Reasons Why Tracking Event KPIs is Essential

During in-person events, success is often subjective but the significance of tracking KPIs cannot be overstated. It gives you a clear picture of your event performance and provides relevant data for future reference. Here are some reasons why monitoring event KPIs is essential.

1. Measuring ROI

Tracking KPIs allows you to measure the event’s ROI accurately. Your event’s possible outcomes can be increased revenue, improved brand recognition, or other predefined objectives. You can assess whether the resources invested in the event translated into these tangible outcomes by measuring key performance metrics. 

2. Data-Driven Decision Making

Tracking KPIs gives you insights into what works and what doesn’t. This knowledge empowers you to make informed decisions about event strategies, budgets, and resource allocation. They provide a measurable way to assess the success of these objectives. With real-time monitoring, organizers can make immediate adjustments or capitalize on emerging trends. Data on KPIs helps in optimizing resource allocation and helps you evaluate the effectiveness of various strategies employed in the event.

3. Accountability and Transparency

KPIs enable you to report back to stakeholders, sponsors, and team members, demonstrating the impact and outcomes of your events. This transparency builds trust and helps secure support for the future.

4. Enhanced Event Marketing and Promotion

By analyzing attendee acquisition metrics, you can fine-tune your marketing strategies to reach your target audience more effectively, resulting in better event attendance and engagement.

5. Risk Mitigation

Event KPIs allow organizers to detect potential issues early in the planning process. By identifying warning signs through relevant metrics, they can take corrective actions, minimizing the impact of unforeseen challenges.

Event KPIs to Monitor 

From the initial planning to post-event analysis, monitoring event KPIs will empower you to make informed decisions and optimize your efforts. Let’s explore the key performance metrics that will shape the narrative of your event’s success.

1. Marketing KPIs 

Marketing your event right is an incredible way to reach your objectives. Here are the marketing KPIs that you need to monitor to measure how well you performed:

i. Tickets Purchased 

The first and foremost event metric that you need to monitor is the number of tickets purchased. You can record this data when attendees add their information to the registration forms. You should also record the number of registrations by ticket type as it will help you understand what was the most popular type for future reference. 

Offering promo codes is also a great way to gauge which marketing channels were working the most for your event promotions. People using certain influencers’ promo codes can give you an idea of how much exposure their efforts created. 

ii. Number of Attendees 

You can record the number of attendees by measuring the number of badges printed, scanned QR codes, and mobile app check-ins. Here’s how this event KPI can help you: 

• It will help you measure the event’s popularity and appeal. 
• You get to effectively allocate resources and budget planning.
• The number of attendees serves as a barometer for the effectiveness of your promotional strategies. 
• It allows organizers to assess the diversity and segmentation of their audience.

iii. Brand Awareness 

The effectiveness of your event can be measured by assessing brand awareness. You can gauge this event KPI by measuring the increase in sales, social media engagement, page views, and DMs or queries. You can also run polls or host a pop-up event to understand this metric well. 

Here are a few poll ideas you can use to survey people on how they perceive your brand:

• Brand Recognition Polls: “Have you heard of [Your Brand] before attending this event?”
• Brand Recall Polls: “Can you recall a memorable experience or product associated with [Your Brand]?”
• Product/Service Awareness Polls: “Are you familiar with [Your Brand]’s latest product/service [Product/Service Name]?”
• Competitor Awareness Polls: “Which brand comes to mind first when you think about [industry/product/service]?”
• Event-Specific Awareness Polls: “Did you know that [Your Brand] is one of the sponsors/exhibitors for this event?”

iv. New Leads

Lead generation is one of the most important event KPIs that needs to be measured to assess your event’s success. You can scan leads with their personalized QR codes and collect all the data within the vFairs lead generation app.      

This data can later be exported to your CRM for further processing and analysis. The number of leads collected and qualified can help you understand the outcome of the event. It shows the event was a success and gave you a solid outcome. 

v. Social Media Mentions

Tracking mentions allows organizers to gauge the immediate response to their event, providing insight into its popularity and resonance within the digital community. Sharing mentions from key influencers within your industry or community on your brand’s page enhances the credibility and influence of your event. 

You can leverage social media listening tools to track mentions and monitor hashtag performance across different platforms. You can also integrate them within your event using a large LCD at an in-person event and setting up a social wall for a virtual event. vFairs uses walls.io integration to make this happen. 

2. Partner KPIs

Partnerships play a pivotal role in elevating the overall success and impact of an event. The effectiveness of these partnerships can be measured through a set of event KPIs tailored to assess the contribution of partners. 

i. Booth Visits

Booth visits directly contribute to the exposure and visibility of partner brands. Monitoring these visits allows partners to assess their efforts and adjust strategies for maximum impact. Moreover, monitoring visits to booths where multiple partners are present helps assess the cross-promotional impact, enabling partners to refine collaborations for future events. 

What you can do is employ tracking mechanisms that attribute booth visits to individual partners, allowing for accurate attribution and ROI calculation.

ii. Net New Leads 

This metric goes beyond total lead count, focusing specifically on the growth of the audience base through partnerships. By accurately attributing leads to specific partner activities or engagements, organizers gain visibility on the impact of their efforts on lead generation. You need to implement lead-scoring mechanisms that assess the quality of net new leads with partner-defined criteria.

iii. Speaker Session Check-ins 

Successful collaboration is reflected in the level of engagement during speaker sessions. By accurately attributing session check-ins to specific partner-led presentations, partners can gauge the resonance of their content with the audience.

You can integrate session check-in data with partner-specific metrics, enabling partners to assess the attendance and engagement levels for their sessions. You can also monitor post-session engagement metrics, such as discussion forum participation or audience questions to gauge the depth of audience interaction.

iv. Session Ratings 

By collecting feedback through attendee ratings, organizers and partners gain valuable insights into the effectiveness, relevance, and overall satisfaction with partner-led sessions. Ratings provide a quantitative measure of the value perceived by attendees. 

High ratings mean the attendee engagement at your event was incredible and the content was relevant. You can collect attendee feedback for different speakers, identify high-performing sessions, and strategically plan for future events.

Partners can use this data to gauge the alignment of their content with audience expectations and refine future presentations accordingly. You can implement post-session surveys or integrate session rating features within event apps to gather attendee feedback.

3. Sales KPIs

As organizations strive for growth and market dominance, the ability to measure, analyze, and optimize sales performance becomes paramount. Here are some sales KPIs you need to monitor for your events: 

i. New Customers

One of the fundamental event KPIs is measuring the percentage of leads successfully converted into new customers. This metric provides insight into the effectiveness of the sales team in nurturing leads through the sales funnel. Here are some customer metrics to track: 

• Measuring Customer Acquisition Cost is essential to analyze if the efforts are cost-effective. 
• Follow the Sales Cycle Length to track how long it takes to convert a lead. 
• Understand Customer Lifetime Value to optimize marketing and sales strategies to attract high-value customers.

ii. SQLs

Measuring the conversion rate from Marketing Qualified Leads (MQLs) to Sales Qualified Leads (SQLs) provides insight into the effectiveness of lead qualification processes. This KPI allows for a granular analysis of which channels are most effective in delivering high-quality leads to the sales team. You should define criteria for SQL quality and regularly evaluate the attributes of SQLs against these criteria.

4. Finance KPIs 

The effectiveness of financial strategies relies heavily on the ability to measure and interpret KPIs accurately. Here are some finance KPIs you need to start measuring:

i. Net Profit Margin

Evaluate the overall profitability of the organization by assessing the percentage of net profit in relation to total revenue.

ii. Return on Investment (ROI)

Calculate the return generated from financial investments, providing insights into the efficiency of capital allocation.

iii. Asset Turnover

Measure asset utilization efficiency by evaluating the ratio of revenue to total assets.

iv. Budget Variance Analysis

Compare the budgeted financial figures with actual results to identify variances and adjust financial strategies accordingly.

v. Financial Forecasting Accuracy

Evaluate the accuracy of financial forecasts to refine your forecasting models and improve future planning.

How the vFairs Apps Help You Track Event KPIs

The vFairs suite of mobile apps is designed to empower event organizers at every stage, providing valuable tools to enhance engagement, streamline logistics, and capture meaningful data. Here are the metrics you can track from each app:

vFairs Mobile Event App

Here are the event KPIs you can track using the vFairs mobile event app:

• You can monitor the number of attendees logging into the virtual event platform, providing insights into overall attendance and participation.
• You can track the number of messages sent through the app to understand engagement and interaction among attendees.
• Organizers can monitor how many attendees are actively sharing their contact information to gauge networking success.
• You can track the number of active attendees participating in the live event feed to check the real-time engagement of participants.
• You will be able to utilize polls and surveys within the app to gather feedback and insights.
• Exhibitors can measure the frequency and type of content downloads, helping assess the popularity and relevance of the provided materials.
• The vFairs event mobile app allows you to measure engagement metrics like leaderboard participation, Q&A participation, poll participation, chat interactions, and session attendance. 

vFairs Badge Printing App

Here are the logistics and efficiency metrics you can track with the vFairs badge printing app:

• Organizers can automatically note check-ins based on QR codes scanned onsite. 
• They can keep a pulse on attendance in real time with a visual dashboard.

Lead Capture App

Exhibitor success metrics you can measure using the vFairs event lead capture app:

• You will be able to generate visual reports that provide insights into leads captured per exhibitor and sponsor.
• Exhibitors can track leads captured by each team member, facilitating team optimization and recognition.
• Gain valuable insights into attendee interactions with exhibitors and sponsors, allowing you to assess engagement levels and identify areas for improvement.
• Utilize the lead capture app for multiple events, allowing exhibitors to have a centralized location for all lead data. 
• Evaluate the success of lead generation efforts by calculating the conversion rates from captured leads to meaningful connections. 
• Assess the quality of leads captured by incorporating additional data points such as interactions, engagement level, and specific interests or preferences.

Use Event Analytics to Track KPIs for Event Success 

As an event organizer, your goal should be to ensure that every handshake, conversation, and shared experience translates into meaningful results. It demands meticulous planning, agile adaptation, and insightful analysis. In this journey, event KPIs emerge as indispensable tools, guiding event organizers toward continuous improvement. 

You need to determine the right KPIs to monitor that will guide your decision-making process and maximize your event’s impact. With your event management platform, you can use event reporting to track the event KPIs that will define your future decisions. 

This vivid image exemplifies the power of event tech, the driving force behind today’s successful gatherings, meetings, and conferences.

What is Event Technology?

Event technology, often referred to as event tech, includes a wide range of digital tools and software designed to facilitate and improve the various aspects of event planning, management, and execution. Think of it as a toolbox that event organizers use to create unforgettable experiences for attendees.

The Evolving Landscape of Event Tech 

Event technology is not static; it’s a dynamic field that continually evolves to meet the changing demands of the industry and the preferences of attendees. Keeping a pulse on event technology trends is crucial for staying competitive in the field of event management.

For instance, the global pandemic witnessed a surge in new technology for events. This led event tech companies to quickly create online platforms that mimic in-person experiences, making it possible to reach a broader audience. 

While virtual events remain relevant post-pandemic, there’s been a shift in focus in terms of event technology. To serve a hybrid and in-person audience, we are seeing advancements in mobile apps like lead capture, badge printing and scanning as well as event apps.

Innovations like Artificial intelligence (AI) and augmented reality (AR) are more commonly incorporated into event engagement technology. They offer personalized content suggestions, boost engagement, and create immersive experiences. These advancements are changing how attendees engage with events.

Overall, staying in the loop with the latest trends is a must for event professionals. The rise of AI is making events more personalized and efficient. It’s also becoming common to find tech elements in traditional, in-person events. Virtual events are not just about attendance; they’re transforming how companies handle things like team-building and training. Lastly, flexibility is the name of the game, as attendees want options for fully virtual, hybrid, or in-person experiences. Staying with the times and embracing innovation is key to creating standout events and staying competitive in the field. The future holds exciting possibilities as technology continues to reshape the event landscape.

Event Tech’s Versatility

From small business gatherings to large-scale conferences, event tech has reshaped how events are planned, executed, and experienced. It serves as the driving force behind innovation, efficiency, and enhanced attendee engagement.

The landscape of event management tools is diverse, offering solutions tailored to various needs and preferences. However, this diversity can sometimes be overwhelming, especially for small business owners or those new to the world of event planning. The abundance of choices and features may leave them wanting to know which tools are truly essential for their specific event.

It’s important to recognize that not all events require an extensive suite of event tech features, and investing in overly complex tools can be impractical. This complexity may lead to unnecessary expenses and a steeper learning curve, potentially dissuading some users from fully embracing event technology.

For companies that frequently organize events, the solution lies in adopting a comprehensive all-in-one event management technology that streamlines the entire process. Such platforms are designed to provide a unified and user-friendly experience, simplifying event planning and execution.

Benefits of All-in-One Event Technology

All-in-one event technology covers everything from event registration and ticketing to marketing, attendee engagement, and data analytics. This consolidation of features into a single platform not only saves time and resources but also ensures seamless integration and data flow between different aspects of event management.

By opting for an all-in-one event technology solution, businesses can access a suite of tools and functionalities within a single platform. This not only reduces the complexity of managing multiple tools but also offers cost-efficiency and a consistent user experience.

All-in-one event tech is reshaping the very foundations of event planning and execution. Let’s delve deeper into a comprehensive understanding of its advantages. 

1. Streamlined Event Planning

One of the standout advantages of all-in-one event tech is its ability to streamline the event planning process. Rather than juggling multiple tools and systems for tasks like registration, ticketing, marketing, and communication, event planners can access all these functionalities from a single platform. This not only saves time but also reduces the risk of errors and inconsistencies, ensuring a smoother and more efficient planning phase.

2. Cost-Efficient Event Management

Cost-effectiveness is another significant perk of all-in-one event tech. By consolidating various tools and services into one platform, businesses can significantly reduce their expenses. They no longer need to invest in and manage multiple subscriptions, which can quickly add up. This cost-efficient approach allows organizations to allocate their budgets more wisely, focusing resources on other critical aspects of their events.

3. Improved User Experience

For event hosts and organizers, an improved user experience is essential for seamless event management. All-in-one event tech provides just that; a cohesive, user-friendly interface that simplifies tasks. Event planners can effortlessly navigate through various features, customize settings, and monitor event progress in real time. This enhanced user experience translates into smoother operations and a more positive overall event management experience.

4. Better Attendee Experience

All-in-one event technology service is designed not only for event organizers but also with attendees in mind. It offers various touch points throughout the attendee journey, making it easier for participants to engage with the event. From registration and personalized schedules to interactive sessions and networking opportunities, attendees benefit from an integrated experience that keeps them engaged and satisfied.

5. Simplified Compliance with One Vendor

Managing compliance and data security can be daunting when dealing with multiple vendors and tools. With all-in-one event planning technology, you can significantly reduce this headache. Organizations have a single vendor to coordinate with, simplifying compliance procedures and data management. This not only ensures security but also eases the administrative burden on event organizers.

6. User-Friendly Interface

The simplicity and intuitiveness of an all-in-one event tech platform are crucial for successful event management. Event planners, regardless of their technical proficiency, can easily adapt to and use the platform efficiently. This user-friendliness minimizes training time and maximizes productivity.

7. Scalability for All Event Sizes

Whether organizing a small corporate meeting or a large-scale international conference, all-in-one event tech can adapt to the event’s size and complexity. It offers scalability that allows event planners to cater to their specific needs, ensuring that the platform remains a valuable tool regardless of the event’s scale.

8. Creative Customization and Experimentation Time

Finally, all-in-one event tech empowers event organizers with the luxury of time for creativity and experimentation. With streamlined processes, reduced administrative tasks, and accessible attendee engagement tools, planners can devote more time to customizing and enhancing the event experience. This freedom fosters innovation and allows for unique, memorable events that stand out in a crowded marketplace.

Key Considerations When Choosing an All-in-One Event Technology Provider

Selecting the right all-in-one event tech is vital to the success of an event. The market offers a wide array of options, making it essential to assess your choices carefully. Let’s walk through the essential factors to weigh when selecting an all-in-one event technology service. From evaluating costs to prioritizing data security, here’s a comprehensive roadmap to ensure your choice aligns perfectly with your event management requirements and objectives.

Cost Evaluation

Cost is a crucial factor when choosing an all-in-one event tech. Begin by assessing your budget and understanding the pricing structures of the solutions available. Consider not just the initial costs but also any ongoing expenses, such as subscription fees or additional charges for features. 

Opt for event technology providers that offer transparent pricing models. Hidden fees or unclear pricing structures can lead to budget overruns and frustration. Request detailed pricing information and clarification on any potential additional costs to make an informed decision. A clear understanding of the total cost of ownership is essential to avoid unexpected financial burdens down the road.

Tool and Device Compatibility

Ensure that the solution you choose is compatible with the tools and devices you currently use or plan to incorporate. Compatibility issues can lead to integration challenges and hinder the seamless flow of data and information. Verify that the event tech platform can integrate smoothly with your existing systems, reducing the risk of operational disruptions.

Data Security and Compliance

Data security is non-negotiable, especially when handling sensitive attendee information. Prioritize software solutions that adhere to stringent security protocols and compliance standards, such as GDPR or HIPAA, depending on your event type. Ensure that the software vendor has robust measures in place to protect your data and the data of your attendees.

Ease of Use and Implementation

User-friendliness is a critical factor, as an intuitive interface can significantly impact the efficiency of your event management. Assess the ease of use and implementation by requesting demos or trials. A solution that is easy to navigate and implement can save you time and resources during the onboarding process.

Customization Possibilities

Every event is unique, and your software should be adaptable to your specific needs. Consider the customization options available within the software. The ability to tailor the software to match your event’s branding and requirements can be a game-changer in delivering a personalized attendee experience. 

Some software solutions offer more autonomy, allowing you to tailor the platform to your specific needs. Assess whether the software aligns with your desired level of control and customization.

Scalability for Future Expansion

As your events grow and evolve, your event tech should grow with you. Choose an event management technology that offers scalability, enabling you to expand and adapt to changing event requirements. This scalability ensures that your investment remains valuable in the long run.

Customer Support

Reliable customer support is essential when you encounter issues or have questions about the software. Evaluate the level of customer support offered by the event tech vendor, including response times, availability, and support channels. Prompt and helpful customer support can save you time and frustration in the event of challenges.

