🚀 The Event Playbook:

Proven strategies to level up your next event!

Download the Event Playbook,

proven strategy to level up your next event!

online events software

Review the 7 Best Event Software Options for Online Events

The right online event software will revolutionize your virtual events. With so many choices, it can be overwhelming! Here’s how to choose the best event software that aligns with your events and budget.

Choosing the right virtual event software is critical for creating engaging, immersive online experiences that deliver value for attendees, sponsors, and stakeholders.

In this comprehensive guide, we'll share insider tips and best practices for evaluating and selecting the optimal virtual event platform for your specific needs and goals.

We’ll go in-depth on the key features to look for, potential pitfalls to avoid, and the thorough vetting process we recommend based on our experts’ years of experience in the trenches.

A yellow and black square on a black background.
An orange and black arrow with a black background.

Power Your Event Ecosystem

Partner with certified platform experts to unlock premium features, strategic integrations, and exclusive pricing that maximize your event technology investment.

The Virtual Event Landscape in 2025

With so many virtual event platforms to choose from, take the time to carefully evaluate each option against your specific needs and goals to discover the perfect software solution.

The COVID-19 pandemic dramatically accelerated the adoption of virtual events, compressing a decade of digital transformation into a matter of months.

Even as in-person events have rebounded, online conferences and trade shows are here to stay.

Attendees have come to expect the convenience, affordability, and expanded reach virtual events provide.

Organizers appreciate the wealth of behavioral data and analytics for personalization and proving ROI to stakeholders.

Exhibitors and sponsors value the branding opportunities and qualified leads generated.

Each year, established virtual event software providers roll out exciting new features while innovative startups emerge to fill unmet needs.

Top Platforms to Consider in 2025

In 2025, you have an expanding array of platform options to choose from, including the following:

Hubilo

Hubilo is an all-in-one virtual and hybrid event platform that offers interactive features like live polls, Q&As, breakout rooms, and networking tables.

It provides robust analytics, customizable branding options, and integrates with popular marketing and CRM tools.

Hubilo offers 24/7 customer support and flexible pricing plans based on event size and requirements.

Hopin

Hopin is a virtual venue with multiple interactive areas that are optimized for connecting and engaging.

Attendees can move in and out of rooms just like an in-person event and enjoy features such as stage, sessions, networking, and expo areas.

Hopin provides analytics, customization options, and integrates with 50+ tools.

vFairs

vFairs offers immersive 3D virtual environments for tradeshows, conferences, and more.

It provides interactive features like exhibit halls, auditoriums, and networking lounges.

vFairs supports live and on-demand sessions, 1:1 chats, and AI-based matchmaking.

It offers robust reporting and integrates with popular CRMs and marketing tools.

Airmeet

Airmeet is an all-in-one virtual and hybrid events platform for fully branded and immersive experiences.

It offers features like a virtual “social lounge” for networking, speed networking, virtual tables, sponsor expo booths, and more.

Airmeet provides analytics, customization options, and integrates with 2000+ apps via Zapier.

Bizzabo

Bizzabo powers immersive in-person, virtual and hybrid events.

It offers features like interactive live video, networking, breakout sessions, and more.

Bizzabo provides robust analytics, flexibility to customize event experiences, and seamless integration with existing tools.

It offers packages for events of different sizes.

Cvent

Cvent provides technology solutions to event planners for online event registration, venue selection, event management, virtual and hybrid events, and attendee engagement.

Its virtual attendee hub, powered by Cvent Attendee Hub, offers live sessions, prerecorded content, video networking, live Q&A and polling, and a virtual marketplace.

Zoom Events

Zoom Events enables businesses to host virtual experiences, including multi-session events and multi-track conferences.

It offers features like ticketing, registration, networking through a chat-enabled virtual event lobby, recording, reporting, and more.

Zoom Events is included with paid Zoom Meetings and Zoom Webinar licenses.

Get “The Event Success Playbook”

Our proven event planning playbook has step-by-step strategies to increase qualified leads 25%+, grow revenue, and boost engagement.

A person holding a tablet.
A yellow and black square on a black background.
An orange and black arrow with a black background.

How to Properly Evaluate the Wide Range of Online Event Platform Options

Every virtual event platform claims unique advantages.

Popular solutions might miss the mark for your specific event strategy, audience, and goals.

Taking time to assess options against your requirements will dramatically improve your results.

Defining Your Virtual Event Goals and Vision

a woman sitting at a table with a laptop during an online webinar presentation

Starting with crystal-clear goals makes platform selection straightforward and strategic.

Ask yourself: What drives this event? Who needs to attend? What should they experience and remember?

Some clients want to boost membership sign-ups, create sponsor opportunities, showcase innovation, or build professional connections.

Understanding these objectives helps select platforms that excel at capturing attendee insights and delivering outstanding sponsor experiences.

