conferences, and meetings.
• Tailor interpretation and captioning services to your specific event needs, ensuring precise communication with your diverse audience.

23. Miro for an Interactive Whiteboard

Miro is an innovative online platform designed as an interactive whiteboard, and it serves as a virtual space where individuals can come together to collaborate on various subjects and projects, no matter where they are located geographically. 

What sets Miro apart are its distinctive features, such as note-taking and real-time problem-solving tools, which empower teams to work together seamlessly. With the ability to visualize ideas, brainstorm, plan, and execute tasks efficiently, Miro enhances communication and productivity among team members, making it a valuable tool for remote or distributed teams who want to work collaboratively and effectively.

Top Features:

• Monitor changes, assign tasks, and have conversations with other team members within the Miro interface.
• Present your ideas or results in an organized manner.
• Make communication easier with the screen-sharing feature. 
• With Miro’s Zapier integrations, you can easily create cards in case of a new task, a new form submission, or an entry in a spreadsheet.
• Create and align with stakeholders on the collaborative whiteboard.

24. Kumospace for Virtual Networking

Kumospace is a 3D virtual networking app that helps people make new connections in unforgettable virtual spaces. It lets you fully customize your event with your own logos, furniture designs, music, and YouTube videos so it feels like your own space.

With Kumospace, connecting online has become fun and more human. 

Top Features:

• Connect with people in immersive virtual spaces through video conferencing.
• Let attendees communicate with one another via Spatial audio.
• Easily share ideas with other people on the floor through screen sharing.
• Utilize the chat feature to have 1:1 direct or group messages.
• Use the Kumospace map feature to see what everybody is doing on the floor. 

Key Takeaway

The world of event management platforms offers a multitude of options to suit every event organizer’s needs. Whether you’re organizing a small corporate meeting or a large-scale international conference, these 24 best event planning software solutions provide the tools and features to streamline your planning process, engage attendees, and ensure the success of your events. 

From registration and ticketing to real-time communication, analytics, and accessibility features, these platforms offer comprehensive solutions to help you plan and execute seamless and memorable events. Choosing the right event planning applications that align with your event goals and requirements is the key to unlocking the full potential of your event planning goals.

Whether you’re hosting a virtual, in-person, or hybrid event, this guide will be the perfect starting point. We have developed this guide to help you plan your event from day one to the curtain call.    

Chapter 1: What is Event Planning?

Event planning underlines every task or activity that an event organizer needs to do before they are ready to host an epic event. It means the entire process of setting up an event and managing all of its aspects. This includes setting up a date, an agenda, finding speakers, marketing the event to a wider audience, and so much more. 

Event planning business can be a humongous task if you don’t know where to start. To make your event planning steps easier, you need to invest in some right tools and work with the right team. Whether you’re hosting a job fair, tradeshow, or conference, you will have to lay out an event plan and then structure your event planning efforts accordingly.

Event Management VS Event Planning

Event Management and Event Planning, while closely related, involve distinct aspects of orchestrating an event. Event Planning primarily focuses on the design and logistics leading up to the event. This includes tasks like selecting themes, choosing venues, arranging catering, and coordinating entertainment. It’s about setting the stage for the event, meticulously organizing every detail to ensure the event’s concept comes to life. 

Event Management, on the other hand, deals with the execution and operation of the event itself. It involves overseeing the event’s smooth running, handling any issues that arise during the event, and ensuring that all elements of the event plan are implemented effectively. While planning is about creating the blueprint, management is about bringing that blueprint to life and handling the real-time dynamics of the event.

Key Differences Between Event Planning VS Event Management At a Glance:

Event Planning:

• Focuses on the design and logistics before the event.
• Involves selecting themes and choosing venues.
• Arranges catering and coordinates entertainment.
• Organizes every detail to bring the event’s concept to life.

Event Management:

• Deals with the execution and operation during the event.
• Involves overseeing the event’s smooth running.
• Handles issues that arise during the event.
• Ensures effective implementation of the event plan.
• Manages the real-time dynamics of the event.

What Is an Event Plan?      

If you’re just starting out on event management and event planning, the first thing you need to do is to develop an event plan. An event plan is where you hash out all the details before you begin working on the ground.

There can be a few different steps to event planning and developing a detailed plan can help you navigate more easily. Start off by making a list of all the things that you think you need to do. Even the minutest of these tasks should be on your list. Then, make a chart with the three stages of your event planning:

• Pre-event planning
• Things to do during event days
• Post-event plans

It will now be easier to start putting your humongous list of tasks into the right stage of your event planning process. This basic event plan can break all tasks down so you can focus on one task or one stage at a time and still get everything done in an organized manner.

What Should You Add to an Event Plan?

An event plan needs to be detailed enough so you don’t miss anything. But it also needs to be easy and quick to follow for everyone involved. If you’re confused about what should or shouldn’t be a part of your event plan, here is a basic list that you can start off with:

• Start your event planning business by adding your main aim behind the event. This is the most important piece of information that you always need to remember.
• Mention the names or contact information of all the people involved in making your event come to life. This can include vendors, company reps, staff members, sponsors, etc.
• Next, jot down general information about your event like the date, venue, timeline, etc.
• Make it easier for your staff by making a list of all the roles and responsibilities that you have assigned to people. Whether you’re hosting an in-person, hybrid, or virtual event you should make sure that none of your staff is overworked. 
• Marketing and PR are vital components of event planning. So, make sure you add a PR and marketing plan to your event plan as well.
• Budget and insurance can define a lot about the scope of your event. The more budget or insurance coverage you have, the bigger your event can be. Therefore, your event plan needs to have a budget plan and details of insurance.

What Are the 5 Basic Principles of Event Planning?

Event organizers need a few essential skills to be able to pull off a successful event. Whether you’re hosting a seminar, a conference, or a trade show, you need to follow the 5 C’s of event management: concept, coordination, control, culmination, and closeout. 

These five C’s are the key elements that make up the recipe for smooth event planning and an epic event. If you have these down, you have a great chance at hosting a successful and memorable event.

Concept

The first and most important step to running a successful event planning process is to develop the concept or theme behind it. This means developing an objective before you take the next step. Think about why you want to host this event and what you can get out of it. 

Coordination 

The second step is where the on-ground event planning begins. Coordination means managing the logistics and building the project from the ground up. This step can involve all the physical aspects like selecting and setting up a venue, itinerary, entertainment, speaker sessions, etc.

Control

The third step involves understanding and controlling all the different aspects of the event through a bird’s eye view. So, this step is something that event organizers will be doing throughout the event planning process. It can include things like managing the staff and their responsibilities, controlling the budget, allocating resources, time management, etc.

Culmination 

The culmination is everything that you need to do on the event day. The day of the event can be overwhelming, and if you don’t have a plan it can be total chaos. This is the day that your team has been working so hard for and there’s a lot riding on it. This step of event planning is where communication is the key as it involves handling all the logistics and setting up contingency plans in case anything goes wrong. 

Closeout

The final stages of the event are usually post-event activities. In the closeout stages, event organizers can clear outstanding vendor payments, collect event data, and ask for attendees’ feedback. This stage is about closing up shop and calculating how successful your entire event planning process was. This is the ideal time to nurture the connections you’ve made to improve business or keep attendees engaged enough for future events. In the closeout stages, you can reach out to contacts, repurpose event content and distribute it through other mediums, keep attendees interested through social media community building, etc.  

Chapter 2: How to Plan an Event

Developing a step-by-step plan at the very beginning of your event planning journey can help you sort out everything from the get-go. An event checklist can help you focus on one step at a time so you don’t get lost trying to finish the extended tasks. 

Read on to find all the steps you should add to your event plan and get your hands on a fantastic event planner that makes things easier.

10 Steps for Planning an Event

Starting out, narrowing your event planning steps down to just ten sounds impossible. However, all you need to do is think about the bigger picture and what absolutely needs to be done. Then, you can break these steps down to further individual tasks.