How to Choose the Right Event Technology

The choice of event technology can significantly impact the outcome of your event. It’s a decision that requires thoughtful consideration and a strategic approach. Here’s what you need to do: 

Assess Your Event Tech Needs

Before diving into the sea of event technology options, it’s crucial to start by assessing your specific needs. Consider the nature and scale of your event, the goals you wish to achieve, and the challenges you aim to overcome. Identifying these needs provides a clear framework for evaluating potential solutions.

Also, decide if you’d rather do things on your own or if you need some extra help. Some event tech tools are all about self-service, while others come with built-in support. Your choice should match your team’s skills and how much assistance you think you’ll need.

Collect Peer Reviews and Recommendations

Lean into your network to solicit reviews and recommendations from those who’ve used technology for events. Their insights can provide valuable perspectives on the practical use and effectiveness of different solutions.

Try Demos and Trials

Don’t commit to event technology blindly. Many providers offer demos and trials of their software. Take advantage of these opportunities to test drive the technology and gain a hands-on understanding of how it works. This firsthand experience can reveal whether the software aligns with your expectations and workflow.

Some providers go the extra mile by offering product tours, granting you the freedom to explore their solutions without the need for direct sales interactions. vFairs, for instance, offers a quick demo, allowing you to get a sneak peek into the platform’s capabilities and interface. 

Collect Stakeholder Input

Incorporate the input of all relevant stakeholders within your organization. Different team members may have varying requirements or perspectives on what constitutes the ideal event technology. By gathering their input and insights, you ensure that the selected technology caters to the diverse needs of your team.

Make an Informed Decision

Finally, with a thorough understanding of your needs, insights from peers, and firsthand experience with demos or trials, you’re equipped to make an informed decision. Evaluate each option based on factors like cost, features, user-friendliness, and scalability. Choose the technology that best aligns with your event objectives and overall strategy.

vFairs is a reliable and comprehensive all-in-one event technology solution that streamlines event planning and execution. With vFairs, you gain access to a suite of essential features that can transform your events into seamless and unforgettable experiences. Contact us to know more about how our event tech can help you supercharge your events.

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In this blog, we’ll rewind to explore the key event trends that transformed last year and fast forward to predict what’s on the horizon for 2024. From virtual events to AI personalization, the events industry is evolving fast. Read ahead to uncover the innovations reshaping how we embrace the future of events, one tech trend at a time.

Major Event Trends We Saw in 2023

In the dynamic landscape of events, 2023 emerged as a pivotal year, witnessing transformative event trends that reshaped the way we gather and engage. Here’s a closer look at the major event trends that defined the event industry and provided a glimpse into the future of gatherings:

1. The Explosion of AI in Events

In 2023, AI took the events industry by storm, revolutionizing how we plan and execute events. This wave of innovation primarily focused on enhancing productivity and efficiency. With the introduction of AI-powered tools, event organizers found efficient ways to promote and evaluate their events. 

vFairs seamlessly integrated AI into event planning, offering efficient solutions through:

AI Assistant: Powered by ChatGPT, the vFairs tool became the ultimate ally for event organizers. With just a few inputs, it generated drafts for email campaigns, social media posts, PRs, and more. This streamlined the promotional process, saving time and effort while ensuring compelling marketing materials.

Webinar Summary & Chapterization Module: The vFairs tool introduced intelligent summarization and chapterization features to repurpose webinar content for various promotional channels. It helped create engaging summaries, highlights, and other content, perfect for in-event descriptions and post-event promotional materials. This not only captured the essence of the event but also kept attendees and potential participants intrigued.

AI Reporting Chatbot: Understanding event metrics became effortless with the introduction of an AI reporting chatbot. Event organizers could obtain specific data and metrics by asking the chatbot a question. The chatbot responded in a conversational tone, simplifying the post-event reporting experience. It was more than just data; it was actionable insights delivered in a user-friendly manner.

This fusion of AI and events didn’t just enhance productivity; it transformed the attendee experience and streamlined the post-event analysis.

2. In-person Events as Table Stakes

Amid the dynamic event landscape of 2023, in-person gatherings became indispensable, but with a transformative twist. Onsite event technology played an important role in elevating the traditional event experience. Onsite event tech empowered organizations to craft unparalleled onsite experiences through innovative tools. 

vFairs took its product forward with these advancements:

Improved Mobile Event App: Attendees navigated events seamlessly using interactive floor maps, pre-event networking features, and on-site chat functionalities. From booth interactions to scheduling meetings and exchanging contacts, the event mobile app streamlined connections, enhancing event objectives efficiently.

Lead Capture App: Gone are the days of business cards and disconnected leads. Lead capture apps revolutionized the process by enabling quick contact code scans, generating leads instantly. Moreover, these apps provided a structured approach, allowing organizers to score leads and add contextual notes, ensuring meaningful follow-ups.

Badge Printing & Check-In: Long check-in lines were a thing of the past. QR code scans expedited the check-in process, swiftly admitting attendees. On top of that, badge printing became a matter of seconds, enhancing efficiency and ensuring a smooth start to the event.

3. The Rise of Virtual Events as a Driver for People Ops 

One of the standout event trends of 2023 was the remarkable rise of virtual events as a driving force behind people operations. These digital gatherings went beyond traditional boundaries, expanding their influence and impact across various facets of HR:

Global Candidate Recruitment: With virtual events, geographical limitations became a thing of the past. Organizations leveraged the power of online platforms to reach, interview, and hire talent from all corners of the globe, transforming the recruitment process into a worldwide endeavor.

Onboarding and Training Remote Employees: As remote work became the norm, virtual events were instrumental in onboarding and training employees, ensuring seamless integration and access to essential resources no matter where they were located.

Showcasing Employee Benefits Options: Communicating and promoting employee benefits took on a new dimension through virtual events. Companies used these platforms to effectively showcase their benefits packages, educating and engaging employees about the perks they could access.

4. Increased Flexibility in Attendee Experiences

In 2023, attendees found themselves at the center of event experiences, enjoying unprecedented levels of flexibility and personalization. Events became tailored journeys, allowing participants to craft their own unique experiences in the following ways:

Choose How to Attend: Attendees gained the freedom to decide whether they wanted to join virtually from the comfort of their homes or participate in person, allowing for a diverse range of attendance options tailored to individual preferences and circumstances.

Opt for Live or On-Demand Participation: The traditional boundaries of event schedules blurred as attendees could opt to participate in real-time during live sessions or catch up later at their convenience through on-demand content, ensuring that nobody missed out on valuable insights.

Dive into Varied Sessions and Tracks: Events became multifaceted, offering a myriad of sessions and tracks catering to diverse interests. Attendees could select from an array of topics, allowing them to delve deep into subjects that mattered most to them, fostering engaged learning and discussion.

Explore Roundtables, Breakouts, and Workshops: Beyond traditional sessions, attendees had the opportunity to engage in interactive roundtables, immersive breakouts, and hands-on workshops. These intimate settings encouraged meaningful discussions and skill-building, enabling attendees to actively participate and contribute.

This level of customization empowered attendees, turning passive participation into an active, engaging, and tailored event experience. In 2023, events were no longer one-size-fits-all; they became platforms where attendees could curate their journey, ensuring that every moment was valuable and relevant to their needs and interests.

5. Virtual Events & Content Marketing to Drive Interest in Onsite Events

Another one of the standout event trends of 2023 was the dynamic synergy between virtual events and content marketing, serving as a driving force for generating interest in onsite gatherings. Organizers explored innovative strategies and content to entice registrants towards the physical events, and this trend was marked by several key approaches:

Leveraging Virtual Events as Precursors: Virtual events were strategically positioned as exciting precursors to larger in-person gatherings. These digital experiences were crafted to offer attendees a taste of what to expect at the onsite event, creating a buzz and anticipation.

Webinars as Interest Builders: The power of webinars in building interest cannot be overstated. Event planners increasingly utilized webinars as a vehicle to share valuable insights, showcase event highlights, and engage with potential attendees, further stroking their curiosity.

Harnessing Speaker Thought Leadership: A new dimension emerged as speakers’ social media reach and thought leadership was harnessed to drive interest. Collaborating with speakers to actively promote the event on their social channels brought valuable attention and credibility to the event.

These strategies collectively transformed how organizers approached marketing their onsite events, making the journey from virtual engagement to in-person participation a seamless and enticing one. As we look to the future, this trend is poised to play an even more significant role in redefining event trends for marketing dynamics.

6. Event Sites Optimized for Registrations

In 2023, event hosts embraced cutting-edge tools to create bespoke, branded event sites that not only reflected the essence of the event but also provided intuitive navigation for attendees.

To incentivize action and boost registration numbers, event organizers introduced enticing offers such as group discounts, early bird pricing, and exclusive VIP tickets. Attendees were motivated to secure their spots promptly, knowing they could enjoy significant savings or exclusive perks.

Moreover, organizers recognized the importance of flexibility in pricing structures. They adopted a strategic approach by offering a-la-carte pricing options alongside traditional package deals. This flexibility empowered attendees to tailor their event experience according to their preferences and budget, ensuring a personalized and inclusive registration process.

In this era of event trends & innovation, the synergy of user-centric design, creative incentives, and flexible pricing strategies not only streamlined registrations but also elevated attendee satisfaction, setting a new standard for seamless event participation.

7. Heightened Demand for Speaker Management

Speaker management marked a significant shift in how events were curated and experienced this year. Event organizers and attendees alike recognized the pivotal role that skilled speakers played in shaping the narrative and atmosphere of gatherings.

Exceptional speakers weren’t just a component of events; they became the focal point, transforming ordinary sessions into captivating journeys of knowledge and inspiration. Organizers, more than ever, sought out individuals who could seamlessly blend expertise with engaging presentation styles. These speakers were not merely conduits of information; they were storytellers, thought leaders, and motivators rolled into one.

With event trends like these, the demand for proficient presenters, moderators, and panelists surged across conferences, seminars, and virtual events. Companies and organizations, keen on delivering impactful messages, scoured the globe for individuals who could articulate complex ideas with clarity and passion. The bar was raised higher, leading to a competitive landscape where speakers were not just speakers; they were the architects of memorable event moments.

As a result, events became more than just platforms for information dissemination. They transformed into arenas where ideas collided, where expertise was shared, and where attendees were not just passive listeners but active participants in enriching conversations. Engaging speakers didn’t just deliver talks; they fostered connections, inspired change, and left a profound impact on their audiences.

Event Trends Coming Up in 2024

Looking ahead to 2024, the events landscape is gearing up for some exciting shifts, all aimed at enhancing attendee experiences and event outcomes. Here are some event trends you can expect in the coming year:

1. Expansion of AI Use Cases

In 2024, the evolution of AI is set to take a significant leap forward. While AI in 2023 primarily centered around automation and productivity, this upcoming event trend is geared toward decision assistance, promising a more intuitive and intelligent event experience. Here’s what to expect:

Content Repurposing Made Effortless: Transforming webinar content will be as simple as a click, allowing event organizers to repurpose valuable insights with ease.

Swift Event Setups with AI Prompts: AI prompts will streamline event setups, ensuring faster and more efficient preparations, and leaving organizers with more time to focus on the event’s core elements.

Deeper Data Analysis and Event Performance Insights: Dive into in-depth data analysis powered by AI insights, gaining valuable takeaways about event performance. Uncover patterns, trends, and audience preferences, enabling informed decisions for future events.

This new wave of AI-powered technologies will not only enhance productivity but also empower event organizers with intelligent decision-making tools, marking a transformative shift in the way events are planned and executed.

2. Higher Demand for Self-Serve Event Platforms

Anticipate a surge in the demand for self-serve event platforms in 2024. Event owners are yearning for increased control over their event technology, leading to the rise of platforms that empower them in various ways:

Create Event Sites Through Self-Serve Modules: Event organizers will have the flexibility to craft personalized event sites using user-friendly self-serve modules, tailoring the platform to their specific needs.

More User-Friendly Customization Tools: Expect the introduction of intuitive customization tools that make it effortless for event planners to modify layouts, designs, and content, ensuring a seamless representation of their brand.

More Features to Support Niche Event Goals: These platforms will offer an array of features catering to niche event objectives. Whether it’s advanced networking capabilities, interactive sessions, or specialized analytics, event owners will find tools tailored to their unique requirements.

In essence, 2024 will witness a paradigm shift where event owners take the reins, shaping their events precisely as they envision, thanks to the evolution of self-serve event platforms.

3. Events As A Reliable Source of First-party Data

In the coming year, events will emerge as invaluable sources of first-party data, gaining unprecedented importance in the wake of a cookie less future. With cookies becoming obsolete, event data takes the spotlight, offering deep insights into attendee behavior and preferences.

Event organizers will harness this wealth of information through:

Event Reporting Dashboards: Real-time analytics will capture in-event trends and traffic patterns, providing a comprehensive overview of attendee engagement.

In-Event Feedback Channels: Interactive surveys and polls will enable instant feedback, allowing organizers to gauge audience sentiments, preferences, and event satisfaction levels, in the moment.

User Demographics & Preferences: Registration data will yield valuable user demographics and preferences, empowering businesses to tailor their events precisely to their audience’s needs.

This shift not only underscores the significance of events in the data-driven landscape but also highlights their pivotal role in understanding and connecting with audiences.

4. Hosts Creating New Ways for Attendees to Network

In 2024, event hosts are on a mission to foster more meaningful connections among attendees, seeking out opportunities for what we like to call “planned serendipity.” Here’s how they plan to achieve it:

Connecting Based on Focused Topics: Attendees will be able to join breakout sessions and roundtables, allowing them to connect with like-minded individuals who share a specific interest.

Smart Matchmaking: Innovative matchmaking tools will bring together attendees with similar interests, creating tailored networking experiences.

Simplified 1:1 Networking: Expect a seamless 1:1 networking experience through chat, meeting scheduler, and contact exchange tools. Making connections has never been easier, ensuring that every encounter counts.

5. Events As A Driver of Community

In 2024, events are anticipated to serve as catalysts, nurturing communities that thrive year-round. Organizations are embracing a dynamic approach, hosting not just one major event but a constellation of smaller touchpoint events throughout the year. These events create intimate spaces for meaningful connections.

Moreover, the advent of advanced tools is reshaping community-building and the event trends for 2024. Social media platforms and live feeds are abuzz with activity, fostering connections and conversations. These tools empower attendees, connecting them with robust networking, meeting, and matchmaking features.

It’s not just about the event day; it’s about fostering a sense of belonging and camaraderie that extends far beyond, turning events into the heartbeat of enduring communities.

6. Event Content As A Key Revenue Driver for Businesses

In the year ahead, businesses are set to harness the power of event content as a vital revenue generator, both during and after events making this one of the key event trends in 2024. Here’s how event owners are poised to make the most of this opportunity:

Leveraging AI-powered Tools: Event owners will utilize AI-driven tools to create and repurpose presentations, ensuring that the content remains fresh, engaging, and tailored to the audience.

Seamless E-commerce Integration: Event platforms will offer features like product listings, shopping carts, and order submissions, making it easy for attendees to explore and make purchases directly within the event space.

Lead Generation and Conversion: Dedicated apps will be instrumental in capturing and converting leads, facilitating meaningful connections, and ensuring a strong ROI for event owners.

On-Demand Events: The flexibility of hosting events on-demand will become a norm, allowing attendees to access content at their convenience, further increasing revenue opportunities.

E-commerce, sales, and marketing tools will take center stage as event hosts strategically utilize events as primary drivers of both sales and revenue. This shift will manifest in real-time purchases and orders during events, as well as in post-event lead generation and relationship building, establishing a seamless and sustainable revenue stream for businesses.

7. Increased Need for Modular Event Tech

Demand for adaptable event technology is growing. Event owners will seek a scalable platform to host a diverse range of events, catering to different needs throughout the year and will be one of the most important event trends in 2024. This platform will offer:

Access Overview Dashboards for Multiple Events: Event owners can conveniently oversee multiple events from a single dashboard, ensuring a seamless and organized management process.

Flexible Registration & Ticketing Tools: The flexibility to tailor registration and ticketing processes to specific event requirements such as tier pricing, hotel bookings and accommodation management ensuring a more personalized experience for attendees.

Hosting Virtual, In-person, and Hybrid Events Through One Platform: A unified solution to host various event formats, whether virtual, in-person, or hybrid, streamlining event planning and execution.

8. Hosts Opting For More Tech-Friendly Venues

In 2024, event hosts are leaning towards venues designed for the digital age. Immersive event spaces are becoming increasingly popular, offering attendees an unparalleled experience. These venues with state-of-the-art technology, provide seamless integration for various tools.

From interactive in-person venues to onsite gamification, scavenger hunts, and leaderboards, attendees can expect engaging activities. Additionally, mobile apps and high-touch tools are readily available, ensuring attendees remain captivated and connected throughout the event. Get ready to step into a new era of events with event trends, where immersive venues and cutting-edge technology redefine the way we gather and interact.

9. Inclusivity Is Top-of-mind for Event Hosts

In 2024, inclusivity will be a top priority for event hosts. Such event trends are committed to making events accessible to everyone, embracing the following aspects:

Accessible Event Technology: Event tech will be designed with accessibility in mind, ensuring that all attendees can easily navigate and engage with digital tools.

Venue Accessibility & Food/Beverage Options: Venues will prioritize accessibility, from ramps and elevators to inclusive food and beverage choices, catering to various dietary preferences and restrictions.

Features for Multilingual Audiences: To accommodate a diverse audience, events will incorporate features for multilingual participants, breaking language barriers and ensuring everyone feels welcome.

Wrapping Up

The future of event planning holds exciting possibilities as technology continues to advance and attendee expectations evolve. By staying informed about current event trends, event professionals can tap into the power of innovation, accessibility, AI, event technology, and personalization to craft extraordinary experiences that resonate with attendees long after the event concludes. 

Embracing these event trends is not merely about staying ahead of the curve; it’s about setting the stage for success and creating lasting memories that will shape the future of event planning. With a focus on immersive experiences, hybrid event solutions, personalized engagement, and sustainable practices, event professionals can elevate their events to new heights, leaving a profound impact on attendees.

Watch and decode more event industry trends here:

These days, just food and entertainment aren’t enough to keep participants satisfied. To truly engage your audience, you need fun and interactive activities. That’s why we’ve compiled a list of the best interactive event ideas to help ensure your event is a success.

Everything You Need to Know about Interactive Events

Event marketers should come up with interactive event ideas that actively engage participants, making them feel involved and excited about being there. Gone are the days when cocktail hours and keynote presentations could keep everyone satisfied. Today, people want more. 

