First page ❯News & Blog ❯
5 important steps: how to choose the right event platform?

5 important steps: how to choose the right event platform?

7 min read

There are all kinds of virtual event platforms that can be used for different types of events, but how to choose the one that fits your needs the best? We listed out 5 most important steps to find the best event platform for your event or exhibition.

1. Check the overall user experience (for exhibitors and visitors).

One of the most important factors that you need to consider when choosing a virtual event platform is its ease of use. This is also important to ensure that it has a clean and user-friendly interface. Before you start working on a virtual event platform, it’s also important that you think about the user journey. Having a well-designed platform will allow people to easily navigate through the various sections of it.

Tip: Make sure to pick a platform that works seamlessly on different devices and how it’s going to look and work on different screens.

2. Check the networking functions and how easy it is to make new connections.

The main reason why people visit events is to network and find new connections, keeping your attendees engaged in the virtual environment is very important.  

Live chat and networking sites are often used for virtual events. However, having the ability to have video calls will allow you to replicate the value that you would get from an in-person meeting.

Tip: 70% of business executives are using smartphones for networking, make sure that platform has easy access to networking functions through mobile view.

3. Check the ability to customize and updating event information

Aside from having the right design, another important factor that you need to consider is the branding of the virtual event platform and updating event information.

It is important that you and your team can easily update your event information by yourself without spending too much time talking with technical support.

Having the ability to integrate your organization's branding and messaging will help create a consistent and memorable experience for your attendees.

You can also check the various options that the platform offers to customize its features, but don't spend too much time on it, having too many “nice-to-have” features can confuse your event attendees. Less is more, a minimalistic approach will leave a more professional impression for the visitors and exhibitors.

Tip: Pick only features really needed for your event to succeed. Book a free consultation with our professionals to figure out the perfect setup of functionalities and features to your event.

4. Check the pricing and hidden costs

Before you start working with a service provider, it's important that you consider their pricing model and the various features that they provide. Some of these include registration management, credit card processing, social promotion, breakout rooms etc.

Depending on the features that you choose and the number of participants that you have, the pricing for meeting platforms can vary. Usually, it can range from $10,000 to $100,000+ per each event.

Aside from the various features that they provide, there are also other costs that you might not realize.

One of these is the processing fees that you might be charged for credit card payments. You might also need to consider the design of the event's logo and other branding elements.

Tip: Think about your event as a business community and find a way to nurture it all year long, that way you can use the SaaS (Software-as-a-Service) platform and save time and cost for future events. Find an event platform provider who can be your technical partner and help you to build your community in different ways like promoting events, creating high quality content, virtual production, syndicate marketing, gamification etc.

5. Check how to manage data and analytics

Having the ability to capture and analyze data is very important for any type of event. It allows you to determine the success of your event and figure out what changes you need to make in the future to improve it.

Aside from the data that you collect, you can also look at other details such as the number of attendees that you have and the interactions that they have with your partners.

Tip: Before you start using a virtual event platform, it's important that you know what kinds of data it can collect and how it can be used to generate reports. Having the necessary security measures will allow you to keep your data secure.

Having a professional data analysis helps to build trust with event sponsors and exhibitors which helps to grow the event more profitable each year.


The rise of virtual event platforms has raised the question of whether or not they are good enough for the success of an event. While good venues are still important, the platform should also deliver a superior experience for its users. These days content is still king.

Even with tight budgets, virtual events still need to fulfill its purpose. A good platform alone won’t be enough to achieve this, as the industry is constantly changing. Before you start planning your next event, ask yourself what can be done to deliver an exceptional experience.