Take one client’s success story – a video game studio launching a new title.

Their primary goals centered on driving pre-sales momentum, offering exclusive gameplay access, creating an otherworldly atmosphere for fans, and designing creative virtual spaces.

This led them straight to platforms featuring customizable 3D environments where attendees could interact through avatars.

Your goals might differ completely, which highlights why careful platform selection matters so much.

Identifying Must-Have Virtual Event Software Features

pictures of people projected on seats around a virtual conference table to represent the concept of virtual rooms

After establishing clear goals, focus shifts to selecting non-negotiable platform features – those elements guaranteed to achieve objectives and grab attention.

Limiting the list to 5-10 critical features prevents scope creep while ensuring nothing essential gets overlooked.

Consider these proven priorities:

  1. Distinctive Environment Creation: Select platforms offering deep customization aligned with your theme and message
  2. Rich Engagement Options: Prioritize platforms packed with interactive elements – live polls, Q&A capabilities, chat features, gamification, AI matchmaking
  3. Unified Hybrid Capabilities: Choose technology that connects online and in-person experiences naturally
  4. Comprehensive Analytics: Opt for solutions providing actionable insights from attendee behavior
  5. Strategic Sponsor Integration: Focus on platforms enhancing sponsor visibility and qualified lead generation

Review all possibilities initially but stay focused on features directly supporting event success rather than getting distracted by unnecessary add-ons.

Considering Your Budget and Pricing Model

Smart platform selection requires strategic financial planning.

Modern options suit various budgets, making thorough cost-benefit analysis essential.

Start by examining pricing structures:

  • Per Attendee Fees: Rates often decrease at higher registration volumes. Calculate costs based on anticipated attendance
  • Annual License Fees: Running multiple yearly events might make subscriptions more cost-effective than individual purchases
  • Revenue Share Model: Platform fees often range from 10-20%+ of ticket revenue; factor this into profitability calculations
  • Add-on Costs: Review supplementary charges for support or custom capabilities. Get clarity on base package inclusions

Larger organizations should explore volume pricing – some clients reduce costs by 30% or more.

After gathering details, compare total investment against expected value and goal alignment.

Remember that expensive platforms waste money if features go unused, while budget options frustrate everyone if they lack necessary tools.

Create three-year projections considering event frequency and feature requirements across different scenarios before selecting finalists.

Evaluating User Experience and Ease of Use

a virtual attendee is typing on a laptop computer while answering a survey

Platform power matters, but usability determines success.

Smart organizations prioritize solutions blending advanced capabilities with straightforward design.

Put yourself in attendee shoes and ask:

Does registration flow smoothly? Can people find sessions without confusion? Does everything look modern and professional? Will attendees jump right into discussions?

Have your team test essential functions like website setup and schedule management.

Note any friction points – if staff members struggle, regular attendees might give up entirely.

After narrowing options to 2-3 platforms, run thorough testing through free trials.

Gather feedback from colleagues and test users, paying special attention to accessibility elements such as closed captioning.

Mobile functionality proves especially critical since many people join through phones and tablets.

Look for apps offering quick access to:

  • Agenda management
  • Session streaming
  • Participation tools
  • Networking features

While simplicity remains paramount, don’t automatically reject platforms requiring minor learning curves – especially for sophisticated conferences.

Select technology that represents your brand while making every attendee interaction effortless.

As a preferred production partner with top virtual event platforms, we get exclusive discounts and pass the savings along to our clients.

Rating Customization and Branding Options

Outstanding events reflect organizations’ unique character and identity from beginning to end.

Skip generic experiences and choose virtual platforms enabling memorable, personalized environments.

Evaluate these customization capabilities:

  • Virtual Venue: Does the platform support creative 2D/3D spaces matching brand colors and imagery? How flexible are layout options?
  • Event Website: Can you control design elements across pages and registration forms?
  • Email & Notifications: Are all communications editable to match organizational voice?
  • Event Apps: Do sponsor integrations look natural? Does everything align with brand standards?
  • Attendee Profiles & Exhibitor Tiers: What registration field and category options exist?

Even without complete brand guidelines, choose platforms allowing consistent identity across touchpoints.

Ensure attendees feel connected from their first interaction through post-event follow-up.

Organizations managing multiple events or client brands need versatile white-label solutions supporting complete visual customization.

Uncovering Meaningful Data and Analytics

there is a calculator and a pen on top of budget documents

Virtual and hybrid events generate valuable intelligence about attendee behavior, content preferences, and overall performance.

Selecting analytics-rich platforms transforms decision-making.

Essential metrics include:

  • Registrations: Monitor ticket categories, promotion effectiveness, demographic patterns
  • Attendance: Track overall participation and session-level engagement
  • Engagement: Measure ratings, poll responses, exhibition interactions
  • Sentiment: Analyze survey feedback and social discussions
  • Conversion: Document offer redemption and purchase behavior

While some platforms offer extensive features for major events, focus on metrics directly supporting objectives to optimize costs.