Whether it’s through technology, hands-on sessions, or fun games, think of interactive event ideas that’ll make your gathering more dynamic and memorable.

How Do You Make an Event Interactive?

Simple: use technology to make it easier for attendees to connect, explore the event and come back to it later. Users can consider using a dedicated mobile app for the events to help attendees find their site easily, networking, download or watch content and more. 

By incorporating activities such as live demos, speed networking sessions, and engaging games, you turn passive observers into active participants, ensuring that your audience stays engaged and remembers your event. If you are hosting a younger crowd, you can also add augmented reality experience. 

10 Event Interactive Ideas for 2024

1. Social Photo Booths

What’s a corporate event without a memorable photo? Social photo booths are a staple for any event, offering a fun way for guests to capture and share moments. With options to choose filters and backgrounds using a touchscreen, and 360° booths for panoramic photos, attendees can share their pictures on social media using a specific event hashtag. 

A live photo album displaying guests’ photos in real-time on a screen adds an extra layer of engagement.

2. Campfire Sessions

Transform traditional speaking engagements into interactive campfire sessions. Instead of a standard conference hall setup, arrange the seating in a circle with a facilitator guiding the discussion among experts. 

This setup creates a more intimate and relaxed atmosphere, fostering open dialogue and stronger connections among attendees.

3. Interactive Food and Drink Stations

Elevate your corporate event with interactive food and drink stations. Imagine a customizable champagne cocktail bar, a live stir-fry station, or a donut wall. These interactive setups not only provide delicious food but also encourage networking as attendees connect while customizing their meals.

4. Cirque Show

Bring the magic of a Cirque show to your event venue. Hire mimes and magicians to engage participants, and feature acts like acrobats, contortionists, and aerial performers. 

These mesmerizing performances add an element of surprise and excitement, making it easier for attendees to break the ice and start conversations.

5. Cover Band

Live music can significantly enhance the atmosphere of your corporate event. If your event has a theme, such as a specific decade, hire a cover band to play hits from that era. 

For instance, a 70s disco theme would be perfectly complemented by a band playing classic disco songs. Work with the band to develop a setlist that meets everyone’s expectations and keeps the energy high.

6. Customizable Swag Stations

Set up customizable swag stations to give attendees memorable keepsakes. Items like personalized clothing, accessories, or caricatures create a unique connection to the event. 

These stations also offer great marketing opportunities for sponsors, allowing them to feature their logo or brand message on the swag items.

7. Contests

Introduce some friendly competition to liven up your event. Consider organizing contests like a scavenger hunt, trivia, raffle, or photo contest. 

You can also have speed networking challenges, best outfit contests, dance-offs, karaoke competitions, or classic party games like Jenga and ping pong. These activities not only entertain but also encourage interaction among attendees.

 vFairs provides a variety of gamification features including scavenger hunt and trivia that you can consider including in your next event. Using tools like Slido, you can gather real-time input from attendees, transforming them from passive listeners into active participants. This not only engages your audience but also provides valuable insights that can shape the event’s direction.

vFairs also has an integration with Kahoot for interactive quizzes, making learning enjoyable and fostering teamwork among participants.

Adding gamification elements, such as virtual scavenger hunts and trivia games, can boost excitement and help attendees absorb information in an engaging way. For example, virtual scavenger hunts can have attendees search for hidden items within the event environment, promoting exploration and engagement​.

8. Virtual and Augmented Reality

Incorporate virtual reality (VR) and augmented reality (AR) experiences into your event. Technologies like a virtual skydiving simulator or an AR scavenger hunt can provide thrilling and immersive experiences that keep attendees engaged and entertained, all within your event venue.

Additionally, consider these brilliant product launch event ideas, such as interactive 3D event spaces, gamification elements, and engaging live Q&A sessions to further enhance the virtual product launch experience.

9. Interactive Activities for Groups

Engage large crowds with group activities that foster teamwork. Interactive event ideas include Minute to Win It challenges, escape rooms, team obstacle courses, charity auctions, or game-show-style events. These interactive games promote collaboration and create positive associations with your event.

10. Interactive Activities for Virtual Events

If you’re hosting a virtual event, incorporate engaging activities to keep attendees connected. Ideas include virtual trivia, escape rooms, and networking sessions. Platforms like vFairs offer interactive features like trivia games and themed virtual spaces where attendees can move around as avatars, exploring the venue and connecting with others nearby.

You can also offer virtual tours or scavenger hunts, allowing attendees to explore and compete from their own locations. These activities make virtual events more dynamic and enjoyable.

For a comprehensive guide on planning successful events, including detailed strategies and tips, check out the Event Planning Guide. 

11. Conduct Workshops and Masterclasses

Offering hands-on learning experiences led by industry experts provides attendees with practical skills and knowledge. These sessions are interactive by nature, encouraging participants to ask questions and engage deeply with the content.

12.  Personalize the Experience

 Leveraging data to tailor content and interactions ensures each attendee feels valued and engaged. Personalized agendas and recommendations can significantly enhance the overall experience, making each participant feel special and attended to.

13. Create Interactive Flipbooks and Infographics

Creating digital flipbooks and infographics that include hotspots, videos, and other interactive elements can make information more visually appealing and engaging. This method not only presents content in a dynamic way but also keeps the audience’s attention longer.

Benefits of Adding Interactive Event Idea Elements

• Boosts Engagement: Activities like live polls, Q&A sessions, and tech-driven interactions ensure attendees are not just present but actively participating. This transforms the event from a passive experience into an engaging one.
• Enhances Learning: When participants are involved in hands-on activities, workshops, and interactive presentations, they absorb and retain information better. This is especially important for conferences and corporate events where the goal is often to educate and inform.
• Fosters Connections: Interactive activities for events, such as networking games and group challenges, help attendees connect with one another. These connections can lead to valuable professional relationships and a sense of community.
• Adds Fun and Excitement: Incorporating unexpected elements, like surprise speakers or spontaneous performances, keeps the energy high and makes the event more enjoyable. Fun activities also create memorable moments that attendees will talk about long after the event.
• Showcases Innovation: Using cutting-edge technology like virtual and augmented reality can create unique, immersive experiences. This not only captivates your audience but also highlights your event as forward-thinking and innovative.
• Gets Everyone Involved: Interactive games for events make it easy for your audience to jump in and have fun. Whether it’s a lively crowd participation game or more structured audience participation activities, the goal is to keep everyone engaged.
• Memorable Experiences: Crafting interactive event experiences that tell a story or involve unique interactive  event ideas for events can create lasting memories. Think of it as turning your event into an unforgettable adventure that attendees will talk about long after it’s over.

Planning and Executing Interactive Events

Step 1: Determine Event Goals and Target Audience

Start by identifying what you want to achieve with your event. Are you aiming to boost brand awareness, generate leads, foster networking, or simply entertain? Having clear goals will guide your planning process and help you measure success. 

Equally important is understanding who your audience is and what interests them. Consider their demographics, preferences, and behaviors. This will help you tailor your interactive event ideas to create experiences that resonate with them, whether it’s through interactive games for events, engaging activities, or innovative audience participation methods.

In deciding between in-person and virtual formats, consider insights from vFairs’ analysis on in-person versus virtual meetings.

Step 2: Select Appropriate Interactive Formats

Choose  interactive event ideas that best match your goals and audience. Consider options like virtual team interactive games for events, crowd participation games, and audience participation activities.

Step 3: Identify the Right Technologies and Tools

Find the tech that will bring your event interactive ideas to life. Utilize event mobile apps and gadgets for interactive games for online events and interactive engagement activities.

Step 4: Promote the Interactive Elements

Build excitement by highlighting the interactive entertainment ideas in your event promotions. Share sneak peeks of interactive games for conferences and other event activity ideas to attract attendees.

Step 5: Gather Attendee Feedback

After the event, collect feedback to measure success. Use insights to improve future interactive event experiences and refine your interactive corporate event ideas.

Conclusion

Interactive event ideas are essential for creating memorable and engaging experiences. By incorporating creative interactive event ideas, you can ensure your event stands out and leaves a lasting impression on attendees. 

Whether you’re using technology like virtual reality, fostering audience participation through live polling, or adding fun elements like social photo booths and gamified activities, the key is to make your audience feel involved and excited.

That’s exactly what an event chatbot can do for you. No more scrambling to provide last-minute attendee support or struggling to gather information for your post-event reporting. For event marketers and organizers, these AI-powered assistants are game changers, streamlining everything from registration to real-time performance updates.

But these are just a few of the benefits an event bot has to offer. To discover more, keep reading as we explore further advantages of adopting a chatbot for event management!

What Is an Event Chatbot?

Before diving into the benefits, let’s start by defining what an event chatbot is. What comes to mind when you think of a chatbot? Most likely, your answer is going to have something to do with customer support. However, they are much more than that. 

Event chatbots are automated, conversational virtual assistants designed to perform tasks like generating content based on a prompt given to them. From creating event checklists to sharing event performance data, event organizers can leverage this tool. You can also use them on event websites or event apps to provide quick answers to attendees to enhance the event experience.

In short—it doesn’t matter what type of event you’re organizing, whether it’s in-person, online, or hybrid, an event bot can help you save time and energy.

7 Benefits of Using an Event Chatbot

Managing events is never easy. It involves juggling thousands of tasks, all while coordinating between various parties. An event bot can significantly ease this complexity by automating redundant tasks, providing quick support, and much more. Let’s dive into some more benefits of integrating a chatbot into your event planning and execution.

1. Streamline the Registration Process

There’s a long and ever-growing line of attendees, and you have to get them all registered then and there. Doesn’t sound like an easy or fun task, does it? That’s why an event bot makes more sense. Because one of the key advantages it offers is its ability to speed up the event registration process.

For starters, automation helps save organizers and participants valuable time and energy. Plus, another great benefit is that these bots are available 24/7. This means they allow attendees to register at their convenience, even outside regular business hours. This small change can easily boost your event registration rates and improve satisfaction.

After registration, event bots can promptly send confirmation messages and tickets. This eliminates the need for any additional follow-ups. It also means no more anxiety wondering what’s taking the confirmation so long!

2. Save Time, Money, & Precious Resources

Event management involves hundreds of manual, redundant tasks that take way too much time to execute. For instance, tasks like entering attendee information into databases or issuing tickets. This means precious resources become preoccupied with menial work.

An event bot can save you from all that. By delegating repetitive administrative tasks to the chatbot, your team of event planners and organizers are free to focus on more strategic activities, such as decision-making and networking.

Lastly, such automation minimizes the risk of any human error. This helps prevent costly mistakes, saving you loads. All in all, handing over manual tasks to a chatbot leads to a more efficient event management process.

3. Collect Real-Time Data About Attendee Behavior

Chatbots excel at collecting and analyzing data on attendees and their behavior in real-time. As participants interact with the event chatbot, it can instantly capture insights about their preferences and actions. This continuous stream of data can help organizers identify trends and patterns in attendee behavior that might otherwise go unnoticed. 

For example, you could ask the chatbot which sessions or speakers are the most engaging and which topics spark the most interest. You can then use this information when planning future events, or even when moving around the schedule for the current event.

Another great benefit of using event bots is that they can collect attendee feedback in real-time too. And with such valuable feedback in hand, you can make adjustments on the fly, improving the event experience as it unfolds. Without chatbots, gathering and organizing all this data manually would be nearly impossible. Human staff simply can’t keep up with tracking interactions and feedback at such a scale.

4. Focus on Data-Driven Decision-Making

After you automate attendee data collection with an event bot, this frees up time for you to focus on more important, strategic matters. Instead of relying on outdated or speculative information, you get access to precise insights about how attendees interact with your event. 

This means you can allocate your newly freed-up time to actually analyze this data and inform future decision-making. Ultimately, all this results in you making data-driven decisions with a higher degree of accuracy and confidence.

Additionally, by basing your strategies on real data, you reduce the risk of making any decisions that might miss the mark. So this approach not only helps in avoiding potential pitfalls but also provides a deeper understanding of attendee interactions. With these insights, you can make targeted improvements, leading to more effective and engaging events. 

In other words, data-driven decision-making enables you to respond proactively to attendee needs and trends, ensuring that each event you organize is better than the last.

5. Send Immediate Updates & Customized Communications

An event chatbot can greatly improve how you interact with attendees at events by offering personalized, timely, and relevant help. For example, if an attendee has signed up for a session, the chatbot could remind them 15 minutes before it starts. It could also show them a map to help them find their next session.

Similarly, the chatbot can keep attendees updated with instant notifications about any changes to the schedule or important announcements. This helps everyone stay informed and avoids confusion, making the event run more smoothly.

In addition to real-time updates, the event chatbot can provide customized communication. It can give attendees personalized schedules, suggest sessions they might like based on their interests and even help them network with others who have similar preferences. This way, everyone can make the most of the event and connect with opportunities that suit their interests.

6. Provide Better Attendee Support

No one likes waiting, especially when they’re in trouble and are looking for help. This means in order to enhance the attendee experience, it’s vital to offer immediate support. However, providing quick support is only part of the puzzle. The support must also actually be of use to the attendee, offering tailored suggestions to their specific issue at hand.

Accomplishing all this manually isn’t easy. But all this can be solved by using a chatbot for event management. Chatbots ensure that attendees have quick access to the information they need, making their experience seamless and enjoyable. Plus, they are available 24/7, providing round-the-clock support. This is key for global events where participants span multiple time zones. In fact, 64% of users admit that the 24-hour service is the most helpful feature of a chatbot.

Additionally, by automating responses to common queries and issues, you reduce the strain on your customer support team. This enables them to focus on more complex issues that require personal assistance. This approach not only improves efficiency but also ensures that every attendee receives the attention they deserve.

7. Improve Data Analysis & Reporting

Lastly, an event chatbot can greatly simplify data analysis and improve reporting. Instead of sorting and analyzing data to formulate a concrete report, you can automate it with a chatbot. Chatbots streamline the entire analytics process by automatically generating detailed reports and insights after each session, talk, or event. These reports provide useful information for evaluation and future planning, making it easier to assess what worked well and what needs improvement.

The reporting functionality isn’t limited to post-event analysis though. Even during the event, you can use an event bot to track and monitor performance metrics such as registration numbers, session attendance, and interaction rates. This immediate feedback enables you to gauge success or identify issues as they arise, so you can make timely adjustments on the go.

Plus, advanced analytics can also help uncover trends and patterns that might not be immediately obvious otherwise. This, again, offers you deeper insight into attendee behavior and preferences, helping you refine your strategies and ultimately create more successful events.

Key Characteristics Your Event Chatbot Should Have

Now that we’re done understanding, “What is event chatbot?”, it’s time to focus on finding the right one for your next event! There are certain characteristics every well-designed chatbot should have, like ensuring data security or easily scaling as your needs grow. Let’s dive into what these essential features are so you end up with an event bot that’s perfect for you.

1. User-Friendly Interface

A user-friendly interface is crucial for ensuring that all users, regardless of their tech-savviness, can easily navigate the event bot. Look for a design that is simple, intuitive, and accessible for anyone with audio-visual or cognitive disabilities as well. Having a well-designed interface helps minimize confusion and enhances the overall user experience, making it easier for users to find the information they need quickly and efficiently.

2. Secure

Security is a top priority for any event chatbot. Ensure that the event chatbot you pick adheres to data protection standards and relevant regulations. Robust encryption and secure data handling practices are essential to protect sensitive attendee information and prevent any data breaches. Remember, the goal of any successful event is to ensure a safe and trustworthy experience for all.

3. Scalable

As your event grows, so will the volume of user interactions. So, choose a scalable chatbot that is built to handle increased traffic and a higher number of queries without compromising performance. This flexibility is vital for accommodating large events and ensuring that every attendee receives prompt and reliable support, regardless of the number of participants.

4. Accurate

The event chatbot you pick should provide accurate answers to attendee and organizer questions alike. There shouldn’t be any need for further follow-up or re-checking. Having an accurate chatbot also improves user satisfaction by ensuring that everyone receives the correct information quickly.

5. Customizable

Since the chatbot is going to be an integral part of your event, it naturally follows that it should reflect your event’s or company’s branding. This is why having a customizable event bot is so important, so you can adapt its appearance, tone, and communications to align with your brand’s identity.

6. Multilingual Natural Language Processing

For international events, it is crucial that you adopt a chatbot with multilingual natural language processing. This capability allows the chatbot to interact with attendees in multiple languages, making it accessible to a global audience.

7. Integration Capabilities

Finally, make sure the chatbot can easily work with your event management platform and CRM system. This way, all your data stays up-to-date and organized. Integration saves time and ensures that all data is synchronized, providing a cohesive management experience.

What the vFairs Event Chatbot Can Do for You

While you’re on the hunt for the right chatbot for event management, let’s go over everything the vFairs event bot has to offer.

Quicker Analytics With Built-in Reports

With the vFairs Reporting Chatbot, you can easily choose which report type you want to generate, from Event Stats, Booth Stats, and Webinars. Or, for quick answers, you can just chat directly with the AI-powered event bot to ask for relevant data about your event. You can also easily download this chat for future reference and event debriefs.

Our chatbot also comes with a reporting dashboard, so you can view all your event data at a glance. We’ve also paid special attention to the interface, ensuring that it is simple and intuitive to navigate through. Similarly, all the data is also presented in a user-friendly and simple manner, so you never get confused or bogged down in the details.

We’re excited to grow our chatbot and envision great things for it. In fact, here’s what Salman Saeed, Director of Product Management at vFairs had to say about it:

“vFairs Reporting Chatbot has been designed to revolutionize the way event organizers gather insights from their events. It provides users the ability to ask specific questions, such as the number of attendees, which booths received the highest visits, and which webinars garnered the highest views.

With this conversational chatbot, organizers can effortlessly access valuable event data and gain actionable insights. It will streamline the process of gathering and analyzing event metrics, providing event organizers with the necessary information to measure success and make informed decisions for future events.”

Seamless Content Repurposing Into Blog Posts & More

Once you’re done with a webinar, why let all that amazing content and hard work just go to waste? More people deserve to go through it and learn from it. That’s why with vFairs AI-powered chatbot, you can reuse your webinar to create content for various channels. Not only does this feature save you time and effort, but it’s also a great way for engaging audiences across multiple platforms.