This guide can help you narrow down the ten most basic steps of your event planning process. Let’s start:

1. Set Your Event Goals

Defining the scope of your event can be one of the first main challenges to take on during event planning. If your event goals aren’t clear enough, you can’t plan something great to achieve those goals either. So first and foremost, decide what you want to achieve through your event and then work towards it.

Almost all events have a main goal and they’re then designed in a way to support that aim. Some common examples of event goals can be:

• Launching a new product
• Hiring new resources
• Maximizing attendance
• Educating your audience about a particular industry trend
• Selling a service or a product
• Capturing potential qualified leads
• Fostering a deeper connection with existing clients 
• Networking and building a relationship with your peers
• Increasing brand visibility and awareness.
• Providing a platform for personal and professional growth

2. Create an Event Budget

The next step in event planning, after you have a goal, is to set up event budgeting. If you don’t know how much money you’re allowing yourself to spend on each step of the event planning process, you will more than likely spend excessive amounts. Budgeting is important to set a line for yourself and your staff so you can get the most out of the money spent.

Some of the things that you need to do when setting an event budget are:

• Categorize all your expenses into most and least important so you can make better decisions if money is tight.
• Research vendors and estimate costs before you start.
• Consider hidden costs, any possible surcharges, or other miscellaneous costs.
• Define all your income sources from the event to calculate better ROI.
• Stay as realistic as possible and use the upper limits for all the estimates that you’re putting in on your budgeting sheet.  

The scope and size of your event depend greatly on your event budget. Event budgeting allows you to create a master plan so you can achieve the most with what you have. For example, it can be easier to decide the delivery model of your event, the marketing spend, the number of people you can invite or hire, and more.

3. Choose the Event Type or Delivery Model

Once you have a main event goal and have also set a budget, there will be some level of clarity in what you want to achieve. So, now is the best time to choose how you want to host this event. There are three main event types to choose from:

Virtual events are completely online and have been used as an accessible and convenient way of hosting events for organizations all around the world. Online events are much less expensive compared to traditional in-person events. Moreover, they also reduce carbon footprint, create global access, and reduce many logistical issues.

In-person events are the traditional way of hosting events where attendees have to commute to a physical location to be a part of the event. These events cost more money but offer a much more personal and engaging experience. Moreover, the latest in-person event technology can offer streamlined attendee experiences such as quick check-in and badge printing processes, and onsite networking and engagement.

Hybrid events are the best of both worlds. They combine both in-person and virtual events and offer an experience unlike any other. Some parts of the event can occur online, while some parts can be in-person. This way, global attendees can still get access to the event’s sessions and content while opening up networking opportunities for in-person attendees as well.

4. Build Your Team

Now, you can start creating your dream team for the next steps of event planning. The organizing committee can have a bunch of different members, technical staff, marketers, and even volunteers. The whole team has to work together to build a successful event. 

If your team doesn’t gel well, the event planning process can become equally more difficult for you. So, make sure you pick the best people who have a passion for events. The most resourceful people will work with you to build the event of your dreams. 

Once you have a team, you will also need to define their roles and responsibilities. This is crucial so that no one steps on another person’s toes and everything runs smoothly. Moreover, this is also your chance to delegate the work efficiently so no one is overworked. 

5. Find & Vet Vendors

Whether you’re hosting an in-person, hybrid, or virtual event, you will need a list of different vendors for various event activities. For a virtual event, you need to find event registration and ticketing software, event management software, and a hosting platform. You might also need to find marketing tools and vet all these vendors. 

In-person and hybrid events need the most effort at this stage of event planning because the physical nature of the event demands more services on live days. For example, you will need a catering service, a security company, A/V vendors, etc. 

The vetting process for vendors for any event is crucial to make sure that you pick the right ones. Here are some important tips that you should consider:

• Compare the rates of a few different vendors and collect their portfolios at the very beginning of your search. Then choose the best ones based on their services and charges.
• Read online reviews of all the vendors that you have shortlisted and make an informed decision.
• Keep customer service as a top priority when choosing a service provider.
• A particular vendor might be offering a bunch of services, however, that doesn’t mean they will be the best at all of them. Make sure you pick vendors that are experts for the service that you’re hiring them for.
• Ask all vendors for their registrations and licenses before you sign a contract with them.
• Read and re-read the contract multiple times before signing to make sure all the i’s are dotted and the t’s are crossed.
• If you’re sourcing a vendor through a referral, make sure you do your due diligence.

6. Find Speakers and Sponsors

One of the most important steps of event planning is to find speakers and sponsors for your event. 

Sponsorships are one of the best ways to generate revenue at any event. You can offer sponsors freebies, host a live session with them, or even offer them space for placing logos and branding. This event planning guide will delve deeper into how to find sponsors and how to monetize your event later. 

Speakers can be one of the biggest highlights of the event. Attendees often come to events to listen to an expert speaker or a celebrity keynote. So, finding the right speakers for your event can be crucial for adding more value to your event, boosting attendance, and increasing event engagement. 

7. Create an Event Agenda

Now is the time to start planning the activities for your event and building the agenda. From the first day of the event to the last, your attendees are looking forward to gaining value for their time. So, make sure you have something in store for your audience and aren’t wasting their time.

An agenda can be helpful in creating a good flow for your event and add in a mix of learning, engaging, and fun activities. Here’s how you can create an event agenda for your next event:

1. Figure out the duration of your event. It can be anywhere from a few hours to a few days. This will provide a basic framework for your event agenda.
2. Develop a list of all the most important activities you would like to add to your event. For example, a welcome note, a keynote session, expert panel discussions, breakout rooms, games, lunch breaks, etc. 
3. Now, allocate time for each activity so that you can divide up the day of the event accordingly.
4. Depending on the significance of the activity or session, allocate the prime time spot to them. For example, keynote speaker sessions happen during midday or at the end of each day to get the most traction. 
5. Make sure you’re adding ample breaks in the middle of sessions to give your attendees a much-needed breather. You can separate important sessions with a lunch break or a fun group activity to rejuvenate the audience.
6. Add some breaks in the middle of sessions to make up for delays or sessions running over.

TIP: Set some time to review the agenda one last time to adjust any last-minute changes to the event. You should share the agenda with all the sponsors, exhibitors, speakers, or any other stakeholders at your event well in advance so any discrepancies can be dealt with in time.

8. Create a Marketing Plan

Imagine that you have designed one of the most amazing events with tons of great speaker sessions and informative content. But, you aren’t getting any registrations. No need to fret because a well-developed event marketing plan can fix that for you.

Event marketing is a humongous task in itself, but without it, your event won’t get the attention it deserves. There are a few different ways to market your event, and here are some of the mediums that you can use:

• Email marketing campaigns
• Social media channels like LinkedIn, YouTube, Facebook, etc.
• Event website
• Paid ads on social media and Google
• Influencer marketing
• Content marketing
• SEO

9. Plan Logistics for Live Days

All your efforts boil down to the live event days. This is the most crucial time of the event planning process, and one misstep here can ruin everything you have worked so hard to achieve for months.

So, logistical planning and setting up contingency plans for the main event days are absolutely crucial. You should be prepared for the worst and have a plan B and C in place too. You can’t expect everything to go smoothly but if you’re prepared for it you won’t get blindsided.

For In-Person Events

In-person and hybrid events have a physical venue and involve attendees arriving from different areas to one destination. So, the logistics and planning of the event are most important.

Plan how your speakers and attendees are arriving. This includes arranging transportation, accommodation, and parking spaces. 

You also need to collaborate with vendors and suppliers to make sure they’re at the venue on time, and make sure that the catering is all set. 

Double-check all A/V equipment so there are no surprises during live sessions. Following the event schedule should also be a top priority because time management is a big part of running a successful event. 

You should develop a floor plan so all exhibitors know where they’re supposed to go, especially if the venue is fairly large.

For Virtual & Hybrid Events

Virtual events might not be as daunting as far as live days are concerned. However, there are still some important things that you should do to streamline the event.

