🚀 The Event Playbook: Proven strategies to level up your next event!

🚀 The Event Playbook:
Proven strategies to level up your next event!

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The Best Virtual Meeting Planners to Use in 2024

Level up your next event. The right conference networking software boosts attendee experiences. Savvy event organizers choose top platforms like Webex Events, Whova, Airmeet, and Brella. Each offers seamless interactions and smart networking opportunities for both attendees and sponsors. Which is best for you?

Avoiding Virtual Event Platform Pitfalls

Imagine this – after months of planning, your big virtual event is finally here! 

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Join the Virtual Event Revolution!

Let our crew of creative tech wizards cast an online engagement spell to mesmerize your audiences into a virtual frenzy! 

You log in early, excited to connect with attendees and execute the agenda you’ve been preparing for weeks. 

But as soon as you enter the event platform, your enthusiasm fades. 

Glitchy video, confusing navigation, people asking how to access sessions in the chat…it becomes clear this software just isn’t cutting it.

We’ve all been there – virtual event platforms that fall short of expectations and leave you frustrated. 

But it doesn’t have to be this way! 

Choosing the right virtual meeting planner from the start makes the difference between a disjointed event and a seamless, engaging experience.

In this guide, we’ll walk you through the key factors to consider when choosing virtual event software, like ease of use, tech support, networking capabilities, and data insights. 

We’ll also provide recommendations on platforms that consistently get it right, based on our experience running virtual and hybrid events at We & Goliath.

Key Factors When Choosing a Virtual Meeting Planner

When evaluating virtual meeting planners, keep these key factors in mind:

Ease of Use

Look for an intuitive interface that allows event staff and attendees to easily navigate the platform.

The best virtual meeting planners require minimal training.

They also offer built-in wizards, help articles, and templates to simplify planning.

Scheduling and Session Management

Robust scheduling and session management tools help you organize every detail down to the minute.

From creating the agenda to assigning session times, the platform should make it easy to plan your entire event program.

Registration and Event Promotion

Your virtual meeting planner should help you register attendees, customize registration questions, and accept payments.

It should also allow you to create branded event pages and emails to promote your event.

Engagement and Networking Features

Facilitating connections is a top priority.

Seek out virtual event platforms with built-in networking lounges, customizable profiles, 1:1 video meetups, and live group chats.

Gamification through points, rewards, and leaderboards also boosts engagement.

Sponsor and Exhibitor Options

Provide value to your sponsors and exhibitors by selecting a platform that allows them to showcase promotions, distribute collateral, host meetings, and generate leads.

Data and Analytics

Gain insights into your event and attendees through analytics like registration and attendance tracking, poll results, engagement metrics, and lead retrieval reports.

Support and Customization

Look for active and responsive customer support and extensive customization options to match your brand identity.

Most platforms also offer professional services to help execute your event. 

Based on our experience and criteria above, here are our top recommended virtual meeting planners to consider for 2024 events:

Webex Events

Webex Events belongs to Cisco and stands out for its enterprise-grade features, security, and scalability. 

  • It shines when it comes to engagement with built-in polling, Q&A, chat, and 1:1 video networking.
  • Robust integrations with Webex’s leading web conferencing platform and CRM tools like Salesforce make it a powerhouse option.
  • With advanced analytics, Webex Events provides detailed insights into event performance. It also offers extensive customization to match specific brand needs.
  • While it has a steeper learning curve than some competitors, the platform delivers when it comes to large-scale events.

    Whova

    Whova wins praise for its intuitive, easy-to-use interface.

    It makes it simple for organizers and attendees alike to access all event details in their mobile or desktop dashboards.

  • Whova also delivers on networking. 
  • Features like AI-driven recommendations connect attendees for more meaningful engagements.
  • Gamification options further drive participation.
  • That’s not all.

    For exhibitors, Whova provides tools to highlight promotions, generate leads, and collect data.

    It also enables organizers to quickly build schedules, customize registration, and track engagement analytics.

    Airmeet

    Airmeet shines when it comes to engagement.

    It offers interactive spaces like networking lounges, virtual expo booths, and session Q&As. 

  • Attendees can network based on interests, chat 1:1, and make video calls.
  • For organizers, Airmeet provides robust session scheduling, registration management, and email marketing capabilities. 
  • Gather data through custom surveys and track engagement analytics.
  • Airmeet says their platform can handle over 100,000 attendees.

    So it scales seamlessly from small meetings to massive conferences.

    With quick setup times, affordable pricing, and no downloads required, Airmeet delivers on flexibility and accessibility.

    Brella

    Brella’s strength lies in attendee networking.

    It uses AI matchmaking to suggest tailored connections and nudge introductions based on attendee interests.

  • Through Brella’s mobile app, attendees shoot off networking requests, exchange contact info, and meet up via 1:1 video chat.
  • Visit digital expo booths, join group discussions, fill out profiles, and earn points for engagement.
  • For planners, Brella provides tools to build the agenda, customize registration, manage sessions, send event communications, and more.
  • Brella generates detailed analytics reports to assess participation and event ROI.
  • With its mobile-centric platform and focus on smart networking, Brella creates unique virtual and hybrid event experiences.

    It’s best suited for small to mid-size events.

    Key Considerations When Choosing a Platform

    When selecting a virtual meeting planner, keep these key considerations in mind:

  • Event Size: Make sure the platform can scale to the number of expected attendees and sessions.
  • Hybrid Capabilities: If running a hybrid event, ensure the software integrates well with in-person logistics and tech.
  • Branding: Look for extensive customization to match your brand identity across the platform.
  • Budget: Get pricing estimates that fit your budget constraints. Many vendors offer affordable packages.
  • Support: Seek out responsive customer service in case any issues arise.
  • Ease of Use: The platform should be intuitive for organizers and attendees alike to navigate.
  • Data Security: For sensitive company or healthcare events, prioritize platforms with high security standards.
  • Start Planning Your Next Event

    Virtual meeting planners make organizing successful online events simple.

    With the right software, you can create an immersive attendee experience that encourages networking and engagement.

    Platforms like Webex Events, Whova, Airmeet, and Brella rise above the competition based on our criteria and experience.

    Each offers robust features tailored to enhance virtual and hybrid events.

    Now that you know what to look for in a virtual meeting planner, it’s time to start planning your next online event! 

    Map out key goals, build your agenda, and research pricing.

    Map out key goals, build your agenda, and research pricing.

    We recommend starting small by hosting meetings internally before executing large-scale client events.

    At We & Goliath, our team of experts provide guidance and done-for-you execution of virtual, hybrid, and in-person events.

    Our full-service offering delivers customized platforms, dynamic content, and marketing tools to exceed your business goals. Reach out today to bring your next event vision to life!

    Turn Lackluster Webinars into Show-Stopping Events with We & Goliath!

    Even the best platforms fall short without expertise bringing them to life. Don’t just meet expectations, exceed them! 

    Our team at We & Goliath has produced over 500 flawless virtual and hybrid events. 

    We intimately understand how to craft immersive experiences that spark meaningful connections and drive results. 

    Let’s connect in a complementary strategy session to map out your event vision. 

    With our full-service solutions tailored to your goals, we’ll make your next online gathering stand out from the sea of lackluster events. 

    Bring your biggest ideas and get ready to finally partner with the pros who can execute them.

    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.

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    We create iconic events that generate buzz.

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

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