With the vFairs Webinar Summary and Chapterization feature, you get to turn precious content into blog posts, webinar summaries, social media posts, newsletters, emails, and more! Now, no more long hours of research and painstaking planning will ever go to waste after your live webinar ends.

Custom Content Creation in a Snap

Last but not least, vFairs offers you the capability of creating custom content for all your needs. Our AI Writing Assistant can help you with email campaigns, social media posts, landing page copies, video scripts, press releases, and much, much more.

These tools enable event organizers to customize virtual environments, sessions, and interactive features to better align with their specific event branding and goals. You can easily and swiftly adapt layouts, graphics, and content, ensuring that each event is unique and visually engaging.

Upcoming Chatbot Capabilities to Look Out For

These features are just the beginning. We’re constantly trying to innovate and introduce new functionalities to improve user experiences and enhance efficiency. As part of this initiative, we’ll be expanding the chatbot’s capabilities available to organizers in the upcoming months.

A major update you can expect soon is experiencing our chatbot’s intelligent assistance directly within the mobile app. This guidance will provide greater support to attendees by instantly answering their queries related to sessions and event agendas.

This is just one of the many features we’re working on to improve our chatbot. So, stay tuned if you’re looking for ways to save time and streamline event management!

The Final Word

Hopefully, by now you see the endless benefits that an event chatbot has to offer! By adopting the right chatbot, you can entirely streamline your event management process, reduce redundant work, and elevate attendee experiences.

From personalized communication to seamless data handling, event chatbots offer a range of advantages that make them indispensable for event planning. As technology continues to advance, the evolving features of event chatbots promise even greater improvements. Embracing these innovations will help you stay ahead in the competitive world of event management (and free up time to enjoy it as well)!

Luncheon events are incredibly versatile and can range from casual gatherings to highly formal affairs. For example, you might host a simple office luncheon, or you could plan something as formal as the annual White House luncheon, which has been a tradition since 1897. Other examples of formal luncheons include the prestigious Pulitzer Prize luncheon at Columbia University or the Oscar-nominees luncheon, which hosted 150 nominees in 2012.

Regardless of the type of luncheon you’re planning, successful execution requires careful attention to detail. As an event planner, your goal is to ensure that guests have a great time and leave with a positive impression, whether the event is casual or steeped in tradition.

What is a Luncheon Party and Why Should You Host One?

A luncheon is a mid-day meal typically hosted for business or social purposes. It can be either a formal or informal event, depending on the occasion and the host’s preferences. Unlike formal dinners, luncheons have a more casual, relaxed vibe and often feature lighter meals and desserts. 

It’s also important to note that while the terms luncheon vs lunch are often used interchangeably, a luncheon typically refers to a more organized and event-driven meal, often with a specific purpose or theme. Lunch is generally more informal and can be a simple, everyday meal.

Here are some compelling reasons why hosting a lunch event is beneficial:

Networking Opportunities

 Luncheon events provide a friendly and easygoing environment, making them ideal for socializing and connecting with others. Guests can enjoy a variety of flavors without feeling overly stuffed, facilitating better conversations and connections.

Cost-Effectiveness

Compared to large evening events like galas and conferences, luncheon events are more budget-friendly. The costs for food and beverages are generally lower, making luncheons an economical option for event hosts.

Fundraising Potential

Nonprofits often use luncheon events for fundraising opportunities. Ticket sales or auctions at these events can help raise funds for specific causes or purposes, allowing attendees to contribute generously while enjoying a pleasant meal. 

Effective nonprofit event planning ensures these luncheons are well-organized and impactful, maximizing both attendance and contributions. If you decide to raise funds by hosting the event virtually, it is extremely beneficial for you non-profit.

You can  reach a wider audience, eliminating geographical barriers and reducing event costs. Additionally, virtual events can provide a flexible and convenient platform for donors to contribute, increasing overall participation and engagement. Here are a couple of virtual fundraising ideas that you can implement.

Types of Luncheon Entertainment Ideas

Luncheon events can take many forms, depending on their goals, audience, and format. Here are some popular luncheon program examples to explore:

1. Networking Luncheon

These luncheons, typically hosted by businesses or professional groups, provide an opportunity for attendees to connect, discuss business strategies, and share ideas. Including icebreakers or guest speakers who offer networking tips can enhance the experience.

2. Fundraising Luncheon

Charitable organizations often organize fundraising luncheons to support their causes. Activities like silent auctions or raffles can boost contributions and keep participants engaged.

3. Corporate Luncheon

To show appreciation for employees’ efforts, companies might host corporate luncheons. These events often feature keynote speakers, award presentations, recognition speeches, and team-building exercises to foster a positive work environment.

4. Professional Association Luncheon

Professional associations frequently hold luncheons for their members, offering guest speakers, workshops, or panels on industry-specific topics. These events provide valuable learning opportunities about the latest trends and best practices in the field.

5. Product Launch Luncheon

When launching new products or services, companies may organize luncheons to introduce these innovations to clients, customers, and the media. Product demonstrations, tastings, or hands-on experiences allow attendees to engage directly with the new offerings. These events also provide excellent networking opportunities with industry influencers.

6. Educational Luncheon

Schools, colleges, and educational institutions might host educational luncheons to discuss new programs, policies, or achievements. These events can include presentations by educators, discussions on educational trends, and recognition of student or faculty accomplishments.

7. Client Appreciation Luncheon

Businesses can organize luncheons to show appreciation to their clients for their support. These events can include personalized acknowledgments, exclusive previews of upcoming products, or special offers as a token of gratitude.

8. Awards Luncheon

An awards luncheon is designed to recognize and celebrate achievements within a company or organization. These events typically include the presentation of awards, speeches, and often a formal meal, making it a prestigious occasion for attendees.

9. Team-Building Luncheon

To strengthen team dynamics and morale, organizations can host team-building luncheons. These events might include interactive games, workshops, or activities designed to improve collaboration and communication among team members.

10. Community Luncheon

Local community groups or municipal bodies may organize community luncheons to discuss local issues, celebrate community achievements, or simply foster a sense of belonging among residents. These events often feature speeches from community leaders and opportunities for attendees to voice their opinions. 

These community event ideas for nonprofit organizations can be integrated into these luncheons, enhancing their purpose and impact.

Serving Styles for Your Luncheon Event

When planning a luncheon event, it’s crucial to carefully select the food and drink options. Here are some ideas to consider:

Buffet

A buffet-style lunch event allows guests to serve themselves from a variety of dishes. This option is ideal for larger gatherings, providing flexibility and a range of choices to satisfy different tastes.

Plated Meal

For a more formal luncheon, consider a plated meal where guests select from a pre-set menu. This approach adds an elegant touch and ensures a structured dining experience, fitting well with a formal luncheon agenda.

Boxed Lunches

Boxed lunches are perfect for lunch events where guests might need to take their meal with them, such as conferences or seminars. They are convenient and can be tailored to individual preferences.

Dessert Bar

A dessert bar offers an assortment of sweet treats for guests to choose from. This is an excellent idea for bridal or baby showers, adding a delightful end to the meal and serving as a fun luncheon entertainment idea.

Signature Drink

Offering a signature cocktail or mocktail can add a unique and special touch to your luncheon program. It enhances the event’s theme and provides a memorable experience for the guests.

Tips for Hosting a Luncheon Party

Here are some tips on how to host proper lunch and make your event a hit:

Plan in Advance

Start your planning process early. Identify the event’s purpose, the number of attendees, and the outcomes you hope to achieve. Create a detailed timeline, delegate tasks, and establish a budget. Proper organization will help your luncheon party run smoothly.

Select the Right Venue

Choose a venue that fits the size and purpose of your luncheon event. Ensure there are enough seats for everyone, including accommodations for guests with mobility issues. Arrange tables to encourage interaction and provide enough space for easy movement. Consider adding decorations, music, or other entertainment to make your guests feel at ease.

Design the Menu Thoughtfully

Take into account your guests’ dietary needs, preferences, and cultural backgrounds when planning the menu. Provide a variety of options, such as a buffet with different dishes, finger foods, and dessert stations. 

This approach caters to diverse tastes and ensures everyone finds something they enjoy. Include visually appealing presentations to enhance the dining experience.

Implement Sustainable Practices

Adopt sustainable practices for your luncheon event. Use reusable or compostable serving and packaging materials to reduce waste. Choose locally sourced or organic food to minimize environmental impact. Utilize energy-efficient lighting and equipment to conserve energy.

Consider Timing

When scheduling your lunch event, especially for corporate settings, consider the availability and preferences of your attendees. Choose a date and time that accommodates most schedules, taking into account work commitments and time zones. Communicate the event details well in advance to ensure maximum participation.

Promote the Event

Use a mix of digital and personal communication methods to promote your luncheon party. Create engaging content for social media, highlighting key details and special features of the event. Utilize event management tools for registration and ticketing to streamline the RSVP process and gather valuable data.

Send Invitations Early

Dispatch invitations well ahead of the event to give guests ample time to RSVP and plan their schedules. Include all essential details, such as the date, time, location, RSVP deadline, guest list, and any special instructions. Mention the dress code to ensure guests come prepared.

Create a Welcoming Atmosphere

Focus on creating a welcoming and comfortable atmosphere for your luncheon event. Align your decor and ambiance with the event’s theme and style. For formal events, use elegant decor and lighting. For casual gatherings, incorporate natural elements and bright colors. Use lighting to set the mood, and add fresh flowers for a touch of elegance. Choose background music that complements the event and enhances the overall experience.

Ensure Friendly Staff

Hire staff who are friendly, approachable, and attentive to guests’ needs. A warm greeting and helpful demeanor can make attendees feel valued and welcome.

Have a Clear Program or Agenda

Establish a clear luncheon agenda to keep the event organized and inform guests of what to expect. This helps manage the flow of the event and ensures everything runs smoothly.

Facilitate Networking

Encourage networking by providing name badges and organizing structured networking sessions. Utilize networking apps to help attendees connect before, during, and after the event. These strategies foster meaningful interactions and collaborations.

Provide Adequate Staffing

Ensure there are enough staff members to handle setup, food preparation, serving, and logistical management. Adequate staffing ensures the event runs smoothly and any issues are promptly addressed.

Offer Engaging Activities

Incorporate activities that will keep guests entertained and engaged. Consider short presentations or speeches relevant to the event’s theme. Organize trivia games or quizzes to encourage interaction and fun.

Follow Up After the Event

Thank your guests for attending before the event concludes. You can do this with a closing speech, thank-you announcement, or personal goodbyes. After the event, send follow-up emails or thank-you notes to express gratitude and gather feedback. This shows your appreciation and helps improve future events.

Host a Perfect Luncheon Event with vFairs

Use vFairs to host your luncheon event and ensure a seamless and professional experience. vFairs’ event management software offers comprehensive tools for organizing and executing virtual, hybrid, and in-person events. 

With features like custom event websites, online registration, live chat, and networking capabilities, our event management software for nonprofits simplifies the planning process and enhances attendee engagement. Their platform also supports fundraising through integrated donation options and gamification, making it ideal for nonprofit organizations aiming to maximize their impact and reach a wider audience.

These conferences offer more than just theoretical knowledge. They provide hands-on workshops, technical sessions, opportunities to interact with industry experts, and insights into the latest developments in machine learning, deep learning, and other AI subfields. 

Let’s now explore the best AI conference 2024.

Upcoming AI Conference in 2024

1. Ai4 2024

Date: August 12-14, 2024. 

Location: Las Vegas, Nevada, US. 

About the AI Conference

The Ai4 conference, established in 2018, is the epicenter of the global AI ecosystem. Besides learning about AI, you can get to network with industry leaders and experience the the vibrant city of Las Vegas.

Why You Should Attend

The Ai4 2024 conference will feature over 350 speakers, including top industry AI speakers, and expects 4,500 attendees from more than 75 countries.

In addition to utilizing private networking applications, the event is capitalizing on event tech, including recorded event sessions post-event, to facilitate access to content for attendees post-event.

About Tickets

One of the best AI events 2024, Ai4, costs around  $1,695. For more information, click here. 

2. The AI Conference

Date: September 10-11, 2024

Venue: The Embarcadero, San Francisco

About the AI Conference

The AI Conference in San Francisco is among AI enthusiasts’ most highly anticipated events. 

The AI Conference is an unprecedented meeting of minds at The AI Conference 2024! This event will feature an exclusive Fireside Chat with two luminaries in the field of artificial intelligence: Robert Nishihara, Co-founder of Anyscale, and Mark Chen, Head of Frontiers Research at OpenAI.

Why You Should Attend

The AI conferences has it all. It comprises three main tracks:

• Builders Track: For AI developers, engineers, and founders working on AI product development.
• Technical Track: Geared towards engineers, researchers, and those interested in advanced algorithms and optimization techniques.
• Strategy Track: This track is designed for leaders, strategists, and decision-makers, and it focuses on the ethical implementation of AI, AI promotion, and its economic and societal impacts.

About Tickets

The event takes full advantage of online registration with ticketing and tiered pricing, offering early bird discounts, VIP access, and more.

The AI Conference offers the following ticket types:

• General Admission: $1,399
• Team Tickets: $1,139
• Late Bird: $1,899

You can learn more about the AI Conference here. 

3. AI For Defence Summit

Date: September 11-12, 2024

Venue: Washington DC, United States

About the AI Conference 

The 3rd Annual AI for Defence Summit is a highly anticipated two-day event that will unite members of the Department of Defence’s military services, the federal government, the IC industry, and academia.

Why You Should Attend

At the AI Conference, the focus will be on exploring artificial intelligence’s revolutionary role in advancing defense capabilities, gaining a decision advantage, accelerating digital transformation, and enhancing national security.

About Tickets

Regarding ticketing, the summit offers the following types of tickets:

• Industry/Contractor for Two-Day Summit – $1,299 (Save $200 on an early bird discount with booking and payment before August 16, 2024)
• Nonprofits, Academia FFRDCs, and Foreign Military (with proper ID and associated email) for Two-Day Summit – $790 (Save $100 on early bird discount with booking and payment before August 16, 2024)
• Active-Duty US Military and Government Employees (with proper ID and associated email) for Two-Day Summit (Pre-Registration) – FREE

You can learn more about the event and ticketing from here.

4. Dreamforce

Date: September 17-29, 2024 

Venue: CA at Moscone Center, SanFrancisco

About the AI Conference

Dreamforce is one of the largest AI conferences in 2024. This year’s event will focus on how companies can become an AI Enterprise.. 

Why You Should Attend

The three-day conference will bring the brightest minds in the industry together to learn everything possible about AI for business and beyond.

About Tickets

Currently, the standard ticket price for the AI conference is $1,999.

You can learn more about the ticket types and the conference here. 

5. PyTorch

Date: September 18-19, 2024

Venue: CA, San Francisco

About the AI Conference

PyTorch is a cutting-edge AI conference known for its open-source and machine-learning framework.

Why You Should Attend

The two-day conference will unite top researchers, developers, and academic communities to promote collaboration and advance end-to-end machine learning technology.

In addition to keynote sessions and event swag, the AI Conference has arranged breakout sessions for attendees to network and connect to maximize new opportunities.

In 2024, Dreamforce will host one of the best generative AI conferences. It will focus on the intersection of open-source generative AI and machine learning.

About Tickets

The AI conference offers the following ticket categories:

For Attendees:

• Standard ticket price: $699
• Late pricing: $849

For Academics:

• Standard pricing: $249
• Late pricing: $249

You can learn more about the event and pricing over here. 

6. Ray Summit

Date: September 20 – October 2, 2024

Venue: Marriott Marquis, San Francisco

About the AI Conference

Ray Summit claims to be one of the world’s largest AI conferences. The highly anticipated open-AI conference offers in-person training sessions to enhance your skills in GenAI and LLMs.

Why You Should Attend

It is a gathering for open-source AI infrastructure leaders to learn from and share their experiences. The conference offers many networking opportunities and ways to explore cutting-edge AI tech.

In addition to hands-on expert-led workshops, the AI conference provides a multitude of networking opportunities to facilitate interaction with the foremost innovators in the AI industry.

About Tickets

This unique artificial intelligence event has yet to disclose its pricing. However, you can create an account and log in to the event to learn more about it. Here is the link. 

7. AI & Big Data Expo

Date: October 1-2, 2024

Venue: RAI, Amsterdam

About the AI Conference 

The AI & Big Data Expo is considered one of the top AI conferences in 2024. This highly anticipated event will cover data monetization, AI-driven personalization, enterprise adoption of AI, and more.

Why You Should Attend

The two-day event will feature a panel discussion with industry experts, workshops, live demonstrations, solution-based case studies, and numerous networking opportunities.

The AI & Big Data Expo is set to unite renowned C-suite executives and speakers from top international enterprises. The conference promises valuable networking opportunities with business and strategy leaders as well as data and engineering experts.

About Tickets

The AI conference offers a two-day gold pass for $710 and an ultimate pass for $899, including free entry to the content library hub and an expo pass. For more information about the event, you can visit the official website.

8. World Summit AI

Date: October 9-10, 2024. 

Venue: Taets Art & Event Park, Amsterdam

About the AI Conference

The World Summit AI conference, established in 2017, is a global AI conference. 

It will cover a wide range of industry topics, ensuring that there’s something for everyone and launching the launchpad for the latest AI products and services. 

Why You Should Attend

This year, AI summit insiders are covering stories about the impact of Human AI convergences, cybernetics, and AI’s inlay on equity, employment, and the economy. 

With the best brains of AI on the speaker’s panel, the conference harnesses event tech through a dedicated event networking app, on-demand content, and 24/7 customer support, ensuring a seamless attendee experience.

About Tickets

• Early bird onsite experience – vip package – €1,899 + local taxes
• Early bird onsite experience – expo and content – €1,499 + local taxes
• Early bird onsite experience – expo only – €919 + local taxes
• Early bird onsite experience – vendor and consultant – €2,599

These prices are subject to increase on September 27. For booking and additional details, please visit the event’s official website.

9. Big Data Conference Europe

Date: November 19-22, 2024

Venue: Hybrid – Vilnius, Lithuania, and available online.

About the AI Conference

The conference includes an in-person workshop on the first day and a hybrid teleconference over the next three days. 

Why You Should Attend

The agenda features topics in AI, such as ChatGPT, deep learning, and predictive analytics. Attendees from all backgrounds, inside and outside Europe, participate in this event.

Apart from the networking opportunities at the AI conference, there are event gamifications, a workshop, and a cinematic-style venue with comfortable seating.