Since virtual events are hosted through an online platform, most of the logistical checks you need to do will be technical tests. So, go around the whole platform once and make sure all the links are working, run test sessions for webinars with your guest speakers, and remove any possible bugs. 

To make it an even smoother experience for exhibitors and attendees, you can run training sessions with them in advance. This can be helpful to transition them into the virtual environment especially if they aren’t tech-savvy.

10. Debrief with Post-Event Analytics

Event planning is primarily over once the event is finished, however, that’s not the last step for event coordinators who want to make the most of it. This is the best time to debrief your entire team by collecting and analyzing event data.

Most hybrid and virtual event providers will offer an in-depth event analytics dashboard. These can have event data such as the number of users who logged in, booth visits, webinar views, link clicks, etc. Moreover, you can also collect more data by running post-event audience polls. 

All this data, if analyzed properly, can offer fantastic and actionable insights for event organizers. It is always best practice to consider audience feedback to further improve event experiences for them. 

Bonus: Event Planning Template

Developing an event plan is the most crucial first step for hosting an epic event. Even if you know all that you need to know, creating an actual plan for event planning can take time and effort. Even then, you may miss out on something crucial that could’ve made your event even better.

Use our event planner template to get a head start on your event planning and execution.

Chapter 3: How to Set Up Your Event

Event setup is one of the most crucial parts of your event planning journey. This is where things start to shape up whether you’re an in-person, hybrid, or virtual event. Setting up the event website, figuring out the venue, finding the right vendors, and building a social media presence might be the first few steps you need to take at this point. 

We will talk about virtual, hybrid, and in-person event setup processes in a bit. However, here are a few things you need to do no matter what your event delivery model is.

1. Create an Event Website

Event setup and creation should start with creating an event website where attendees can come to get the latest updates, event information, or other details. You can also create a page for showcasing your event agenda and collecting registrations. 

The event website should focus on creating the right image of your event for your attendees and should match your event’s vibe. So, make sure you pick the right template, use your brand’s logos and colors, and customize the website to create an eye-catching design.

2. Build Social Media Channels

The next thing you need to do is start creating an event page. You can use LinkedIn, Facebook, Twitter, Instagram, or other social media channels to promote your event. Social media channels can be a great way for event promotion as well as creating meaningful connections with your audience.  

Building these social media channels can lay the foundation for building a community around your event as well. You can integrate tools like the vFairs LinkedIn community builder and boost attendee engagement. Moreover, you can also run paid ads through these social media outlets once you’re in the marketing stages of your event plan.

3. Create a Ticketing & Registration Process

Next, you will need to set up a ticketing system for your event. Whether your event is free to attend or has a priced ticket, an event ticketing and registration system can allow you to set up a registration page, ticket pricing tiers, print tickets, or check-in attendees at an event. 

One of the first things you’ll need to do is to set up a registration form. An effective registration form will help you get the right information from attendees and then use the data to create an impressive event experience for them. Registration forms for physical ticketing can also include pictures or meal preferences. 

Setting Up a Virtual Event

Now, let’s talk about setting up your virtual event because there are certain things you will need to do differently. First, you need to choose a virtual event platform to host your event (more on this later in this guide). Then, you can start setting up your event for your attendees. 

As the event is completely online, you should think about the complete journey that your attendees will take once they register. This includes logging in, entering the virtual environment, watching the webinars, visiting virtual booths, etc.

Planning and executing a virtual event can be a hands-on experience for many event organizers and this virtual event planner can help you weather the storm and design an epic event.

Virtual Event Features to Consider

You can choose a number of features for your virtual event to add value for attendees, speakers, and exhibitors. You can add an external or internal lobby, an auditorium for sessions, networking features like chat, spatial networking, roundtables, virtual exhibit halls, etc.

Choosing which virtual event features to add to your event depends upon your event type and goals. For instance, a virtual trade show event needs to have an exhibit hall and maybe some e-commerce features and a virtual conference should have an immersive webinar experience, etc. Some of the top features to consider include:

• Virtual environment (lobby, exhibit hall, auditorium, etc.)
• Webinars or virtual auditoriums
• Networking features (chat, roundtables, spatial networking, etc.)
• Integrations with marketing tools, CRMs, ATS, etc.
• Event gamification tools 
• Accessibility features
• Live and post-event analytics
• Polls and Surveys
• Job board (for hiring events)
• Shopping cart (for trade shows)
• Abstract management features (for conferences)

Setting Up an In-Person Event

Now let’s move on to the things you will need to do to set up an in-person event. The rules are completely different here because nothing is happening online, except the registration process. All your attendees will gather at a physical location, visit physical booths, and watch live presentations. So, the event planning and event management process is also different. 

You will need to source catering and decoration vendors, curate a venue, think about parking and accommodation, set up an A/V and so much more!

Gather the Right In-Person Event Technology

In-person events aren’t the same as pre-pandemic and the latest technological advances have changed how we host them forever. Ticketing, badge printing technologies, event mobile apps, and check-in gear have changed the game for event coordinators. In-person event planning now includes gathering the right event tech to support you through achieving all your goals. 

Here are a few of the most important event tech stacks that you should consider adding to your next in-person event:

1. Check-in Gear

In-person events happen at a physical location and most attendees will need to physically check-in to the event on the day of the event. This could mean long queues or an army of personnel to help them through the gates and check them into their sessions.

However, event organizers can make all of that simpler through check-in gear. The whole process is seamless as all it takes is a simple scan. Moreover, event organizers can capture and retrieve onsite leads through these check-in scans and get more data on attendee behavior and engagement.

2. Badge Printing

Attendees who have registered for an onsite event can scan a unique QR code to print their badges onsite at the time of the event. The scanning is quick and the badge is printed instantly to reduce any lines at the registration desk. In-person events can be a pain to manage, but badge printing and scanning gear can help reduce the load from the team at the front desk!

3. Mobile Event Apps

You can make your in-person event easier to navigate and much more interactive for attendees by including an event mobile app. The mobile app can help attendees take a look at the event agenda for the day and maintain a personal calendar. 

They can see where each booth is located through an interactive floor plan, use the QR code scanner for badge printing, and share their contact cards seamlessly through the app. 

The event mobile app can also be a fantastic way for event organizers to keep their attendees engaged. They can send out push notifications to give out important information or updates to attendees, include gamification tools like a QR scavenger hunt, and allow users to chat with each other through the app.  

Setting Up Hybrid Events

A/V Tools

You need to make sure that both attendees have similar access to event content such as live sessions, booths, etc. A reliable A/V setup and streaming software are thus the most important parts of setting up a hybrid event. You might need to talk to a bunch of different vendors before you make the final call as a lot can ride on it. Reliability and pricing are both equally important.

Networking Features

One of the biggest challenges of hosting a hybrid event is to make sure that virtual and in-person attendees have a chance to connect with each other and feel a part of the same event. Therefore, adding some networking features that bridge the gap between both types of attendees is important. You can add networking lounges or allow in-person and online attendees to chat with each other through a mobile app, etc.

Bonus: Add Web Accessibility Features

When you’re setting up a hybrid or virtual event, you should consider adding web accessibility features to make your event more inclusive for all audiences. There can be many attendees who have been diagnosed with visual or hearing impairment, ADHD, or other ailments. You don’t want to miss out on making the event accessible for all of these audience members as well. 

What Are Web Accessibility Features?

Accessibility features are additional enhancements that you can make to your event platform that allow attendees with disabilities or ailments to still be able to participate fully. 

Some of the features that you can include for advanced web accessibility are:

• Screen Reader
• Text Magnifier
• Video Transcription
• Subtitles 
• Multilingual Support
• Image Alt Attributes
• Keyboard Navigation

Here is a complete guide to hosting accessible events that can help you choose the right features to add to your virtual or hybrid event.

Chapter 4: Event Management Platforms

Event planning and management is much easier with an event management platform and tools to help you along the way. Most of the tasks on your event planning list will be easily doable if you choose an end-to-end event management platform. 