Valuable insights often include: popular session identification, registration driver analysis, networking effectiveness measurement, and satisfaction scoring trends.

Modern platforms don’t just collect information – they surface actionable recommendations by detecting patterns and segmenting audiences.

Look for systems making individual attendee journey analysis straightforward while integrating smoothly with existing CRM and marketing automation tools.

This creates comprehensive audience understanding that powers personalized follow-up and revenue growth strategies.

Comparing Support and Reliability

Technical excellence and outstanding support determine platform success.

No organization wants streaming issues or frozen screens disrupting their carefully orchestrated online conference.

Assess reliability through these critical factors:

  • Performance Standards: Look for platforms guaranteeing 99.9%+ uptime for audio/video streaming
  • System Architecture: Verify infrastructure includes multiple cloud zones for redundancy
  • Capacity Management: Test ability to handle attendance surges without degradation
  • Recovery Protocols: Evaluate system restoration speed after disruptions
  • Security Framework: Confirm enterprise security standards and compliance (GDPR, CCPA, HIPAA)
  • Network Protection: Assess DDoS prevention and global content delivery capabilities

Support quality proves equally vital.

One organization learned this lesson during a 50,000-person event that stalled within minutes due to insufficient load testing – highlighting why thorough evaluation matters.

Analyze support systems through these lenses:

  • Global availability and hours
  • Emergency response timing
  • Staff expertise levels
  • Standard vs. premium service differences
Major events require premium support including dedicated account management, while smaller tech-savvy gatherings might succeed with comprehensive documentation and standard email assistance.

Select platforms matching your support needs and technical requirements.

Want expert guidance & exclusive deals on top online event software? Contact us today and save!

As a preferred production partner with top virtual event platforms, we get exclusive discounts and pass the savings along to our clients.

Assessing Social Responsibility and Values Alignment

an open laptop surrounded by email icons representing the concept of a segmented email campaign

Modern organizations emphasize social responsibility, diversity, inclusion, and sustainability during vendor selection.

Virtual event platforms must demonstrate similar commitments.

Mission-driven nonprofits, associations, and purpose-led companies need technology partners sharing fundamental values.

Evaluate platforms across these dimensions:

  • Data ethics: Transparency around attendee privacy protection
  • Accessibility: WCAG compliance verification
  • Team composition: Demonstrated commitment to diverse perspectives
  • Supply chain: Fair labor practice verification
  • Environmental impact: Progress toward carbon neutrality
  • Community investment: Local cause support

Look for B Corporation certification or LEED recognition as commitment evidence.

Leading platforms integrate environmental, social, and governance factors throughout operations.

Selecting such partners – especially for substantial investments – demonstrates organizational priorities.

Attendees notice value alignment.

Support businesses demonstrating genuine social commitment.

Bringing It All Together: Making Your Virtual Event Platform Selection

Remember these priorities.

Here’s a quick recap of the key factors to weigh:

  • Goal and audience requirement clarity
  • Feature alignment with specific needs
  • Strategic budget allocation
  • Simplified experiences for organizers and attendees
  • Brand customization possibilities
  • Analytics capabilities
  • Support quality and platform stability
  • Social responsibility commitment
  • Innovation and future readiness

Though platform selection requires careful consideration, the process yields tremendous value.

Appropriate technology choices dramatically impact goal achievement and community engagement.

Final recommendation: avoid selecting based solely on market position or price point - each event requires unique capabilities.

Thorough research identifies optimal matches.

Get a Free Consultation on the Best Event Software for Your Needs

Selecting event software is challenging with so many options to evaluate. But We & Goliath can guide you to the ideal platform for your virtual event. 

We have direct hands-on experience working with many leading tools and providers in the space.

For over 20 years, we’ve partnered with clients to execute successful online campaigns using cutting edge technology. 

Let’s connect for a complimentary 30-minute virtual strategy session to discuss your goals, budget, and technical requirements. We’ll simplify software selection by applying our real-world know-how. 

Take advantage of our experts’ experience to make platform decisions stress-free!

A yellow and blue logo on a dark background.
We & Goliath

We & Goliath is an award-winning, top 100 worldwide event agency known for increasing conference attendance by 7X and profits by 3X through beautifully designed virtual, hybrid, and in-person events. Since 1999, their team of innovative strategists and creative designers has worked with global enterprises, SMBs, non-profits, and other organizations to engage audiences and exceed expectations.

A black background with a red, yellow, and blue square.
Shopping Basket
A woman sitting on the floor with a laptop.

We create iconic events that generate buzz.

Let us help you smash your engagement goals and set attendance records.

Free for a Limited Time ($500 Value)