About Tickets

• Four-day full ticket – €950
• Three-day onsite ticket – €730
• Three-day online ticket- €730

You can find more information about the event and its ticket prices on their website. Click here. 

10. AI World Congress 2024

Date: November, 27-28, 2024

Venue: Kensington Conference and Events Centre, London

About the AI Conference

The AI World Congress 2024 will be a two-day AI seminar. This AI conference features the top industry experts, researchers, and thought leaders who are actively shaping the future of artificial intelligence. 

Why You Should Attend

The AI Conference includes sessions covering topics such as AI governance, Larger Language Models (LLMs), applications of AI and ML, and more.

The conference is finalizing the advanced technology it will use to ensure an exceptional event experience. We can confirm that the AI conference will feature highly anticipated keynote speaker sessions and much more.

About Tickets

The AI conference offers the following ticket types and prices:

– Early Bird: £495

– VIP Pass: £695

– Full Price: £2,250

You can get more information about the AI conference here. 

Learn, Network, and Implement at AI Conferences

AI conferences offer more than just an opportunity to learn about the future of AI. These AI networking events provide valuable networking opportunities, allowing you to connect with some of the brightest minds in the industry.

These conferences are working with top event management companies to ensure the use of cutting-edge event technology, providing attendees with an exceptional experience. Many event technology partners already incorporate AI into their event tech, such as vFairs with AI-powered event tools.

So, take advantage of this opportunity to immerse yourself in AI and learn about AI in events, science, and other sectors at some of the best artificial intelligence conferences in 2024.

Managing a conference involves numerous tasks, from logistics coordination to attendee engagement. One of the most complex and time-consuming aspects of event planning is handling speakers or abstracts.

Online abstract management software provides a platform for event organizers to plan and manage the submission, peer review, and publication of work submitted for presentation at conferences. 

The best abstract management software centralize the entire abstract management process and streamline conference management, saving time and eliminating the common frustrations of manual management, such as using spreadsheets.

Review of the Best Abstract Management Software

1. vFairs

Revolutionize your call for papers process with the best abstract management software. Designed to streamline submissions and facilitate both single and double-blind peer reviews, our platform helps boost the number of submissions and gives you more control over the conference content.

Our all-in-one abstract management system guides you through every step, from issuing the call for papers to publishing them at your event. By eliminating the need for third-party tools, our platform makes the process simpler, faster, and more convenient. Manage submissions, oversee reviewers, and coordinate your entire conference seamlessly within one integrated system.

The abstract review and management process with vFairs brings you closer to hosting a successful conference whether it’s a virtual conference, hybrid or on-site. 

Let’s find out how.

Streamlined Abstract Submission

Effortlessly collect more abstracts by eliminating the hassle from your call for papers process. Create a highly customizable abstract submission form with the best abstract management software that allows authors to easily upload presentations, abstracts, videos, and other media, simplifying the entire submission process.

Efficient Reviewer Assignment

Manage and review assignments through a single dashboard. Once submissions are collected, easily assign multiple reviewers to each paper and manage all peers and submissions from the backend, ensuring an organized and streamlined review process.

Transparent Review Process

Ensure a clear and transparent review process with our online abstract management software, which supports both single and double-blinded peer reviews. You have control over what author information is visible to reviewers, making the process fair and unbiased.

Curated Event Content

Maintain complete control over the topics and quality of content at your conference by only including accepted submissions in your event agenda. This ensures that the showcased content aligns with your standards and objectives.

Enhanced User Experience

Improve user experience by effortlessly assigning abstracts to reviewers based on their expertise and managing all users through the backend. Simplify the login process with direct login links, allowing reviewers to quickly access their assigned submissions.

Consistent Communication

Keep all participants informed with automated email notifications that update authors and reviewers on the status of their applications and submissions. Emails are automatically sent upon successful submission, acceptance, or rejection of abstracts, ensuring everyone stays in the loop.

Pros

“vFairs did a nice job replicating the in person conference experience, which allowed us to connect about 300 people from over 20 countries. Farah was the most responsive partner I have ever worked with! She responds fast and her customer service is unmatched!! – Ann C., Enterprise

“The project management was superb, from guidance and examples to help in planning and design to very timely replies regardless of time of day/week day or weekend. Never failed to find a solution to any of our requests and always professional and polite. Have worked with them on four online events now and always felt absolutely supported and confident in their management through to delivery.” – Jo J. , Chief Executive Officer

Cons

“There were no major downsides to using vFairs. The price was very fair, the support was good, and my few recommendations after the event were noted and already in their queue for improvement based on other customers’ feedback.” – Corbin S. Chief Administrative Officer

2. Cvent

Second on our list of the best abstract management software is Cvent, an event management software that provides an end-to-end solution for sourcing and managing conference content. It starts with the peer-review process and ends with the publishing of accepted submissions and the creation of a conference agenda.

Cvent’s abstract management system allows organizers to customize the data collection process, setting up submission forms to collect specific information and file types. The platform also offers email automation options for managing invitations, confirmations, alerts, and reminders. Reviewers can access the Cvent portal to manage submissions, rate them, and sort content by scores, votes, and comments. 

Cvent is expensive, with prices reportedly more than three times higher than other platforms. User reviews indicate that Cvent lacks an intuitive user interface and user-friendly experience.

Customizable Abstract Submission Software

The software lets you customize the look and feel of your submission forms. You can also create tailored forms with specific fields to gather content submissions and speaker information. Additionally, automate emails for invitations, confirmations, reminders, and alerts.

Efficient Review Coordination

Once submissions are collected, Cvent abstract software makes it easy to identify reviewers and assign them to specific tracks or topics. Assign speaker submissions to the appropriate reviewers based on the topic, grant reviewers access to the portal to provide ratings and notes on submissions, and track scores, votes, and comments in real time.

Streamlined Decision-Making

Based on reviewer scores, votes, and comments, make your final selections by easily approving or declining submissions. Once decisions are made, send automated email notifications to authors to inform them of the outcomes.

Pros

“Cvent is a great tool our company uses to manage our events from abstract submission to registration. I love how we can do everything in one platform without worry of data crossover. One piece I particularly love about Cvent is how efficient it makes scheduling sessions and reaching out to speakers. The Speaker Resource Center allows our speakers to easily submit their headshots, bios, and even their presentation which  means these things don’t get lost in email.” – Alexandria Y.,Social Media Brand Manager

Cons

“All the different steps. It is hard to set up an event or an abstract. There are many parts (like trying to send an invitation as another person or editing the registration form). I think it is silly that the only way to make an event private is to go through a million different steps in the registration form when you see the status of the event on the main page (yet you can’t change it).” – Helen W. , Senior Program Associate

3. Whova 

Whova is an event management platform designed to streamline the call-for-speakers and abstract for event management system processes. It aims to eliminate the stress of manually collecting data through forms, tracking spreadsheets, and managing email chains by integrating these tasks into a single, user-friendly system.

Whova’s interface simplifies the entire submission and review process. Quick form setup and ready-to-use applications ensure a hassle-free experience for both organizers and speakers. The platform also facilitates smooth communication, distributes the review workload efficiently, and keeps everything on schedule with customizable timelines.

Whova is reported to have a steep learning curve, requiring a significant time investment to utilize all its features effectively. This can be a barrier for event organizers who need a more straightforward, user-friendly solution​.

Collect Submissions

Centralize your submission process with a single webpage that details clear expectations and instructions for potential speakers. Publicize your call for speakers by sharing this central submission webpage where candidates can create accounts and enter their submissions. Easily share the link or submission button on your event website or social media, or use their built-in, customizable email campaign capabilities to send out mass invitations.

Abstract and Proposal Management

Manage all speaking abstract and proposal submissions through Whova’s admin dashboard. This feature provides an overview of your total submissions and simplifies the status management of each, helping you efficiently oversee the call-for-speakers process. From the dashboard, you can view the total number of submissions and track which ones have been reviewed, rejected, or accepted.

Reviewer Assignment and Workload Distribution

Efficiently manage the review process by designating reviewers to distribute the workload. Utilize team members from your existing event admins or invite external reviewers via email. Customize how reviewers are assigned to submissions to best fit your team’s workflow. You can allow external reviewers to evaluate all submissions for a comprehensive review or designate them to specific tracks.

Pros

“Whova allowed me to easily see the agenda, and the speakers with their bios and Linkedin capabilities made it really easy to network. I was allowed to chat with them in the app, and thus meet them at break or after the days end. Conferences are just about networking, as the information presented.” – Richard, Defense & Space

Cons

“There are many features that cannot be turned off. There are emails that go out to attendees without notice. Definitions vary from the proposal stage to the implementation stage: a speaker is also considered an attendee, although they may not attend and just need to be listed on the paper presentation. The most frequent response from their Help Desk begins with “Unfortunately.” – Jason Paul G. , Executive Director

4. Ex Ordo

Ex Ordo is a conference abstract management software designed to streamline the process of collecting abstracts and papers, managing peer reviews, and notifying authors about the status of their submissions.

Ex Ordo’s interface allows conference organizers to structure events along single or multiple tracks and customize submission forms to capture the necessary information. The platform also supports customization of the peer review process, automatically assigning submissions to the appropriate reviewers based on their track or area of focus. It tracks the review process, notifies reviewers if they are falling behind, and offers options to re-assign submissions or close reviews.

However, Ex Ordo does not offer a free version or trial, which means organizers must commit to a paid plan without an initial test run.

Abstract and Paper Collection

Organize your conference with flexibility by structuring it along a single track or creating multiple tracks, each with its own deadlines and chairs. Customize your submission forms to collect papers, abstracts, panels, and any other required information. Authors and panel organizers receive submission receipts and have the ability to edit their submissions up until the deadline.

Peer Review Allocation

Optimize your peer review process to ensure a high-quality program by configuring the number of reviews each submission requires. Maintain reviewer satisfaction by limiting the number of submissions assigned to each reviewer. Match submissions with the best-qualified reviewers, eliminating the need for spreadsheets.

Reviewer Management

Develop a clear marking scheme that includes all necessary criteria for reviewers. Allow reviewers to grade submissions with scores or comments, either online or by downloading the submissions. Enable reviewers to score individual submissions within panels, and provide them with prompts to guide them through outstanding tasks.

Pros

“Was super helpful to us while managing submissions to a conference, where many people had to login and review abstracts, leave comments, etc and then other had to review the reviews. Went almost perfectly” – Verified User in Higher Education

Cons

“It is a great software where we have to take meeting conference sometimes it has some bugs where the screen freezes, and we cannot do anything just wait for the signal correction” – Junaid k.,Team Leader

5. Fourwaves

Fourwaves is an abstract management and peer-review software designed by academic researchers and conference organizers to simplify the abstract management and review process.

Fourwaves features a drag-and-drop form builder that allows organizers to create customized submission forms. The default online form includes standard questions such as title, authors, and abstract, but additional fields can be added to categorize submissions by topic, presentation type, or track.

Main features of Fourwaves include a versatile peer review process, allowing organizers to choose between single, double, or blind reviews. Submissions can be distributed to reviewers either manually or randomly. Fourwaves offers an integrated system for abstract management, peer review, and event websites. However, if an organization uses multiple systems for different aspects of conference management, integrating Fourwaves with these other systems might pose some challenges.

Customizable Submission Forms

Get started with default fields and easily add or edit any necessary fields to suit your event’s needs. Submitters can effortlessly access and complete these forms directly on your event website, making the submission process smooth and user-friendly.

Peer-Review Management

Integrate submission and peer-review modules for the scoring process. Assign reviewers based on expertise, avoid conflicts of interest, and efficiently manage the entire review process. Make informed decisions and notify presenters of their status through the platform, ensuring a transparent and organized review system.

Content Publication Management Software

Accepted and peer-reviewed submissions can be instantly published on your event website. Add them to the event schedule in seconds, providing timely updates and ensuring all participants have access to the latest event information. This feature streamlines the transition from review to publication, enhancing the overall event experience.

Pros

“What I love most about Fourwaves is the accessibility and accuracy of its features and design. Its components are complex; yet the Fourwaves components are completely satisfactory and easy to use and understand for the user. The event management abstract provided a comprehensive overview of the strategies and tools utilized to streamline the planning and execution of the conference.” – Adaeze A., Podcast Host

Cons

“At the beginning it could be overwhelming, but once you use it a few times and try it, it is easy to use” – Daniel A. L., Service Account Manager LATAM

Conclusion

Event organizers should carefully evaluate all available best abstract management software solutions, taking into account factors such as user-friendliness, customization options, and integration capabilities. By thoroughly assessing your options, you can make an informed decision that ensures a seamless and efficient event management experience.

Among the top abstract management systems, one platform stands out for its comprehensive approach: vFairs. 

vFairs not only streamlines the submission and review process but also offers customizable options, integrated communication and online abstract management tools, and a user-friendly interface. 

Request a free demo today to discover how vFairs can elevate your event management experience.

FAQs

What is Abstract Management?

Abstract management is the process of handling the submission, review, and selection of abstracts for conferences, events, or academic journals. This process is critical for ensuring that the content presented at an event or published in a journal meets certain standards of quality and relevance.

How do abstract tools benefit event organizers?

Abstract tools benefit event organizers by automating the submission and review processes, reducing administrative workload, ensuring fair and organized reviews, and providing a centralized platform for managing all abstract-related activities. This leads to a more efficient and effective event planning process.

What are the key features of online abstract submission software?

Key features of the best abstract management software include customizable submission forms, automated reviewer assignments, real-time tracking of submission status, integrated communication tools for notifications and reminders, scoring and feedback systems, and the ability to publish accepted abstracts.

How does publication management software benefit publishers and editors?

It reduces administrative burden by automating many tasks, ensures a structured and organized review process, enhances communication with authors and reviewers, and improves the overall efficiency and transparency of the publication process.

We have curated a list of top internal events ideas to keep your employees engaged, boost productivity, enhance employee morale, improve communication, and create a better workplace environment.

Let’s begin. 

What are Internal Events? 

Internal events are designed to boost employee engagement and can range from small meetings to large gatherings. Such events are exclusive to company employees and can be held in person, virtually, or in a hybrid format, depending on the management and the attendees’ preferences.

Why do You Need to Host Internal Events? 

Internal events are crucial for any company as they act as an investment, resulting in happy, engaged, and satisfied employees. These events are necessary for the following reasons:

For Staff Retention

When implemented, successful internal events can lead to more satisfied, motivated, and valued staff who are less likely to seek new job opportunities.

To Build Connections 

Employee networking events facilitate connections between employees and upper management and administration. Additionally, internal events assist new hires in building relationships with senior employees and gaining a better understanding of the workplace.

To Foster Company Culture

Some of the best ways to execute event ideas involve celebrating and reinforcing company culture to foster a better work environment for all.

Internal Event Ideas: Motivate, Engage, and Celebrate

Internal company events are a great way to improve communication, foster connections, and motivate, engage, and celebrate your company and its employees. In this article, we’ve compiled some of the best internal event ideas to help you make your employees feel valued and appreciated. Let’s take a look.

Play Scavenger Hunt

Scavenger hunts are a great way to engage employees. You can tailor the game to match your company’s branding. It works well for any audience, whether in-person, virtual, or hybrid. You can use a QR-based scanner hunt for in-person events to let participants find items around the venue. They can scan the code using an event mobile app. This unique experience adds fun to any event. 

A scavenger hunt adds an exciting element to virtual events. Attendees can explore the virtual venue to find items placed in different areas. vFairs offers an in-person and virtual scavenger hunt that works on on-site events, browsers, and mobile apps.

Organize a Virtual Benefits Fair

Hosting a virtual benefit fair is an easy-to-implement company event idea. It captures your employees’ interest and provides an interactive way to unite a global workplace through interactive booths, webinar sessions, a resources hub, and other engaging features.

A virtual benefits fair can be organized to educate a global audience about company benefits, regardless of their geographical location. This virtual event can reduce event costs and help employees make informed decisions about their health and well-being.

By hosting a virtual benefits fair, a company can demonstrate its commitment to prioritizing the health and well-being of its employees and showcase its readiness to implement informative and value-driven sessions.

Escape Room Challenge

An escape room is a fun and exciting way to engage in team-building activities, which can be done virtually or in person. Employees are locked in a room in an in-person escape room and face various challenges to prevent them from escaping. The team that escapes first wins.

In a virtual setting, participants can be divided into groups and placed in different breakout rooms, similar to Zoom and Microsoft Teams. Each team is given challenges, quizzes, trivia, and a timer to complete the tasks and escape. The team that returns to the main call first wins.

These high-pressure, engaging events promote in-person and virtual team building and create lasting and rewarding memories for all participants.

Execute a Virtual Reality Experience

Virtual reality experiences are part of everyday life, so why not include them in your list of internal event ideas? To provide your employees with a unique and engaging experience, consider offering them a glimpse into virtual reality through virtual reality apps and gadgets.

Consider purchasing or renting virtual reality headsets and allowing your staff to experience what it feels like to watch an action or horror movie in a virtual reality headset. This will provide them with a unique and enjoyable experience.

Set up a Movie Night

Hosting a movie night is a classic and enjoyable event idea for your employees. You can rent movie theater equipment or book a cinema so that many employees can enjoy a fun movie together. To make it even more special, consider providing popular snacks you can ask them about through your office communication channels or by polling your company’s social media group.

Host Talent or Award Show

Who doesn’t love recognition or enthusiastic participation? You can host a talent show and showcase talented singers, dancers, or individuals with other unique talents on stage. Additionally, you can organize an award show and have junior employees give creative and fun awards to senior employees. You could also opt for a more formal approach by presenting an award to the best employee of the month. This is one of the best internal event concepts that promote recognition and add excitement to the event.

Organize Awareness Sessions

One effective way to gather employees for company events is by hosting awareness sessions. You can schedule an internal meeting or an in-person event to educate employees about HR policies related to workplace harassment, racism, and more. Highlighting these policies in awareness sessions helps improve the work culture, reinforces company rules and standards, and supports employees facing difficulties within their teams.

Arrange a Company Picnic

Organize an employee engagement event in an outdoor setting. You can plan a fun company picnic day to re-engage your employees, help them connect, and create lasting memories. This is one of the most successful ideas for bringing employees together, leading to more productive work and setting high standards for your company, ultimately resulting in better employee retention.

Karaoke Club Fun

Hosting a karaoke night at the office is a fun and exciting way to boost morale among your staff. You may discover talented singers among your employees, which can be a great opportunity to showcase their skills in a talent show. Additionally, it can help increase the confidence of employees with low self-esteem.