These platforms can help you from the first day of your event planning process to the curtain call. Some will even include features for post-event debriefing to recap what went well or could be improved.

Event management platforms should be able to help organizers manage every aspect of their event. This includes event planning, setting up, marketing, monetization, and post-event feedback collection. However, there are so many different options, and choosing an event management platform that suits your needs can be the point of difference between an epic and unsuccessful event.

How to Choose an Event Management Platform

Before choosing an event management platform, there are a certain number of things that you should consider. The platform should be able to meet all your requirements and help you achieve your event goals. If you’re not sure what criteria you should look into, here are a few important considerations:

1. Evaluate the Features

When you have your event goals in mind, you need to judge if the platform you have shortlisted has all those event planning capabilities. You shouldn’t choose a platform that lacks some of the most vital features required for running a successful event. Otherwise, you may have to switch between a few different event planning tools to achieve the same result. 

Some absolute must-have features for an event management platform are:

• Event registration and ticketing
• Agenda management
• Attendee management
• Marketing features
• Event analytics and reporting
• Onsite support

2. Focus on Customization Capabilities

Most events will need a customizable event management platform to help them achieve what they want. Event organizers don’t want to be stuck with a platform that isn’t capable of transforming according to their needs. There can be a huge difference between customization and configuration, and most platforms in the market only offer limited customization capabilities. 

3. Consider User Friendliness

You should be prepared that not all of your attendees or staff members are going to be super tech-savvy. So, it is pertinent to choose an event management and event planning tool that is convenient and easy to use for everyone. You don’t want to end up spending half of your time conducting training sessions or demos. 

4. Opt for a Mobile-Friendly Platform

In order to make your event easy to access and convenient to attend for everyone, you should consider choosing a mobile-friendly platform. This could mean adding a powerful mobile event app to your event experience or simply making sure that the sessions or other features are also accessible via a mobile browser.

5. Look for Integration Capabilities

The event management platform that you choose should be able to integrate with other popular tools and software that you already use as an event organizer. Some important integrations could include CRMs like Hubspot, ATS software like BambooHR, or email marketing tools like MailChimp, etc. Integrations can smoothen the planning process and you can directly transfer the data from the event planning software to these tools.    

6. Consider the Price Point

It goes without saying that your event planning steps should always keep in mind the budget that you’re working with. Therefore, instead of spending more money on features that you don’t even need, you should always consider the option that serves the best value for your money. Most event planning platforms can customize a plan for you that suits your event goals and also fits your budget. 

7. Make Customer Service a Priority

Choose an event planning platform that puts customers first and will make sure all your needs are met. Customer service is often ignored but can be the biggest point of difference for you. Whenever you’re choosing a platform, read reviews from customers on third-party and impartial websites like G2 and Capterra to make an informed decision.

8. Look for Robust Reporting Features

Event organizers can often understate the importance of event analytics and attendee data. You can get a lot of answers if you focus on what your attendees liked or disliked. Audience behavior during the event and post-event feedback data can offer quantitative and actionable insights to further improve your event. Therefore, an event management platform that offers detailed reporting and analytics should be a key priority to debrief after the event is over. 

9. Leverage AI Capabilities

No software or tool is complete without additional AI-powered integrations. AI can help event organizers during most event planning steps and should be something you’re looking for. For example, vFairs offers a powerful AI Marketing Assistant that can help you write copy for marketing campaigns, social media, press releases, and landing pages within a few minutes.

10. Monetization & Sponsorship Opportunities

Most events have an ROI or revenue goal that they want to achieve and sponsorships can be a great way to do that. Your event management and hosting platform should be able to offer ample sponsorship opportunities so you can monetize some aspects of your event. This could be the ability to create custom branding for booths or lobbies, host sponsored content, provide marketing real estate to your sponsors, etc.

11. Consider Platform Scalability

Your event could have 100 attendees or 10,000, and the platform you choose should be able to handle both scenarios seamlessly. You could be hosting events of varying sizes and the event planning and management platform should be able to scale with you without sacrificing on quality. 

You can streamline event planning by choosing an event management platform that offers all-in-one features. This reduces the need to hop on to various different event planning tools or manage talks with multiple vendors simultaneously. It is your best bet as you can save time and hassle and streamline all your workflows. An all-in-one event management platform can help you direct all stakeholders to one platform and minimize the event planning chaos.  

Choosing an Event Management Platform When Planning an Event

We can help you narrow down your search by naming the top event management platforms in the market along with their pros and cons. Full disclosure that this isn’t an exhaustive list and you should vet your options according to your specific needs.

Make sure to first fully understand what you are looking for in an event planning solution and only select platforms that will fulfill your event goals. Always read up on all G2 and Capterra reviews for the event management solutions you are considering. 

There is a lot of information there and you can easily find the right solution for your company and event. You can inquire from peers within the industry for referrals. But most importantly, once you have shortlisted some options, book a demo to get clarity on what the solution offers.

Tip: Even if you have a clear idea of what your event goals are and what you’re looking for in an event planning platform, there can still be a bunch of options to choose from. Read our best event management platforms guide to weigh the pros and cons and choose the best option for yourself. 

Chapter 5: How to Market Your Event Like a Pro

Effective event marketing is crucial if you want to get the word out about your event. You may have created the best list for easy event planning but if you don’t nail all your marketing efforts it could all go in vain. The event management platform that you choose could also help you in creating marketing campaigns that attract more attendees. 

There are so many things that you can do while planning an event to boost your marketing efforts and create a buzz around your event. Here are a few important steps to take when you’re just starting out. 

1. Build an Event Landing Page

One of the very first things that you need to do is to develop a landing page for your event. This is where your attendees will come to get information about your event, see the agenda, and register for it. You should make sure that the landing page speaks for your event with a brilliant design and feel because it can be the first impression for most potential attendees. 

If the landing page doesn’t tell them what the event will be like, you’re likely looking at a massive bounce rate and low registrations. To build a high-converting landing page, focus on visuals as well as the page copy. Spend some time researching and creating a page that compels visitors to register. 

2. Create Marketing Collateral & Distribution Channels

Now is the time to start building out your marketing armor. This includes everything from the landing page content, social media posts, event videos, press releases, etc. Creating marketing collateral was a time-taking ordeal for many event organizers. However, you can now use AI-powered marketing tools to create content in minutes.

All the marketing collateral you create will need the right distribution channels or it won’t make any difference. The ideal distribution channels for your marketing efforts can be:

• An event website
• Press release wire distribution channels
• Social media websites
• Paid ads
• Email distribution lists
• Physical distribution such as event standees, brochures, banners, etc.
• Event listing marketplaces such as vFairs Discover
• Third-party marketing websites like EventBrite, etc.

3. Find Sponsored Partnerships

Sponsorships are one of the best ways to increase event ROI, but these partnerships can also be used to get more eyes on your content. The power of marketing your event through your event sponsors and exhibitors is still untapped. You can ask them to share all of your content with their audiences to get more exposure and event engagement.

Moreover, sponsored activities at your event such as a live session or networking event can also bring in more traffic. The rule is simple: the more people talk about your event, the more chances there are of higher attendance.

So, make sure that you ask your sponsors and exhibitors to talk about your event and share as much information as they can with their personal audiences. This can amplify your reach and create higher resonance.

4. Explore Influencer Marketing

Influencers on social media can have a lot of impact on your event attendance. Influencer marketing might be one of the most hit or missed opportunities for many event organizers and therefore it isn’t their first choice of medium. However, the key is to find the right influencers for your event.

For example, if your conference is about health and wellness, you should look for influencers in that niche only. They will have the right audience to speak to and can get your event in front of eyes that are actually interested in consuming such content. 

Event marketing is a massive task on its own and if you are new at this, you probably don’t know where to start. For a detailed inside scoop, you can read our event marketing guide and get all the information you need on creating the ideal marketing plan for your event.