While karaoke clubs are always popular, consider organizing a karaoke night at your workplace during lunch or dinner. This can be a great way for employees to unwind and have fun at the office. There are more ways to excite your employees within the office premises, find out more about corporate event ideas.

Much-Needed Mindfulness Sessions

Finally, consider introducing mindfulness sessions in your workplace. It’s great to organize enjoyable employee events, but it’s also important to prioritize their mental health through much-needed corporate events. If employees are stressed due to work or personal issues, arranging mindfulness sessions with a meditation coach can help them reduce stress and improve focus on their work. This type of staff event idea also supports better mental health. Learn more about how to host beneficial corporate events.

Organizing an Ultimate Internal Events Set Up

Considering different internal event ideas? First, understand your employees’ preferences. Conduct a poll or questionnaire, Whether intra-team or company-wide event. If you can’t decide where to start, this step-by-step guide can help you get started with planning your interactive event. To make event planning and executive more organized and stress-free, leverage event technology. Learn more about the best event management platform here.

Let’s get started!

1. vFairs

vFairs stands out as one of the best webinar platforms because of its comprehensive suite of webinar tools. It is designed to facilitate interactive and captivating webinars for audiences of all sizes. vFairs offers a user-friendly interface, customizable features, and ready-to-use webinar solutions, enabling effective audience engagement.

vFairs webinar platform is distinguished by its ability to provide an immersive virtual event experience, captivating attendees with state-of-the-art technology, AI-enhanced webinar solutions, event gamification, and many other innovative features. Dive deeper into what makes vFairs one of the best webinar software in the industry.

Integrations

vFairs enhances webinar engagement by seamlessly integrating with popular webinar tools such as MS Teams, Zoom, Sequel, Whereby, YouTube, Vimeo, and WebEx. 

This comprehensive integration empowers organizers to host webinars on the platform of their choice, offering them the flexibility and convenience they need.

Multiple Presentation Options

vFairs also offers multiple presentation options to enhance the overall webinar experience and to make the event more functional. This includes: 

Diverse Presentation Capabilities: vFairs’ webinar software grants organizers unparalleled control over their webinars, offering live, semi-live, and pre-recorded presentation options. Organizations can increase the accessibility and longevity of their webinar content by providing it on demand.

Broaden Your Reach with Social Media: Organizers can broadcast live or pre-recorded presentations from the vFairs virtual webinar platform to various social media channels, enhancing reach and engagement. The platform also easily streams to Facebook Live, YouTube, Twitch, Instagram, and more, ensuring that webinars attract a broad and diverse audience.

3D & Realistic Auditoriums

vFairs elevates the experience of hosting webinars by transforming them into immersive, interactive events that mirror the ambiance of a real-life auditorium. Hosts can captivate their audience through the vFairs virtual event platform with bespoke virtual auditorium designs featuring a branded lobby and more, all customizable through a selection of design templates.

Interactive Features

vFairs, one of the best virtual conference platforms, is at the forefront of interactive webinar software and tools that bring your sessions to life. 

Attendees can dive into immersive video features, participate in breakout sessions for in-depth discussions, and engage in team-building activities. The platform’s interactive capabilities also encompass Q&A sessions, polls, and live quizzes designed to boost audience interaction and participation. 

AI-powered Platform 

vFair’s AI-powered webinar platform is designed to enhance the effectiveness and efficiency of its hosts. Its webinar summary and chapterization tool allows organizers to add chapters and short summaries on the on-demand video allowing viewers to jump to a section within the webinar that they are most interested in. 

Moreover, the platform’s capability to flawlessly transcribe sessions into text further underscores its commitment to accessibility and convenience.  It empowers event planners to creatively repurpose webinar content in various formats, including blog posts and social media updates. This flexibility ensures that the audience remains connected and engaged with the event content well beyond its conclusion, enhancing the overall value and reach of the webinar.

Personalized Webinar Agendas

vFairs offers a highly customizable event experience, enabling attendees to tailor their participation by choosing the webinars and sessions that interest them the most. Recognized as one of the best webinar platforms, it ensures participants never miss a moment by facilitating the addition of sessions directly to their Google or Outlook calendars. 

Moreover, attendees can further personalize their experience by receiving notifications solely for specific agenda tracks. This platform empowers hosts to craft a more structured and engaging agenda by creating multiple session tracks, enhancing the overall event organization.

Accessibility Features

vFairs stands out as a webinar service provider, offering unique features to improve the attendee experience and simplify event management through its event management platform. vFairs provides comprehensive accessibility features such as assistive technologies and web assistance for attendees with visual and hearing impairments. vFairs strive to reach the widest audience possible by strictly following W3C’s WCAG 2.1 at the AA level and adhering to ADA and AODA compliance.

These features ensure inclusivity and accessibility for all participants. Additionally, vFairs supports multiple languages, facilitating a more cohesive and seamless event experience for a diverse global audience.

Reporting and Analytics

Organizers can benefit from robust performance tracking and analytics capabilities. These tools offer organizers a detailed understanding of attendee engagement through metrics such as views per session, replay counts, link clicks, and more, enabling them to extract actionable insights and optimize future events. 

Furthermore, the vFairs AI reporting chatbot places the event management platform at the forefront of cutting-edge technology, distinguishing it from others. The AI reporting chatbot saves time by gauging event performance, such as session attendance, content downloads, meetings booked, etc. 

Nevertheless, vFairs’ advanced event technology, such as the vFairs event mobile app, and commitment to exceptional customer support solidify its position as a top-tier provider in the webinar platform market. It offers a comprehensive and user-friendly solution for businesses looking to deliver high-quality online events.

Pros and Cons

Pros

“The project management was superb, from guidance and examples to help in planning and design to very timely replies regardless of time of day/week day or weekend. Never failed to find a solution to any of our requests and always professional and polite. Have worked with them on four online events now and always felt absolutely supported and confident in their management through to delivery.” – Jo J., Chief Executive Officer

“It is a user friendly platform, One of the standout features of Vfairs is its intuitive interface, which makes navigation effortless for users of all technical abilities. Whether accessing the platform from a desktop computer, tablet, or mobile device, attendees can easily find the information they need and participate in sessions without encountering any major obstacles.” – Lisa P., Mid Market

Cons

“I didn’t have any major issues. My only irritation was on the back end and not being able to bulk upload the webinars. However, everything else they provide as part of the normal package far outweighed that slight inconvenience!” –  Verified User in Civic and Social Organizations

2. Cvent

Next on the list of top webinar platforms is Cvent. This platform provides a straightforward approach for hosting dynamic virtual webinars. Cvent features a web tool suite for delivering high-quality content and user-friendly functionalities, enabling organizations to host events effectively while maintaining audience engagement. While Cvent offers many benefits, customers are often dissatisfied with the platform’s pricing compared to industry leaders.

 Some of the webinar platform’s key features are:

Multiple Presentation Types

Cvent’s webinar software boasts a versatile range of presentation styles enriched with engaging features like live chat and screen sharing. It also includes interactive elements such as Q&A sessions and polls to enhance attendee participation. Here’s a closer look at the types of presentation styles available:

• Studio Broadcast is ideal for professional one-way presentations with visual control and branding incorporation.
• Collaboration supports interactive two-way communication for workshops and engaging sessions.
• SimuLive combines pre-recorded webinars with a live event feel, which is great for reaching diverse audiences.

Production Tools

Cvent’s webinar solutions are enhanced with advanced production tools. These include customizable backgrounds featuring a variety of preloaded options, flexible layout switching capabilities, dedicated accounts for speakers to engage in attendee chats, and much more.

Branding

Cvent’s website solutions offer limited but considerable branding opportunities, enabling webinar hosts to personalize their events. Users can upload their logos and tailor the attendee experience to their liking. Event planners can choose from light, regular, and dark themes for their registration websites and webinar pages, ensuring a customized look that aligns with their branding.

Pros and Cons

Pros

“They also now have an online webinar software and hub that makes it easier to connect everything back to one another and host videos and other things as a repository to lead capture people well after an event has happened.”-  Rachel S., Director, Brand Marketing, North America 

“The upside to using Cvent would be the interactive opportunities it presents when it comes to interacting with the client.” –  Verified User in Hospitality

Cons

“Costs are getting out of control and don’t match other event technologies across the industry. Overall, the structure feels and creates a sense of “nickeling and diming” the customer because Cvent is considered the “industry leader,” which puts many accounts in a place of settling for other technologies due to costs.” – Lindsay B., Meetings Management Consultant

“A few bits require workarounds and can occasionally not be intuitive to find where content is coming from to edit. Ability to test needs improvement.”  Rachel S., Director, Brand Marketing, North America 

3. GoToWebinar

GoToWebinar is third on our roundup of top webinar platforms. This platform delivers diverse webinar solutions designed to assist organizers in conducting events such as remote employee training sessions, webinars, multi-day conferences, and pre-recorded product demonstrations.

Nevertheless, the platform should be more user-friendly to better meet the needs of its customers. Users are skeptical of the platform due to its complexity.

The platform offers the following webinar solutions: 

Pre-recorded Events

GoToWebinar’s webinar software enables hosts to pre-record events that simulate live webinars, reducing redundancies and saving time.

Webcast Mode

The webinar platform allows up to 3,000 attendees to join the live stream directly from their browser, eliminating the need to download a mobile app or integrate to join the webinar.

Event Promotion

The webinar plan allows hosts to promote their events on GoToStage to increase awareness and attract more registrations. GoToStage gathers organizers’ content from their channel pages into a single hub for on-demand webinars, making it easier for viewers to discover.

Pros and Cons

Pros

“GoTo Webinar is one of the best and fastest tools to host corporate webinars. Creating a webinar is extremely simple and the customization options are great.” –  Gopal K., Technical Manager, Products

“Very good HubSpot integration; you can even integrate the forms in landing pages.” – Dafne G., Small-Business

Cons

“It is not usable in the browser, you have to download the software, and it looks from the 2000s, not very user-friendly at all. To set up a different background for your camera, you should download another software.” – Dafne G., Small-Business

“For first-time users, setting up a webinar can be complicated. Unlike GoTo Meeting, there’s no direct way to download the GoTo Webinar desktop application. You’ll have to create and start a webinar from your browser and only then will it prompt you to install and open the application.” –  Sanjana P., Web Developer 

4. Hubilo 

Hubilo is a popular webinar platform that provides solutions comparable to those highlighted in our roundup of best webinar hosting platforms. It aims to enhance participant attendance, boost engagement levels, and deliver effective webinars for organizations. 

While the platform may have some limitations regarding event management platform capabilities, it offers the following features to support webinar functionalities.

Integrations

Hubilo’s online webinar software offers integrations with popular tools such as Mailchimp, Hootsuite, Microsoft Dynamics, Slido, and more to enhance event attendee engagement and automation. 

Email Marketing

Hubilo provides a sophisticated email marketing solution that works as the best tool for webinars, enabling users to craft personalized event communications and execute focused marketing campaigns.

Analytics

Hubilo provides detailed insights into event performance before, during, and after the webinar. The platform focuses on attendee engagement and provides multiple event analytics.

Pros & Cons

Pros

“Whether it is branded webinars or large-scale virtual events, Hubilo makes it possible to create these events within hours, and I can start onboarding attendees who can engage and network with fellow attendees way before the event day which gives a feeling of community.” – Jivitesh J., Director Global Events

“The user friendliness (easy to use!), the ability to brand the event, the interface, the customer service (thank you Musaib Maniyar for your quick responses, great help and flexibility!!).” – Verified User in Marketing and Advertising

Cons

“Hubilo’s user experience for admins can be hard to navigate. Many workarounds are required to complete the goals set by clients, and the site lacks customizability in the framework of the web pages.” –  Verified User in Events Services

“It has limitation which we have to work with, things that are set in a specific way in the backend and cannot be changed. The way we had to set-up our agenda was extremely manual, creating one by one session, we were also limited by our clients.” – Pauline L. Director of Operations

5. Bizzabo

Bizzabo is a comprehensive event management platform that incorporates a robust webinar platform. It distinguishes itself with a suite of webinar-specific solutions, earning its spot among the best webinar platforms available. One of the popular platforms for webinars, Bizzabo, is designed to enhance the attendee pipeline, increase revenue, and facilitate the organization of successful events through its acclaimed webinar management software.

Similar to other platforms mentioned earlier, Bizzabo has left some clients dissatisfied due to its lack of engaging features and limited functionality.

Now, let’s delve into some of the standout webinar hosting platform’s features:

Studio Quality Video

Webinar hosting platforms like Bizzabo provide high-quality video for sessions, ensuring seamless streaming for pre-recorded webinars. They also offer live streaming with purpose-built software and personalized tools.

Engagement Features

Bizzabo’s webinar software offers various attendee engagement features, such as live calls to action, polling, Q&A, and virtual clapping. Through polling and Q&A sessions, attendees can actively participate in the webinar.

Pros & Cons

Pros

“Webinars ran fairly smoothly, though we did need some additional support for some technical components that needed to be custom built prior to our event.” – Jessica R., Partner Marketing Manager

“The website set-up is quite systematic and easy to use. For instance, creating the agenda and adding speakers are very easy to do and easy to add to the site in the website editor. It also allows seamless export of registrants and the engagement data is very useful.” –Nicholas S. Marketing Manager

Cons

“It’s a nice platform but I would like it to be more intuitive. There are things in the set-up that are very important to do but we can forget to change, maybe to have a sort of notification would be great .For the language it’s not flexible. we have to create our own landing pages when we want to do webinars other than in English” – Lina G., Mid Market.

“The level of customization options available for event pages on Bizzabo is somewhat limited, which may not align with my preferences. Although there are templates and designs to choose from, making significant changes is restricted. This limitation makes it difficult to create a unique event that truly represents our brand.” –  Donna M., Founder

6. Zoom

Zoom is a popular video conferencing platform that provides webinar solutions. It is well-known for its video and audio conferencing capabilities, allowing people to connect remotely via the app or desktop. These aspects make it a great fit for our best webinar software blog. 

However, it is essential to remember that Zoom has repeatedly been criticized for its security vulnerabilities, causing significant user problems.

Let’s take a quick look at Zoom’s webinar platform offerings.

Reporting and Analytics

The reporting and analytics feature of Zoom’s webinar platform allows webinar hosts to generate reports on registered attendees, including polling, attendee engagement, and Q&A for post-event follow-up.

One-click HD Screening

The one-click HD screen is a webinar solution that lets attendees easily share videos and audio clips during the webinar. This feature also allows participants to view panelists and presentations simultaneously.

Accessibility Features

Zoom’s webinar platform offers accessibility features such as closed captioning and keyboard shortcuts. These features help ensure that participants can equally enjoy the webinar sessions regardless of their impairment issues. 

Pros & Cons

Pros

“It is very user friendly and has tons of useful features to help give a great webinar class. It has AI tools and if for any reason you should have issues they always have customer support ready to help answer any questions.” – Alberto S., Senior Loan Officer

“Zoom has evolved its tools since the Pandemic. Their latest update which lets you choose to include yourself as a presenter in the slide or presentation is a helpful feature.” – Eunice R., Division Coordinator 

Cons

“It would be nice if we could set the presenter invitations to block their calendar for a specific length of time prior to the webinar going live.” – Heather T., Director of Learning and Development

“Zoom events and webinars has a scope of improvement in providing security measures. The customer support services also need to be improved to resolve various issues faced by audience and event host.” –  Divyansh T., Assistant Software Engineer

7. ClickMeeting

ClickMeeting is widely recognized as one of the best webinar software and is known for its reliable services. The platform offers a range of webinar features, including predictive demos, marketing, online courses and training, business meetings, collaborations, and hosting large events.

At times, users have experienced disruptions and interruptions while using the platform, leading to inconvenience during events.

Some webinar platforms provide key features that are well-suited for hosting webinars.Here a few offered by ClickMeeting.

Live Webinar

ClickMeetings’ Live Webinar feature allows webinar hosts to present content to up to 1,000 attendees in real-time.

Breakout Rooms

Breakout rooms is another popular webinar solution that can create up to 20 virtual classes and training sessions.

Virtual Backgrounds

ClickMeeting is webinar software that enables you to present your webinar with various background displays, allowing you to keep your background blurred, similar to Google Meet’s video conferencing tool.

Pros and Cons

Pros

“We use ClickMeeting daily for hosting educational webinars, and online meetings. It is a valuable tool, which helps us to extend our reach to a broader audience and thanks to the recording option gives us the opportunity to connect with those unable to attend our events live.” – Caroline K., Online Education Manager

“What I like most about the program is the opportunities it offers when organizing online meetings. I like the clarity of the interface, the ability to record meetings and share presentations.”- Joanna J., Mid Market

Cons

“I would very much like a customized design for the webinar rooms. The option of using the Unsplash archive is nice, but unfortunately it often takes a long time to find suitable background images. It would be nice if I could use my own images here and if there were more options when designing the webinar rooms.” –  Thomas L., Small Business

“There are a few negative points that cause the lagging of this premium tool. You can also face some glitches and bug issues while navigating.” – Camia T., Enterprise

8. Zoho Meeting

Zoho is one of the most popular and reliable webinar platforms available. The platform claims to offer a secure video webinar platform to help organizers enhance their online presence.

It’s crucial to keep in mind that the platform must enhance its capabilities to offer automated webinar options. This improvement is necessary to ensure comprehensive webinar solutions without causing any inconvenience for event organizers.

The Zoho Meeting webinar platform facilitates real-time or on-demand events, connecting the audience to a larger audience using conferencing software for webinars.

Now, let’s take a look at one of the key features of the webinar platform: 

Video Webinars

Zoho Meeting’s webinar conferencing software offers video webinar features that enable the distribution of live video feeds of organizers and co-organizers, along with the webinar presenter. This tool engages and allows webinar hosts to share their screens and interact with the audience.

Customized Registration Form

Zoho Meeting’s webinar platforms allow hosts to create customizable registration forms with fields and questions related to the webinar. You can also promote your brand by adding a company name and link to the registration page.

YouTube Live Streaming

If you want a platform to reach a wider audience by live-streaming on YouTube, you can choose who can access your sessions and stream your webinar in real-time.

Pros & Cons

Pros

“We evaluated Zoho Webinar for our social non-profit organization for a month. We run an actual webinar with multiple hosts and approx. 100+ attendees.”  – Ashutosh K., Small Business 

“The Polls and voting option is very helpful in determining the best idea from different. Very easy to use and has better User Interface.” – – Neelam V., Software Quality Analyst

Cons

“The chat and messaging section does not appear in the middle of a webinar or video conference. Recording in the meet session is not allowed and also you will be charged whenever there is a new joiner in the meeting. Limit on the number of people that can attend a webinar or video conference.” – Neelam V., Software Quality Analyst

“They showed inability to conduct automated webinars.” – Sheril M, Small Business

9. BigMarker 

BigMarker is a web-based platform that combines webinar software with marketing features. It helps users host online events and web conferences. 

The platform should have a more manageable interface to better cater to the needs of its customers.

Here are some of the features worth knowing about:

Add your branding

BigMarker helps quickly sell tickets for your webinars, classes, or workshops and receive payments through PayPal.

Payment Options

With BigMarker, you can monetize your webinars, classes, or workshops with built-in ticketing and withdraw proceeds to PayPal.

Event Advertisement

The webinar software lets you feature your webinars by promoting them through email newsletters and sharing them on BigMarker’s social media channels.

Pros & Cons

Pros

“Bigmarker is easy to use and to set up with numerous, great and flexible comprehensive features.” – Mohsin D., Senior Account Executive

“BigMarker’s webinar platform was a game-changer for us. It is seamless, interactive and is very user friendly. The user experience for both presenters and attendees is excellent..” – Christina R., Small Business

Cons.

“There are almost TOO many options and settings. If you don’t know what you’re doing, you want to be careful, or at least spend time learning what things do before you play with them..” – Eric V., Mid-Market

“The main dislike of Bigmarker is it has bugs and it lags somewhat but the privacy and encryption is nice and the main dislike if the lags and bugs which delays the meeting times and joining time of attendees.” – Sailesh R., Student Partner

10. WebinarJam

The last on our list of best webinar software is WebinarJam. It is a cloud-based broadcasting technology that offers an all-in-one webinar platform. It is powerful and autonomous and provides key webinar solutions.

The platform’s lack of simplicity and ease of understanding often leaves customers feeling dissatisfied. Here are some of the features that the platform offers.

Meeting Management

WebinarJam’s meeting management tool is a widely utilized service for hosting webinars. This comprehensive service encompasses scheduling, creating agendas, and remotely managing attendees during a webinar.

Analytics and Reporting

WebinarJam’s platform offers a comprehensive analytics and reporting feature, including a dashboard on webinar traffic, region, attendance, and event monetization. Users can customize pages by designing and managing landing pages and webinar funnels.

Pros & Cons

Pros

“Easy to use. You don’t need to install anything like goto.” – Verified User in Information Technology Services

“The best feature which I liked was making a recorded video into a live broadcast. It is solving the biggest problems of most young entrepreneurs. The features like adding a chat, creating a poll, showing the poll results, sending reminders before the webinar starts with customizable emails, a separate dashboard to reply to live chat messages.” – Verified User in E-Learning 

Cons

“The setup process was time-consuming and frustrating. I also hate having to pay for two systems when it could easily just be one. Lastly, you do have to use a clean browser without any extensions or you may have issues.” – Brady P., Lifestyle Architect

“No breakout rooms, no agency model available, and the awkward wait while the presentation goes live (and technically being live before you are “shown” live). Attendees not being able to see other attendees’ names. A few mobile issues. 10-second delay from talking to being heard by the audience. No saving of the poll results, support not great.” –  Theo P., Co-founder

Choose The Best Webinar Software For Your Next Event

 This extensive list will help you get closer to choosing the best webinar software for your needs. Although the best webinar software mentioned offers similar solutions, such as video and audio conferencing tools, accessibility features, and more, it’s important to think beyond the basics when making your choice. 

Among the best webinar software listed, vFairs offers more than just essential webinar solutions. Instead, it is a complete event management system with AI-powered webinar solutions, integrations, analytics,  and accessibility features to help you host a successful and interactive webinar. To learn more about how vFairs can be the best platform to host a webinar for you, book your demo now.

Boomset appeared to be a rising star in the event management industry at one time. It offered users the promise of quick and easy registration, check-in, marketing and more. So when it closed it’s doors, savvy event organizers who relied on Boomset were left trying to fill the gap with a powerful tool they could rely on long-term.  

No worries! While Boomset may have exited the scene, we’ve got you covered with a lineup of the best event management softwares in the Boomset alternatives category. 

Top 5 Boomset Alternatives

1. vFairs

vFairs, recognized as the highest-rated virtual event app on G2, stands as one of the strongest Boomset alternatives. Offering a comprehensive suite of features, it’s designed to streamline both in-person and hybrid events. 

Think: branded registration pages, secure self-check-in via its mobile event app, badge printing, and QR code scanning all conveniently at your disposal.

vFairs doesn’t just stop at smoothing out registration and check-in, it’s your trusted partner for crafting memorable, personalized, and compliant event experiences that forge stronger customer connections. 

With vFairs in your arsenal, you can turbocharge engagement at any event—be it in-person, virtual, or hybrid—setting it apart from Boomset competitors. 

From an interactive activity feed and networking tools to agenda management, e-commerce tools,  Q&A sessions, polls, quizzes, gamification, and more, vFairs has all the bells and whistles to elevate your event experience.

Key Features

Mobile App

The vFairs mobile event app offers a comprehensive suite of features designed for seamless event management. It supports contactless check-in via QR codes to help attendees enter the event hassle-free. The app provides ample opportunities for branding to help planners create a unique event identity that matches their brand. You can also opt for a white-label version of the app to make it truly your own.

Organizers can improve attendee experience using the mobile app at the event. To facilitate networking, attendees can search for others using the app, book meetings and enter chat rooms. You can also provide advanced tools like smart matchmaking to help them meet people with similar interests. 

Event agendas and session management are crucial for organizing seamless experiences, providing attendees with clear and accessible schedules. The app also includes versatile, case-specific features like job advertising and digital certificates, catering to diverse event needs.

Digital resources such as detailed in-app analytics provide valuable insights for decision-making, while the ability to upload documents promotes a paperless environment, streamlining operations. Exhibitors benefit from e-commerce features, including product listings and order booking tailored for trade shows, ensuring a comprehensive and efficient event experience.

Event Customization

Choose between configuration and customization to tailor your event setup to your needs. Configuration lets you adjust branded colors, logos, and text labels within predefined templates, providing a streamlined approach to maintaining a consistent and professional look. Customization, on the other hand, offers bespoke event designs, white-labeled apps, and custom features for enhanced engagement or ROI.

vFairs’ all-in-one event management software allows you to customize your event comprehensively, whether it’s virtual, hybrid, or in-person. Effortlessly personalize the design of virtual environments, landing pages, and booths to create a unique and engaging experience. Additionally, you can add custom fields to the registration form to capture information relevant to your specific needs, ensuring you gather essential data to optimize your event.

Event Ticketing

vFairs provides an all-in-one event management solution, simplifying event registrations and payments through its versatile ticketing features. Customize registration forms, implement tiered pricing, and enable group registration effortlessly. Payment collection is straightforward with PayPal and Stripe integrations, ensuring a smooth transaction process.

Tailor access to content for different user types with ease. Use the intuitive drag-and-drop form builder to craft personalized registration forms, offering options for text input, multiple-choice selections, and document uploads. This flexibility ensures you can capture all the necessary information for a successful event.

Event Reporting

vFairs keeps organizers informed with real-time insights into live event activity, empowering personalized event experiences by tracking individual user journeys. Organizers can comprehensively assess exhibitor performance and gauge attendee engagement through the mobile app, enhancing their understanding of event dynamics.

With pre, during, and post-event reporting capabilities, organizers gain a thorough understanding of the event’s success, providing valuable data for future planning and optimization. This comprehensive reporting ensures that all stages of the event are analyzed for continuous improvement.

The platform further streamlines data collection with an AI reporting chatbot, saving valuable time in gathering event data and navigating through lengthy CSV files. This tool simplifies the process, allowing organizers to focus on enhancing the event experience.

User Reviews

• “I had a great experience with their team and… my assigned project manager was excellent! She was very patient and took the time to explain everything.” – Maria A., CEO 
• “From the very beginning we were given focused support with plenty of training and assistance to pull off a major event in a short period of time. The platform and service are solid but, what sets vFairs apart are knowledgeable support team members and individualized handholding. Truly bar none!” – Megan C., Production Operations Manager
• “vFairs offered a customized package to fit our unique needs. The staff have been incredibly supportive and easy to work with throughout the entire process. They always listen to our needs and work to come up with great solutions for all of our events. My customer success manager has always been responsive, helpful, and ensures everything is going well. My project manager is always incredibly prompt in handling my requests and makes sure that all of our needs are met.” – Jennifer C., Virtual Teaching Manager

2. Whova

The second spot on our list of the best Boomset alternatives goes to Whova,  which offers a comprehensive event technology platform that supports both in-person and hybrid events.

Similar to Boomset, Whova provides features for in-person events such as check-in, name badge creation, agenda management, attendee networking, and sponsor promotion, among others. It accommodates both free and paid events, allowing organizers to apply a small fee for registrations in paid events. The platform offers software for ticket creation and registration forms which integrates smoothly with the event platform, reducing reliance on third-party services.

However, while Whova enables customization for different ticket types and offers real-time sales tracking, users have expressed some dissatisfaction with their customer support team. Moreover, integration with other native conferencing software is not consistently smooth for many users.

Key Features

• Event Badge Generation
• Attendance Management
• Live Polling
• Real-Time Analytics

User Reviews

• “I’ve attended 7 or 8 virtual conferences through Whova and always found it easy to use and keep track of where I needed to be. Communication with other attendees and speakers is easy. I enjoy using the app.” – Richard S., Defense & Space
• “There are many features that cannot be turned off. There are emails that go out to attendees without notice. Definitions vary from the proposal stage to the implementation stage: a speaker is also considered an attendee, although they may not attend and just need to be listed on the paper presentation. The most frequent response from their Help Desk begins with “Unfortunately…” – Jason Paul G., Executive Director
• “Easy, useful, we have used it for a tradeshow with about 600 attendees for 2 years now, definitely gets way more traction and use than any previous solution we’ve tried. Also perfect to use for lead tracking for exhibitors at a show.” – Bruce L., Rental and Services
• “When arranging a meet up, your numbers are limited to 50 at a time and you are only allowed to offer two meet ups until you have four people having replied to say they will be there. At a conference with 1500 attendees, being able to message just 100 of them isn’t enough…particularly when some people clearly weren’t looking at their app so that invite was wasted!” – Dawn W., CEO

3. Webex Events (Formerly Socio)

Next on our list of the top Boomset alternatives is Webex Events. Webex offers an end-to-end event management platform suitable for organizing virtual and hybrid events. This versatile tool caters to the needs of both large enterprises and small businesses.

Webex events platform offers analytics for post-event insights, enabling organizers to measure event success and refine strategies. It proposes itself to be scalable and customizable, and offers interactive features for creating engaging branded experiences.

However, integration challenges with some third-party tools and resource-intensive requirements pose obstacles, particularly for users with older systems. It is also important to note that Webex is shutting down soon.

Key Features

• Survey/Poll Management
• Live Streaming
• Real-Time Chat
• Networking
• Agenda Management

User Reviews

• “The app enabled us to put a lot of different participant materials in a single, continually updated location (agenda, rules, announcements, hour-by-hour results, etc.) enabling our staff to spend much less time printing and distributing materials and much more time engaging with participants. ” – Evan G., Event App Producer
• “The least helpful aspect of the Webex Events (formerly Socio) app was the training tool on streaming the sessions. We spent two days training only to find out the day of our event that streaming 4 consecutive sessions was nothing like streaming just one session.” – Laura C., Deputy Director
• “From start to finish, we were well taken care of–from contract phase to event day. Again, we had the Orange Glove service so we had several trainings (staff, speakers, sponsors) and brainstorm sessions to help teach us about ways to maximize features and build an engaging virtual conference agenda.” – Julie H., Sr. Manager
• “Webex is missing some basic features that are important to event professionals. There is no easy way to identify abandoned cart customers, for example. Tracking conversions from marketing efforts is a challenge as well since registrants must leave the site to register. Reporting is also rather basic.” – Phillip L., Small-Business

4. Eventzilla

Eventzilla is an event management software platform that provides comprehensive solutions for organizing, marketing, and managing events in various formats, including in-person, virtual, and hybrid, tailored to diverse business needs.

As an alternative to Boomset by Hopin, Eventzilla offers onsite event badge printing software that allows for customization of name badges with specific details. You can add logos, QR codes, event titles, and important attendee information like names and contact details. 

Eventzilla has positioned itself as a solution suitable for a wide range of events, including conferences, workshops, training sessions, social events, and fundraisers.  With features for adding abstracts and accommodation options, Eventzilla demonstrates its focus on the business market.

Eventzilla has some notable cons that potential users should consider. Firstly, it offers very few native integrations, which can limit its ability to seamlessly connect with other tools and platforms that event organizers might use. Secondly, it has limited marketing features, making it less suitable for those who need robust marketing capabilities to promote their events. Lastly, the platform results in low margins for low-ticket events, potentially impacting profitability for organizers dealing with lower-priced tickets.

Key Features

• Use Registration Process
• Badge Printing
• Onsite Tickets And Registration
• Contact List Management

User Reviews

• “Eventzilla makes it easy to create events and customize how I want my event page to look like. It has a simple interface, making it easy for attendees to register for events. I am also able to send messages to my attendees all at once.” – Mayowa A.
• “At the same time, the many ways you can customize Eventzilla also sometimes make it a bit hard to know where to look for what setting. I usually add a ‘test ticket’ for free to an event I create and then ‘test buy’ it to ensure everything is working as it should. That is a bit cumbersome, but is just a trade off for having lots of options.” – Tim K, Executive Coach
• “Organizes registrations in one location, and forces the individuals to register themselves. (I don’t have to take phone calls/emails to register individuals into a spreadsheet and use a different system to collect payment)” – Cathy B., Administrative Assistant
• “Some things are difficult to use for both admins and attendees. However, customer support is prompt.” – Robert G., Founder

5. Cvent

Cvent, our final contender among the best Boomset alternatives, is a cloud-based enterprise event management platform. By empowering businesses and event planners to manage, track, and analyze their events, Cvent emerges as a robust alternative to Boomset by Hopin. It enhances efficiency, improves attendee experiences, and ensures a meaningful return on investment.

It’s worth noting that Cvent’s pricing structure is not straightforward, and users often end up paying a lot of hidden fees. 

Additionally, some users find Cvent’s interface complex and not intuitive, requiring workarounds to locate and edit content. The company’s product growth strategy relies heavily on acquiring other technologies, resulting in a roadmap focused on integrating various modules. Cvent also charges for training by the hour at approximately $150, and the first year of professional services can cost around one-third of the software spend, adding to the overall expense.

In contrast, competitors like vFairs adopt different pricing models. At vFairs, clients are charged for specific feature add-ons, without billing based on attendee volume unless it exceeds a certain threshold, typically around 10,000 attendees.

If you’re looking for a little more, check out Cvents top competitors for more in terms of functionality.

Key Features

• Customizable Branding
• Live Chat
• Survey/Poll Management
• Agenda Management
• Live Streaming

User Reviews

• “Once I read and understand the program, it is easy with tutorials and articles in the help section to figure out what I want to do step by step. If those do not work there is an excellent customer service to assist.” – Mary Ann H., Event Coordinator
• “Cost is a bit higher than other event management platforms, but tends to have very few glitches (if any) and provides excellent management of events from a couple of people to thousands. I have worked with other platforms that could not handle large groups without crashing, so the consistency in performance is a comfort. Oftentimes, you’ll find the cost of the platform is offset by time savings.” – Julie Michelle D., Program Manager
• “Cvent is nice in that it has thought of many of the different scenarios planners need to communicate, offer registration for and track for each event. The integrated credit card processing makes handling the financial aspect of meetings much easier.” – Beth C., Executive Director
• “I think that the reporting could be more robust!” – Nicole G., SMMS Operator

Key Takeaway

Among Boomset alternatives, vFairs emerges as the top choice for managing your next event. Unlike Whova, vFairs provides extensive customization options, including tailored design and registration forms. Compared to Webex Events, vFairs guarantees robust performance for events of any size. Event planners can easily integrate with several third-party platforms to expand their offering at the event which is a limitation for Eventzilla. Additionally, vFairs boasts an intuitive, user-friendly interface, addressing the steep learning curve issues associated with Cvent.

With vFairs, you gain comprehensive event management capabilities that enhance engagement and streamline operations for virtual, hybrid, and in-person events. Experience the difference firsthand by requesting a demo with vFairs today!

But planning a successful product launch is tricky. There’s no one-size-fits-all formula—each product needs its own unique approach. Plus, in the competitive race for consumer attention, it’s a challenge to make sure the right people notice your launch.

In this blog, we’ll explore innovative virtual event ideas to help you create an unforgettable product launch that captivates your audience and does justice to all the effort put into development. Whether you’re aiming for a global reach or a more targeted audience, these strategies will ensure your launch stands out.

What is a Virtual Product Launch Event?

A virtual product launch event is a digital or online gathering used to introduce and promote a new product, service, or initiative to an audience. It mirrors the structure of a traditional in-person launch but is entirely conducted in a virtual environment through various online platforms or software.

Key aspects of a virtual product launch include:

1. Online Platform: Organizers host such events on digital platforms like Zoom, Microsoft Teams, etc., or by dedicated event hosting platforms that offer features for live streaming, interaction, and engagement.
2. Audience Engagement: Interaction with the audience is facilitated through live chats, Q&A sessions, polls, and sometimes even through augmented or virtual reality elements to make the experience more immersive.
3. Content Delivery: Presentations, keynote speeches, product demonstrations, and promotional videos are shared virtually to highlight the features, benefits, and uniqueness of the product or service being launched.
4. Global Reach: Virtual launch events have the advantage of reaching a wider, global audience as geographical barriers are removed. Attendees can join from anywhere with an internet connection.
5. Cost-Effectiveness: They are more cost-effective compared to physical events since there’s no need for venue bookings, travel expenses, or physical logistics.
6. Flexibility: Virtual events offer flexibility in terms of timing, enabling attendees to join from different time zones and allowing for the event to be recorded and shared later for those who couldn’t attend live.

Overall, a virtual product launch aims to generate excitement, engagement, and awareness around the new product or service while leveraging the benefits of online connectivity and interaction.