Chapter 6: How to Monetize Your Event

Planning an event also means considering how you are going to make money out of it. Events can either be free or paid, but ticketing is not the only way to monetize your event. There are a lot of other ways to make money as an event planner, and this event planning guide will help you set up some of them.

1. Get Sponsors On Board

Event sponsorships can boost revenue for any event and finding the right ones should be a part of your event planning process. Event organizers can create various tiers for event sponsorship packages and offer special discounts and services to organizations that fill up these sponsorship spaces.

Each tier can have a different level of added advantages and pricing options. So, the more a sponsor pitches in, the additional eyes they can get for their brand. 

If you aren’t sure what to add to your sponsorship offers, here are some ideas you can use. 

In a virtual event, fully customizable lobby designs can ensure that sponsors have enough real estate in the venue. You can do the same for physical venues by setting up standees, banners, posters, etc.

Printed material like attendee badges can have sponsor logos. 

You can also offer sponsored activities within the event. For example, a scavenger hunt or a webinar.

Sponsors can set up a branded booth at your event for free to connect with attendees and generate leads.

They can also get a certain number of free tickets to the event.

You can consider offering sponsors services or discounts from your organization that they can avail after the event is over.

2. Gather Exhibitors

Exhibitions can work at pretty much any type of event whether you are planning for it or not. Adding a virtual exhibit hall to your event isn’t a problem at all as online event platforms like vFairs are fully customizable and accommodate as many halls as you like. This requirement is also something to consider during event planning as you can’t add another hall at the eleventh hour. However, if you’re hosting a hybrid or in-person event, you may need to choose a venue that has additional space for an exhibition.

It can be an investment for a better ROI for your event as each exhibitor needs to pay for a space at your event. The more buzz you create, the more exhibitors will be lining up outside your gates for a chance to showcase their products and services. You can use attendee numbers and quantifiable past engagement levels to create a level of FOMO for exhibitors at your event. 

Exhibition space is only the primary charge. The bigger the space, the more you can charge for it. Moreover, any additional customizations are also ground for more charges for each exhibitor booth. At physical venues, you can also rent out extra tables and chairs or standees to your exhibitors. 

3. Tiered Ticketing 

Asking registrants to pay for tickets might be the most obvious way to make money at an event. However, if you are planning an event that you want to make more accessible for all, things can get tricky. This is where tiered pricing can come into play.

You can still have a free or nominal charge pass that most attendees will use to get into your event. However, tiered pricing allows you to charge more from potential customers that are willing to pay a premium for added services. More expensive tickets can include a better seat, a meal box, refreshments, parking space, bonus content, accommodation, etc.

4. Sell a Full Access Pass

Apart from the tiered plans for ticketing, some events also sell a full-access pass. This can include even further VIP treatment that only a select few attendees can get their hands on. During the event planning process, think of the features that you want to make exclusive for all-access pass holders. This can be a great idea for events that have a celebrity pull. You can think of it as a backstage pass to a concert. You can sell a full access pass to entice attendees into paying a premium for a chance to get to meet those celebrities. 

5. Sell Advertising Space on Your Venue

Advertisers are always on the lookout for more space to run their ads. Whether you are hosting an in-person event or are completely online, you can offer ad space to companies and advertising agencies. If your attendees are their target audience, it is a win-win situation for everyone involved. You need to create real estate and potential high-traffic places in your event for ad spaces during event planning. 

You can get in touch with advertising agencies and set up plans for them to rent out ad space. However, you also need to be sparing with ads as they can completely ruin the event experience for your attendees. So, the ad space is under your control and can be as small as one standee or brochure, or as big as a billboard. Make sure to brainstorm creative ways to place ads during event planning so they don’t end up staring attendees in their faces.

Chapter 7: Tips for Successful & Easy Event Planning

Event planning can be a tough nut to crack even if you create a thousand checklists. You have to stay organized almost all the time and human beings are bound to make mistakes. So, instead of fretting about all the tasks that you need to complete, you have to develop a game plan and then stick to it. You can deal with any eleventh-hour changes too if you have contingency plans and Plan Bs to fall back on.

Event Planning Tips for Virtual Events

Create an Event Planning Worksheet

Your event planning worksheet needs to include everything from day one to the final curtain call. One of the most difficult things when planning an event solely for online audiences is that you don’t get to see a physical impact. This can make it harder to visualize the attendee’s perspective and you may lose your focus sometimes. That is why, an event checklist template and a proper event planning sheet can help you stay on track and make sure you design an event that will be memorable for all attendees.

Focus on Creating Immersive Experiences

Virtual events and online activities can be a hit or a miss if event organizers haven’t fully considered the attendee experience. You need to make sure that you focus on creating experiences that attendees will remember and fully engage with the event. During event planning, talk to your team and brainstorm ideas for engaging your attendees during the event. This can include more networking opportunities, quizzes, and other gamification features to keep everyone fully invested.

Leave The Pandemic Behind

Event planning and management was a big fat mess during the pandemic and it was one of the biggest reasons for virtual events becoming as big as they are right now. While the pandemic is long gone, people still seem to be interested in attending online events. 

Event organizers also need to move past the woes of the pandemic and think of virtual events as an option rather than the only possible one. There are many features that you can add at a virtual event that transcend the pandemic and organizers can help attendees see and use them to their advantage.

Listen to the Audience

It can be difficult to connect with your audience through the virtual platform, however, that can be key to planning a successful event. You can keep an eye on the most viewed webinars, or the most visited booths to make sure what your attendees are most interested in. Moreover, you should add feedback collection mediums like webinar ratings, feedback surveys, etc. 

Event Planning Tips for In-Person Events

Be Prepared for the Worst

You are hoping for the best possible scenario due to rigorous event planning efforts, but you also need to make sure you are prepared for the worst. This is true for all types of events, but handling a problem at an in-person event might be the most complicated. Therefore, it is important to always have a plan B and think of every possible solution well in the early stages of event planning. Thinking on your feet and improvising are important to transform a complete disaster into a minor hiccup.

Get the Right Venue

Venue sourcing is one of the most important aspects of in-person event planning. You should take your time in selecting the right venue and considering every possible aspect. The location, the spaciousness you require, the number of rooms and parking spots, and the price point are some of the most important factors to consider when choosing a venue.

Leverage In-Person Event Technology

The world has changed how it hosts events and in-person event technology is what has brought forward that revolution. If you are planning an event, you should look into all the innovative new technologies that you can incorporate into it. Things like an easy badge scanning app at the check-in counter or an event mobile app can greatly improve the attendee experience. Moreover, relying on technology can also reduce some of the workload from your staff and streamline event planning.

Event Planning Tips for Hybrid Events

Bring All Audiences Together

One of the biggest challenges for event planning and hosting with in-person and online attendees is bridging the gap between them. You need to make sure that both audiences feel a part of the same event and have similar experiences. 

You should add networking features that both audiences can participate in and connect with each other. Gamification that is open for both in-person and online attendees can also create a more harmonized experience.

Integrate Your Event Tech Stack

Hybrid events can already be difficult to juggle as you need to focus on both online and in-person aspects of event planning. Therefore, it is important to integrate the tech stack that you are already using into your event management platform. This can include ATS, CRM, or marketing tools so that each step of the event planning and managing process runs smoothly.

Chapter 8: Post-Event Tips for Event Organizers

Most event organizers would assume that their event planning jobs are done when the event is over. But this might be a big mistake!

Post-event analytics and debriefing are a big miss if you skip doing this immediately after the event. The feedback and experience will still be fresh and you can draw much better conclusions from them. Here are a few great tips to catch up on post-event activities and plan accordingly.

1. Gather Attendee Feedback

Collecting feedback from attendees when the event is underway can help you make some quick fixes on your toes. However, collecting post-event feedback might be a much more important part of event planning and management. This can give you much more detailed insights into how the experience was for each attendee and what they liked or disliked about the event.

So, make sure that you make post-event polls and feedback surveys a part of your event planning checklist. It can be easier to miss out on these if you haven’t planned in advance.

2. Dig Deeper into Event Analytics

Live event analytics offer a lot of actionable insights and can be used for team meetings that happen post-event. These can set the groundwork for you and your team when you’re planning an event next time. The more you analyze these analytics, the deeper understanding you can develop for your attendees.

So, when you’re in the event planning process for upcoming events, you have all these insights that you can use to set it up. No one can understand your audience better than you, and the only way to successfully achieve that is through a data-driven approach. Pick and choose what you want to include and exclude for an even better experience for your next event.

3. Build a Lasting Community

If event planning and hosting is something you do often, it is important to build a community around them. This can include prospective new attendees, current stakeholders, speakers, sponsors, or event professionals. When someone leaves your event without following your social media accounts or developing a connection with one of the event organizers, you might have lost a lead. 

Therefore, make sure you develop a deeper and more personal connection with each of your attendees and welcome them into a bigger community to connect. Hold on to your attendees! You can ask them to join a Facebook group, drop their business cards with you, or simply follow your event page for future updates. 

Leverage Event Planning & Management Platforms to Execute Epic Events

You aren’t the only one struggling with how to plan an event and execute it to perfection. Event planning is a big take on and you need to be organized at all times, every step of the way. We’ve answered some pressing concerns about how to plan an event and how to leverage event tech. Here’s a quick recap of everything we discussed:

• Make use of this event planning guide and our event planner template to get started. To ensure your event planning and execution is a breeze opt for an all-in-one event management platform. 
• Streamline ticketing and registration for onsite and virtual attendees. Offer an event dashboard to manage every aspect of your event and use a mobile app to expedite processes like check-in and navigating through an event. 
• Most importantly, make sure you choose a platform that offers stellar customer support to help you through every step of the way. 

If you’re curious to see how an event management solution works, book a demo with us.

FAQs

With this SEO guide for event marketing, we will provide practical strategies for optimizing your event website to attract and engage your target audience, irrespective of the type of event you’re hosting. 

Understanding Your Target Audience

To create an effective SEO event marketing strategy, you need to understand your target audience. This includes identifying your audience, creating buyer personas, and understanding their search intent.

Identifying Your Audience

Begin by identifying your audience. There are several key factors to consider:

1. Understand who your audience is. Find out their age group, gender, profession, and other demographic information. 
2. Identify the problems they want to solve, such as what challenges they are facing and how your event can help address these issues. 
3. Determine what your audience cares about, their interests, hobbies, and other areas of passion. This information can help you tailor your marketing message to resonate with your audience.
4. Understanding who they trust and why. This can help you establish credibility and trustworthiness with your audience. For instance, if your target audience trusts influencers in your industry, you can leverage influencer marketing to reach them effectively.
5. The channels your target audience uses can help in reaching them effectively. For example, if your audience predominantly uses social media platforms like Facebook, Instagram, or LinkedIn, you may want to focus your marketing efforts on those channels.
6. Use market research, customer interviews, competition analysis, and social media insights. Market research and customer interviews can provide valuable insights into your target audience’s behavior, interests, and preferences. Competitor analysis can help you understand what your competitors are doing to attract a similar audience. Social media insights can provide information about your audience’s interests, demographics, and engagement levels.

SEO can help in identifying the audience for your event marketing by improving website ranking, which in turn attracts potential attendees.

Creating Buyer Personas

Once you have identified your audience, create buyer personas. Buyer personas are fictional representations of your ideal customers. They can help you better understand your audience’s needs, pain points, and motivations. For example, if you are organizing a virtual music festival, your buyer personas might include music lovers of a particular age range, with a certain income level, and with specific interests in different music genres.

Understanding Search Intent

Understanding your audience’s search intent is critical for creating an effective SEO event marketing strategy. Search intent refers to the reason behind a search query. For example, if someone searches for a specific website like “vfairs website”, their intent is navigational. If they look up “upcoming virtual job fairs,” they may be interested in attending an event in the near future, so their intent is informational.  If someone searches for “job fair tickets” their intent is commercial meaning they are looking to attend a paid job fair  whereas if they search for “buy [event name] tickets” their intent is transactional meaning they are ready to buy. 

Here are several indicators to consider when determining search intent:

• Doing a SERP (Search Engine Results Page) analysis can help in identifying what is ranking for a specific keyword. By looking at the content and format covered in the top results, you can get a sense of what the searcher is looking for. 
• Examine SERP features such as featured snippets or knowledge cards. For informational keywords, you’ll often see a featured snippet or a knowledge card, whereas for transactional keywords, you’ll frequently see an ad.
• Keep an eye on the words used in the search query as they’ll also indicate search intent. For example, a modifier such as “best” in “best events in the US” indicates an informational intent.
• Use keyword research tools like Semrush to provide information about search intent. This feature can help in identifying whether a keyword is informational, commercial, or transactional.

These indicators are important to consider when determining search intent and helps you create content that resonates with your audience, improves your website’s ranking, and drives traffic and conversions.

Takeaways: 

• Use tools like Google Analytics to gather data on your audience demographics and interests.
• Conduct surveys or interviews with your existing audience to gain insights into their needs and motivations.
• Look for patterns in the search queries related to your event and create content that answers those queries.
• Analyze search data to identify the most relevant and profitable keywords for your event website.

Keyword Research

When it comes to optimizing your SEO event marketing strategy, one of the crucial steps is conducting keyword research. Keyword research is the process of identifying the terms and phrases that your potential audience is searching for on search engines like Google. By understanding these keywords, you can create content that targets them, which can help you rank higher in search engine results pages (SERPs).

To conduct effective keyword research for SEO event marketing, start by brainstorming a list of potential keywords related to your event, such as its name, theme, location, or type. Next, use a keyword research tool to find related keywords and gauge their search volume,  competitiveness and relevance. Some popular keyword research tools include Google Keyword Planner, Ahrefs, and SEMrush.

To optimize your keyword research for SEO event marketing content, it’s essential to utilize keyword tools effectively. These tools can help you identify what is ranking for these keywords, what is the traffic potential and some related queries and terms. All this information helps you decide which keywords are right to target keywords with high search volume and low competition, allowing you to target the most relevant and achievable keywords for your SEO event marketing strategy.

One strategy for optimizing your SEO event marketing content is to use long-tail keywords. Long-tail keywords are phrases that are more specific and have lower search volume but are often more relevant to your target audience. For example, instead of using a broad keyword like “virtual conference,” a long-tail keyword might be “upcoming tech virtual conference in Los Angeles.” 

Using long-tail keywords not only helps you target a more specific audience but can also help you rank for multiple related keywords. By including these keywords in your content, such as your event website or social media posts, you can improve your chances of ranking higher in SERPs for relevant search queries.

Content Marketing

Creating and distributing valuable content that resonates with your target audience can help drive traffic to your event website and increase engagement, making it an important aspect of SEO for event marketing. With so much content available online, it is important to create high-quality, informative, and relevant content that stands out from the competition. 

This section discusses the key elements of content marketing for SEO, including keyword research, content creation, distribution, and analytics. By following these strategies and tips, you can create an effective content marketing plan that helps improve your event website’s search engine visibility and attract more attendees.

Research and Building Out a Content Strategy

Research is a critical component of any successful content marketing strategy. It involves gathering insights about your target audience and competitors, identifying their needs, and understanding their search intent. By researching your audience, you can determine the type of content that would resonate with them and the keywords they are using to search for your event. Competitor research, on the other hand, can help you identify gaps in their content strategy and find opportunities to differentiate your own.

Once you’ve conducted your research, it’s time to build out a content strategy. A content strategy outlines your approach to creating and publishing content that supports your SEO event marketing goals. It includes the types of content you will create, the channels you will use to distribute it, and the frequency of publication. By building out a content strategy, you can ensure that you are creating content that aligns with your overall SEO strategy for event marketing.

When developing a content strategy, it’s important to determine topics that reflect the theme of your event, educate people, and keep them engaged and excited. Your content should resonate with both attendees and exhibitors, providing value to them by answering frequently asked questions, showcasing your event’s unique features, and keeping them updated on the latest developments. 

A well-crafted content strategy can help you attract attendees, boost engagement, and ultimately drive conversions, making it a crucial aspect of any event marketing campaign.

Tip: Use tools like Google Trends and SEMrush to research the keywords that your target audience is using to search for your event. These tools can help you identify popular search queries and create content that targets those queries. Also, consider creating evergreen content that remains relevant over time and can drive traffic to your website long after it’s been published.

Choosing Content Type and Formats Best Suited for Your Industry

Different industries and audiences respond differently to various content formats, and it’s essential to choose the ones that work best for your event. For instance, if you’re organizing an academic conference, research papers and case studies might be more effective than social media posts or videos.

Content Types & Formats:

In addition to considering your industry and audience, it’s also important to choose content types and formats that align with your event’s goals and objectives. For example, if you want to generate buzz and excitement for your event, social media posts, and teaser videos could be effective. Conducting a SERP analysis plays a vital role in identifying the format and type of content that ranks on search engines.

Optimizing Content:

To optimize the reach of your content on a particular distribution channel, it is advisable to use formats native to that platform. For instance, if you are creating content for Twitter, using a thread or a one-liner would be more appropriate than merely sharing a blog link. Although this may not directly affect SEO, adopting native formats for a platform can increase your content’s visibility and engagement. It resonates better with the audience as they are accustomed to consuming content in a specific format on that platform.

Competition:

Another important consideration when choosing content types and formats is the level of competition in your industry. If your event is in a highly competitive industry, such as technology or fashion, it’s important to create high-quality, visually appealing content that stands out from the crowd.

Tip: Experiment with different content types and formats to see what resonates best with your audience. Keep track of engagement metrics such as likes, shares, and comments to see which types of content are generating the most interest and adjust your strategy accordingly.

Creating Valuable Content for Your Audience

Delivering high-quality content to your audience is a crucial aspect of any successful SEO event marketing strategy. By providing high-quality content, you can attract and engage your target audience, build trust and credibility, and ultimately drive conversions.

To ensure that your content is valuable, you need to research your audience and understand their interests and preferences. Once you have a good understanding of your audience, you can start creating content that resonates with them. The content should be well-written, informative, and engaging, and should be presented in a format that is easy to consume. This could include blog posts, videos, infographics, podcasts, or social media posts.

Tips: 

• Use tools like Google Analytics to gather data on your audience demographics, behavior, and interests, which can assist with your content creation process.
• Save time creating content with our AI assistant and optimize it for SEO easily. 

Incorporating Keywords in Content

By including relevant keywords in your content, search engines can better understand the content of your website, and in turn, improve its ranking in search results. When incorporating keywords, it is essential to ensure that they are included naturally and do not feel forced or repetitive. Overusing keywords, also known as “keyword stuffing,” can result in a penalty from search engines and harm your website’s ranking.

Tip: Focus on using long-tail keywords in your content.

Utilizing Video and Images for SEO

Video and images have become essential components of modern-day content marketing and have a significant impact on SEO. By including videos and images in your content, you can provide your target audience with visually engaging and informative content that can help to improve their overall event experience. 

Video content such as event teasers, webinars, and Q&A sessions are great ways to showcase your event and generate interest among potential attendees. Additionally, images can be shared on social media platforms to increase brand awareness and drive traffic to your event website. To further optimize your video and image content for SEO, make sure to include relevant keywords in your file names and descriptions, as well as to add alt tags to your images to ensure they are accessible to visually impaired users.

Tip: Use a video hosting platform such as YouTube or Vimeo to host your event videos and embed them on your website. This will not only improve your website’s SEO but also provide a seamless viewing experience for your audience.

Operational Decisions

When deciding when to publish your content, it’s essential to consider your audience’s behavior and preferences. For example, if your target audience is mostly active on social media in the evenings, it may be best to schedule your content for publication during those times.

In addition, the frequency of content creation and publication also plays a significant role in SEO. Search engines prioritize websites that publish fresh and relevant content frequently. However, it’s essential to maintain a balance between quality and quantity. Consistently publishing low-quality content can harm your website’s reputation and rankings.

Choosing the right channels for content distribution is also important. You should select channels that your target audience uses the most. For example, if your audience prefers email, sending out newsletters and updates via email would be the most effective strategy. On the other hand, if your audience is more active on social media platforms like Facebook, Twitter, or LinkedIn, sharing content on these platforms would be more effective.

Tip: Repurpose your content into different formats to reach a wider audience. For instance, turn a blog post into an infographic, or a video into a blog post. This can help maximize the value of your content and boost your SEO efforts.

Remember, the operational decisions you make will significantly impact your content marketing success. It’s important to continually monitor and adjust your strategy based on user engagement and conversion data.

Repurposing Content

Repurposing content is an excellent strategy to get more out of your existing content and attract new audiences. By repurposing your content into different formats, you can reach a wider range of audiences and keep your content fresh and relevant. For instance, you can turn a successful blog post into a video or an infographic to appeal to different types of learners.

For instance, you can repurpose a successful blog post into a visual format such as a video or infographic, catering to diverse learning preferences. By converting a blog optimized for search engines into an SEO-optimized video, you may be able to rank high on platforms like ‘Google Images’.

Repurposing content can also help you save time and resources in content creation. Rather than starting from scratch every time, you can use existing content as a foundation and build upon it to create something new.

Tip: Always keep your SEO strategy in mind. When repurposing content, make sure to update the content with the latest information and incorporate new keywords to optimize it for search engines. 

Measuring Success

After you initiate your SEO event marketing strategy, it’s essential to measure the effectiveness of your content marketing efforts. By analyzing metrics such as website traffic, engagement, and conversion rates, you can determine which types of content and distribution channels are resonating with your target audience. 

This information can help you adjust your strategy and focus on creating more of the content that drives results. Additionally, analyzing analytics can provide insight into areas that need improvement, such as the frequency of content creation, keyword optimization, or even the timing of your content distribution. Therefore, it is crucial to track and measure the performance of your content regularly to maximize the effectiveness of your SEO event marketing strategy.

Tip: Utilize Google Analytics to track your website traffic and engagement. Set specific goals and KPIs for your content marketing efforts, and regularly review and analyze your analytics to optimize your strategy.

On-page Optimization

Your content will not be found unless you optimize it. You can start by optimizing individual web pages on your event website to rank higher and earn more relevant traffic from search engines. In this section, we will explore various strategies for on-page optimization that will help you improve your website’s visibility and attract more potential attendees. 

Create Optimized Landing Pages

When it comes to SEO event marketing, your landing pages play a critical role in converting potential attendees into actual attendees. Optimizing your landing pages for search engines is a key component of on-page optimization. This includes using relevant keywords, headings (h1-h4), adding alt text to all images, using clear and concise URLs, and including external and internal linking. 

Additionally, you must ensure that the structure of the page is easily readable, engaging, and easy to navigate. Checking existing featured snippets and trying to create content to win them. A featured snippet can also increase your page’s visibility and click-through rate.

Optimizing Page Titles and Meta Descriptions

Page titles and meta descriptions are the first things potential attendees see when they come across your event website in search results. Optimizing your page titles and meta descriptions with relevant keywords will help improve your website’s visibility and click-through rates. Ensure that your page titles and meta descriptions are clear, concise, and compelling enough to entice users to click through to your website.

Utilizing Schema Markup

Schema markup is a structured data language that can be added to your website’s HTML to provide search engines with more information about your event. Utilizing schema markup can help your website appear as a rich snippet in search results, providing users with additional information about your event, such as the date, time, location, and ticket prices.

Tip: Use tools like Google’s Structured Data Markup Helper to make it easier to implement schema markup on your event website.

Off-page Optimization

In addition to on-page optimization, off-page optimization helps improve your event website’s search engine ranking. Off-page optimization focuses on external factors that can impact your website’s visibility, such as backlinks and social media engagement. 

Here are some effective off-page optimization techniques that can help improve your event SEO and drive more traffic to your event website:

Building High-quality Backlinks

One of the most effective off-page optimization techniques is building high-quality backlinks to your event website. Backlinks are links from other websites to your site, and they signal to search engines that your site is a credible source of information. To build high-quality backlinks, focus on creating high-quality, shareable content that other websites will want to link to. 

Reach out to influencers or other websites in your industry to see if they would be interested in sharing your content and linking back to your event website.

Leveraging Social Media

Social media is an excellent tool for promoting your event and improving your event SEO. Share your event website on your social media profiles and engage with your followers by answering questions, sharing updates, and posting relevant content. Encourage your followers to share your event with their networks, and consider running social media contests or promotions to generate more engagement.

Utilizing Local SEO Techniques

If your event is location-specific, utilizing local SEO techniques can help improve your search engine ranking and attract more local attendees. This includes optimizing your Google My Business profile, adding your event to local directories, and including location-specific keywords in your content and metadata.

Technical SEO

Optimizing the technical aspects of your website  improves its overall performance and user experience. Three critical elements of technical SEO that can significantly impact your website’s rankings are website speed and performance, mobile optimization, and implementing HTTPS and SSL.

Optimizing Website Speed and Performance

A website that loads quickly can improve engagement, increase conversions, and reduce bounce rates. One effective way to optimize website speed is to minimize the number of HTTP requests by reducing the size and number of resources, such as scripts, stylesheets, and images. You can use browser caching to store frequently accessed files in a user’s browser, reducing the need to download them again. 

Additionally, compressing images can reduce their file size without reducing their quality, helping to speed up page load times. By implementing these techniques, you can help ensure that your event website loads quickly and efficiently, providing a better experience for your visitors.

Mobile Optimization

Mobile optimization is becoming increasingly important for websites as more and more users access the web on their mobile devices. To ensure that your website is mobile-friendly, consider using a responsive design that adjusts to different screen sizes and orientations. 

It’s also important to optimize your website for touch screens, which may involve using larger buttons and ensuring that interactive elements are spaced appropriately. Another suggestion is to simplify your website’s design and structure for mobile devices, making it easier for users to navigate and find what they’re looking for.

Tip: Google’s mobile-friendly test tool can help you determine if your website is optimized for mobile devices. Use it to identify any issues that need to be addressed and to make necessary adjustments to your website.

Implementing HTTPS and SSL

Implementing HTTPS and SSL can help secure your website and protect your visitors’ data. HTTPS and SSL encryption also provide a trust signal to search engines, which can improve your website’s rankings. Implementing HTTPS and SSL involves purchasing an SSL certificate, configuring your web server to use HTTPS, and updating all internal links and references to HTTPS.

Tip: Ensure that you choose the right SSL certificate for your website. There are several types of SSL certificates available, and choosing the wrong one can lead to issues such as compatibility errors or security vulnerabilities. Consider your website’s needs and budget before selecting an SSL certificate and consult with a professional if necessary to ensure that you make the right decision.

Measuring Success

Utilizing Analytics Tools

One of the critical components of a successful SEO strategy is measuring its success. This can be done through the use of analytics tools, which provide valuable insights into your website’s performance. There are many analytics tools available, such as Google Analytics, which is a free and powerful tool that allows you to track website traffic, engagement, and conversion rates. 

Other tools include SEMRush and Ahrefs, which provide more in-depth analysis and competitor research. By utilizing these tools, you can gain insights into the behavior of your website visitors and adjust your strategy accordingly.

Tip: When using analytics tools, it’s essential to focus on the metrics that matter most to your SEO event marketing goals. For example, if your goal is to increase ticket sales, you should track conversion rates and the sources of your website traffic to see where your most valuable leads are coming from. By tracking and analyzing the right metrics, you can make informed decisions on how to optimize your SEO strategy for maximum impact.

Adjusting Your Strategy Based on Data

Once you have gathered data and analyzed key metrics, it’s time to adjust your SEO event marketing strategy accordingly. This involves identifying areas that need improvement and implementing changes to improve website performance. 

For example, if you find that certain keywords are not driving enough traffic, you may need to adjust your content strategy to focus on those keywords. Similarly, if you notice that your audience is more engaged with video content, you may need to incorporate more videos into your content marketing strategy. By making data-driven decisions, you can continuously optimize your SEO event marketing strategy and drive better results.

Tip: Set clear goals and benchmarks for your SEO event marketing strategy and track your progress against them. This will help you identify areas where you are excelling and areas that need improvement, allowing you to adjust your strategy accordingly.

vFairs and SEO Event Marketing

When it comes to optimizing your event for SEO, vFairs offers several features to help improve your search engine rankings. 

Custom Subdomains

One way to optimize your event website for SEO is to use a custom subdomain on vFairs. This means that instead of using the default vFairs subdomain, you can use a subdomain that is specific to your event. For example, if your event is called “ABC Conference,” you can use the subdomain www.abcconference.vfairs.com. This allows you to create a unique URL for your event that can be optimized for your target keywords, making it easier for your audience to find your event online.

Tip: When looking to optimize your  event website, choose a custom subdomain that is easy to remember and relates to your event. Avoid using generic or vague subdomains that may confuse your audience or make it harder for search engines to understand the purpose of your website. Also, make sure to include your target keywords in the subdomain to help improve your search rankings.

vFairs Discover Listing

vFairs Discover is an event marketplace that lists events from different categories. Considering the nature of this feature, it is ideal to target long-tail keywords like ‘upcoming career fairs in Texas’. Long-tail keywords are more specific and less competitive than shorter, more general keywords. By targeting long-tail keywords through vFairs Discover, you can increase your visibility and attract more qualified leads to your event website. 

This can be particularly helpful if you’re targeting a niche audience or promoting a unique event. The key is to ensure that your event description and other content on vFairs Discover page includes the relevant long-tail keywords that your target audience is searching for. This will help increase your chances of appearing in search results and driving more traffic to your event website.

Copywriting Services 

Optimizing your event content is crucial for effective SEO, and vFairs’ copywriting services can help you achieve that. Our team of expert copywriters can add value to your event marketing collateral by creating unique and SEO-optimized.  We can help you create event descriptions, speaker bios, and other content that is both engaging and relates to your industry subject matter. They can also ensure that your content is free of any errors, typos, or other issues that can harm your search engine rankings. Additionally, we make sure to review the content carefully so that it aligns with your brand voice and tone.

Tip: Make sure to communicate clearly with your copywriter about your event goals, target audience, and any specific keywords or phrases you want to target. This will help ensure that the content they create is tailored to your needs and optimized for your target audience’s search queries. 

Key Takeaways

In conclusion, optimizing your event website for SEO can significantly improve your visibility, attract targeted traffic, and increase registration rates. Here are some key takeaways from this SEO guide for event marketing:

• Identify your target audience and create buyer personas to understand their search intent.
• Conduct keyword research and incorporate keywords in your content and headings.
• Utilize on-page optimization techniques, including creating optimized landing pages, optimizing page titles and meta descriptions, and utilizing schema markup.
• Utilize vFairs’ custom subdomains, vFairs Discover, and copywriting services to optimize your virtual event content for SEO.
• Monitor and adjust your SEO strategy based on user engagement and conversion data.

Looking ahead, we can expect SEO event marketing to continue to evolve as new technologies and marketing strategies emerge. It is essential to stay up-to-date with the latest trends and technologies to ensure your event website remains optimized for search engines and your target audience. Some future trends in SEO event marketing may include the increased use of AI and chatbots, voice search optimization, and a focus on personalized, data-driven experiences.

By following the tips and strategies outlined in this SEO guide for event marketing and staying up-to-date with the latest trends and technologies, you can create a successful SEO strategy for your virtual event and attract more registrations and revenue.