Benefits of Virtual Product Launch

Did you know the world has 4.33 billion internet users and 3.53 billion are on social media? That’s huge, right? It shows just how vital digital platforms are, and they’re only getting bigger. Why not leverage this and opt for a virtual product launch?

Trust us, the benefits of going virtual are convincing. By the end, you’ll see why we’re all in on virtual launches!

Reach a Global Audience Through Your Virtual Product Launch

A physical event restricts you to a limited audience. The venue can host a limited number of people and most of them come from within the same city. Hence, the reach of a physical launch event is very restricted. On the other hand, a virtual product launch helps in reaching out to a global audience.

Anyone with an internet connection and a laptop/smartphone can join from any part of the world. Additionally, an online platform can host several times more people than a physical event venue. This further contributes to taking your product launch event global with a virtual launch.

Conduct a Cost-effective Event

In a physical launch event, there are numerous costs involved. These include but are not limited to the cost of the venue, logistics, parking lot, marketing, equipment, and staffing. In the case of a virtual launch, you can avoid most of these costs. There is no hassle of booking a venue, taking care of the logistics, training staff for good service, and worrying about the décor.

By handing over all the worries of a virtual launch to renowned platforms like vFairs, organizers can have a hassle-free event. If you choose to go ahead with vFairs, you will get a dedicated manager for your event to ensure its success. Isn’t that great?!

Collect Valuable Data with an Online Launch

It is hard to get credible data from a physical event. A virtual product launch helps in overcoming this problem. Since everything is managed online, it becomes easier to get valuable insights about the event. Questions like the following can be easily answered if you go for a virtual launch.

• How many people registered for the virtual event?
• How many people actually attended the event?
• How many people watched the entire event?
• After how many minutes people started leaving the event?
• Which segment of the event received the most traffic?
• Which segment of the event was the exit point?

With the help of this data, you can understand the behavior of your target audience and tweak your future events accordingly.

Enhance Engagement Through Chat Tools

In a physical event, it is hard for attendees to engage in a conversation with the company representatives due to space issues and time constraints. In a virtual launch, this no longer remains a problem. A virtual product launch comes with chat tools that enable the attendees to get in touch with the company representatives.

Virtual event hosting platforms vary in their services but most of them provide audio, video, and text chat facilities. This not only enhances engagement during the event but also improves the overall event experience for the attendees, enabling them to remember the event for a long time.

Better Branding Through Webinars & Presentations

Webinars and presentations are key to a killer virtual product launch, letting you deep dive into what makes your product tick. With vFairs, attending is a breeze—no Flash, just seamless, secure interactions. Get everyone talking with live Q&A, polls, and real-time captioning, plus tools that spark connections and learning. It’s the dynamic, accessible setting your launch needs.

Big names like Apple are all in on virtual launches, showing off new iPhones to the world online. Why? Because going virtual means broader reach, lower costs, and solid insights, all while growing your business and racking up leads. Ready to make a splash? Launch your product with flair and watch your business soar.

How to Host a Virtual Product Launch

Virtual events have significantly transformed the way people participate in various gatherings, conferences, and entertainment activities, offering numerous benefits that traditional, in-person events might lack. Here’s how you organize an exceptional virtual product launch:

Step 1: Provide an Immersive Experience

A product launch’s goal is to immediately captivate and excite your audience. Without an engaging interface, interest fades quickly. For a standout virtual product launch, aim for an immersive experience. This means hosting your event in a 3D space that mirrors real-life venues, with various rooms branching off a central lobby for easy exploration. 

Features like animated avatars enhance realism, making attendees feel like they’re there in person. Plus, these spaces offer great opportunities for showcasing your brand with banners and standees.

Step 2: Promote your Virtual Product Launch Online

For any event, especially virtual product launches, aggressive promotion is crucial for drawing in a big crowd. Start by targeting your audience with tailored marketing through emails, hitting your email lists hard. Then, tease your event on social media with hints of “something new brewing” to spark curiosity and build anticipation. As the event nears, send out email invites with a registration link, and add a handy option to save the date directly in their calendars.

But don’t stop once they’ve signed up; people tend to forget. Keep their attention with reminder emails—one a day before and another an hour before your event—to ensure a great turnout.

Step 3: Enable Attendees to Experience the Product 

Another way to enhance the attendees’ experience is to offer them a feel of the actual product. While this is often easier to implement with in-person events, you might still be able to extend the experience virtually.

If you’re in the technology industry and are launching a new software tool, create a booth to host trials for it in your virtual lobby. You can make a few key modules accessible or show the main interface. A product simulation or a video of it in action could also provide attendees with a feeler of the real deal.

Step 4: Take Audience Input and Encourage Engagement

Virtual events often stumble with engagement; one-way chats just don’t cut it for a lively product launch. To spice things up, why not mix in live Q&A sessions? They let your audience dive in with questions, making the experience interactive. Plus, offering one-on-one slots or an interactive booth in a 3D space can cover those who can’t make it live.

This feedback loop isn’t just for show; it’s gold for product development, giving you real insights into what your audience craves or what tweaks your product might need.

Simply put, by nailing your virtual product launch, you eliminate the hassle of handling crowds, creating a seamless, interactive experience that everyone can enjoy, regardless of their location.

Step 5: Partner Up with Thought Leaders

To increase your digital reach, partner up with thought leaders in your niche for your virtual product launch. Influencer marketing works wonders for product launches as it boosts event visibility (and credibility) by lending their audiences to your event.

Invite them to host your event or indulge in a speaking session, where they offer their insights. You should also ask your partners to promote your event through their social channels and announce their appearance, ensuring greater reach. 

If you’d like to take things up a notch, offer them early access to your product and ask them to share their experience at the event. Industry leaders are trusted sources and their approval could mean a lot of business for your new product. And for the attendees, the event offers a convenient way to interact with their idols.

Step 6: Experiment with Games or Freebies

Want to really amp up the fun? 

Try gamification or hand out some cool freebies! Imagine setting up a scavenger hunt with clues about your new product, guiding folks to booths to chat with reps or discover product perks. The reward? Maybe an exclusive sneak peek or a freebie of the product. Or, how about a spin-to-win or lucky draw right from their couch? Everyone digs a good freebie, especially when it’s hassle-free. Here are some of the options:

• Free vouchers or discounts
• Early access to product
• Cash prizes
• Product merchandise (digitally delivered merch like wallpapers, or mailed merch like keychains or notebooks)

When done right, virtual product launches can be even more exciting than their in-person counterparts. As long as you’re making good use of your digital resources and taking the time to answer queries and engage with your audience, you’ll be able to get a lot of eyeballs on your new release.

Just be sure to advertise extensively, create immersive event spaces, provide an interactive experience, both with the product and your team, and experiment with games. And in this way, your audiences will be looking forward to all your future events!

How To Launch Your Product Virtually & Win Customers

Let’s take an example of two apps doing a product launch. App A, new to a busy scene, knew it needed a standout launch. App B, packed with fresh ideas, rushed to show off its groundbreaking promise. App A took two months to perfect its launch strategy, focusing on clarity and appeal. App B went big on hype but left people confused post-reveal. In the end, App A steadily climbed the ranks, while App B’s buzz quickly faded. 

The takeaway? A smart, well-executed launch is key to grabbing and holding interest. Let’s explore how to ace this.

Step 1: Understand your Customer

Before a product launch, we chat directly with customers—why, you ask? Even after thorough market research, talking directly offers deeper insights into their real struggles, in their own words. This sharpens your sales message by letting you use their language and address their needs in order of importance. It’s simple: a casual chat with a focus group of 10-15 people can make all the difference.

Step 2: Test, Test, and Test!

Bugs are the bane of software products, and despite the best efforts of your QA team, a few always slip through post-launch. The remedy? Dive into alpha and beta testing. Alpha testing lets your internal crew and keen users try the app, tackling tasks and hunting bugs—sometimes with rewards for the top bug finders. 

Then comes beta testing, opening the door to a wider user base to freely explore, use, and flag any bugs they stumble upon. It’s a hands-on way to catch those elusive bugs and smooth out your app before the big rollout.

Step 3: Find an Immersive Virtual Event Platform

A key component of your launch campaign is a marquee event, where you can announce your product and share important information with your audience. You’ll need a virtual event platform to successfully host your virtual software launch. This is going to be your ‘event venue’. And while there are tons of products available on the market, not all of them are created equal. 

Here are some of the most important features of a successful virtual product launch:

• 3D event spaces that transport attendees to the venue.
• Live and recorded webinars that enable attendees to interact with the speaker.
• Event marketing features to bring more people to the event, like email marketing and landing pages. 
• Networking features to help attendees engage with others at the event. 
• E-commerce module to accept orders on the spot. 
• Data analytics to collect lead information. 
• Customizations for event branding.
• Welcome videos. 

Step 4: Customize your Event Appearance

Branding is crucial for a virtual software launch as you want your attendees to remember you well. Use your virtual event platform to add and customize different rooms. Add logos wherever you can, use standees to market your services, and color code as per your branding guidelines.

Step 5: Prepare Live or Recorded Demos

Depending on your ease, choose between live and pre-recorded product demos. Either way, make sure that they’re both interactive and engaging. 

You’ll need to get in touch with your speakers beforehand and discuss the agenda of each session. This will help you align the content with the needs of your customers. During the sessions, be sure to take questions and encourage participation. The more engaging your event, the more invested your attendees will be in your product. 

Step 6: Create Marketing Collateral

Your virtual event will also need marketing collateral to nurture incoming leads. Create videos covering various use cases or explaining the features of the products. Publish product specification documents and install instructions, whatever you’d like. Your virtual event platform should allow you to upload these and let attendees save them as well.

For any successful product launch, you need to have a solid plan before you make any announcements. This will include:

• Speaking to prospects and understanding how they express their needs
• Testing the application thoroughly to catch any overlooked bugs
• Using a dynamic virtual environment that lets you launch your product the right way
• Devising a multi-channel marketing strategy for your product launch
• Customizing the event to represent your brand
• Getting ready for your speaker sessions
• Creating videos and product documents to educate attendees in an engaging way.

And with that, you’ll be ready for a successful virtual launch that wins you leads right from the get-go!

9 Innovative Ideas to Help You Host a Winning Virtual Product Launch

Companies invest heavily in product development, from ideation to launch. Given the team’s effort, a spectacular launch is essential to honor their hard work. Yet, planning a successful launch is complex, with no one-size-fits-all strategy and the challenge of capturing consumer attention in a competitive market. 

Often, high-performing teams delegate launches to specialized teams or event companies, striving for a memorable debut. The stakes are high, as a poorly executed launch can cause a product to fail. To keep that from happening, you might want to take a look at these interesting ideas that can help you plan a killer virtual product launch.

1. Create a Constant Loop of Promotions with Giveaways & Contests

Brands often run giveaways and contests before the launch, which allows them to not just maximize awareness but also secure the involvement of viewers.

You could send your product to an exclusive group of participants whom you select via a contest, and they can in return spread the word about your product and share their positive reviews. The key aspect of this idea is to ensure its virality by getting the participants to tag their friends and share posts to create a constant loop of promotions.

2. Drive Organic Traffic with Blogs

Blogs have taken over today’s versatile digital landscape. This is because before making any purchasing decision, consumers like to do extensive research to educate themselves and validate their purchasing decisions. To drive organic traffic, you could get your content team to write about your product on popular websites and blogs. Draft compelling content that instead of being a shameless plug, provides value to the reader, identifies an issue, and organically establishes your product as the problem solver.

3. Spark Interest with Teasers & Videos

The kind of impact and engagement that videos draw is unprecedented. Not only are event videos much more watchable and appealing than text, but studies show that viewers can also retain the content of videos for much longer.

A tried and tested way of generating hype for your product launch is to shoot small teaser videos, that stoke the excitement of viewers and heighten their expectations before the release. Release your teaser a month before the launch so the campaign can gain momentum and share it on popular social media sites like Facebook, Instagram, and Twitter. These teasers can also be great for giving the viewers a feel of what might be in store for them without giving away too much.

A few days before the launch, share longer and more insightful videos that establish the need for it, reveal its key features, and demonstrate how it can add value to people’s lives. Behind the scenes, videos and footage of event preparations could also go a long way in maintaining the hype for the product up until the day of the launch.

4. Plan a Grand Virtual Event or Launch Party

A common way to grab headlines is to throw a smashing launch party that is festive and entertaining and creates the right kind of noise. To jazz up your event, you could set a theme, invite chief guests and speakers, arrange live performances, or organize activities to engage the audience, etc. 

Get your PR team to write press releases and capture the event happenings on social media so the launch can grab headlines and get people talking.

The event can employ rich interactive tools to educate visitors about the new product and encourage participation from their end with features like chat forums, webinars, polls, and videos available on demand. There are various other options available to virtually showcase the product by delivering product demos, personal pitches, or allowing them to simply download the resources.

You can completely customize the virtual product launch event, from the booths and workflows to your content to ensure it suits your needs.

5. Start a Countdown

Another way to create a strong sense of anticipation before the launch is to start a countdown on your digital channels. This will keep serving as a friendly reminder about the product launch while also constantly building up excitement for it.

6. Make Use of Community Engagement Campaigns 

Create a group of avid followers and check the vibe through pre-event community engagement tricks. This method helps gather potential supporters and gives you a peek into what your audience expects. Plus, get your community to hype up your product launch by organizing fun contests, giving away cool swag, or sharing stories of happy customers. When customers join in, they stick around.

Putting the community first in your chats and posts brings people closer, making them loyal fans. People love feeling like they’re part of something; involving them through community stuff stirs interest in your product.

7. Add Some Pizazz with a Virtual DJ

When it comes to product launches, the chance to dazzle exists in captivating venues adorned with striking lights and cutting-edge stage designs. Extend that enchantment to virtual events by introducing a virtual DJ, adding a touch of that celebratory vibe that brings an air of exclusivity to product launch gatherings. Music plays a pivotal role in setting the mood, establishing an unforgettable ambiance that’s bound to spark conversations among attendees.

8. Arrange Exclusive 1:1 Sessions

Apart from building up anticipation for your new product, conducting 1:1 sessions with speakers can be an enticing factor for those who are undecided about attending. Virtual events present unique capabilities that are often unattainable in physical settings. Providing exclusive VIP 1:1 sessions with speakers via video is an excellent method to offer added value to attendees and could serve as a compelling prize for a pre-event contest.

9. Add in a Virtual Social Wall

Incorporate a virtual social wall into your event. These walls serve to showcase and amplify the excitement and anticipation surrounding your launch, while also encouraging attendees to actively participate in the social discourse related to your brand. 

Integrating a virtual social wall into your virtual product launch enables you to curate and exhibit all event-related content, including user-generated material like selfies taken at your virtual photo booth by attendees.

How to Market a Virtual Product Launch

Step 1: Advertise your Product Launch Online

People will only make it to the event if they first hear about it. For this reason, you’ll need to invest some time and effort into marketing the event.

Let’s take a look at some of the most popular event marketing channels:

• Email: Send out announcement emails to your existing email list via email marketing. Schedule reminders ahead of the launch so more and more people sign up for the event. A reminder 15 minutes before the event will boost your attendee count.
• Press release: Send out a press release ahead of time to announce your launch. 
• Social: Advertise on social media and drop hints on all your channels. This is a great way to build anticipation and hook your prospects in. 
• Sticky bar: A sticky bar across your site will help inform other visitors about the upcoming launch.
• Landing page: Publish event details on a landing page so prospects can learn everything they need to know before the event.

Step 2: Promote the Event on the Landing Page

Every virtual event needs an impactful landing page at its entrance. This page will serve two purposes:

• Display the registration form to traffic coming in from all your marketing efforts 
• Provide event details to prompt registrations

These two objectives are very important in driving sign-ups. For this reason, make it visually appealing and captivating. Add event details and a clear agenda. 

You will also need to make sure that the registration form is very concise, rather than being a hurdle to entry. All these steps will help you optimize your landing page for conversions! Learn how you can design effective landing pages for your virtual software launch.

Step 3: Engage Your Audience with Teasers and Previews

Creating excitement and anticipation is key to attracting a large audience to your virtual product launch. Share teasers and sneak previews of your product on your social media platforms, website, and emails. These glimpses can include behind-the-scenes content, product features, or testimonials from beta testers. The goal is to spark curiosity and keep your audience eagerly waiting for the full reveal.

Step 5: Utilize Interactive Content

To keep the momentum going, incorporate interactive content such as polls, quizzes, and Q&A sessions related to your product. This can be done through social media or your event’s landing page. Interactive content not only engages your audience but also provides valuable insights into their expectations and preferences, which can be useful for tailoring your launch presentation.

Step 6: Conduct a Dry Run

Before the big day, conduct a dry run of your virtual product launch. This includes testing all technical aspects such as streaming quality, audio, and interactive tools like chat and polls. Ensure that all speakers and presenters are comfortable with the format and flow of the event. A smooth, glitch-free experience will make a strong impression on your audience.

Step 7: Follow Up Post-Launch

After the excitement of the launch, it’s crucial to keep the conversation going. Follow up with attendees through email with a thank you message, a recording of the event, and additional information on where they can purchase or learn more about the product. Also, gather feedback on the event to learn what worked well and what could be improved for future launches.

By following these steps and focusing on engagement, anticipation, and seamless execution, you can ensure that your virtual product launch is a resounding success, capturing the attention and interest of your target audience.

BONUS: How to Build an Effective Landing Page for Your Virtual Product Launch

Wondering how to draw crowds to your online event without a physical venue? How do you spark interest in your event before it even happens?

Don’t sweat it—your event’s landing page has got this covered.

A well-crafted landing page isn’t just any page; it’s your ticket to driving registrations for your online product launch. It’s about creating urgency and compelling action, not just existing. This section will walk you through creating a landing page that converts for your virtual product launch. Let’s dive in!

1. Be Clear about your Target Audience

Depending on the kind of product you are launching, you should have a clear idea of what your ideal customer base should look like. This is essential for structuring your communication in a way that’ll attract your target audience and convince them of the value of this event.

2. Design an Appealing Banner Image

Visuals play a significant role in engaging audiences. You have a solid product that is being launched. Use attractive images — either of the product or its useability to capture the attention of your visitors.

3. Explain What, Why, and When

Double down your efforts on writing a compelling copy. Provide all relevant information but also give them reasons to register for the launch by addressing their pain points.

The landing page must be easy to navigate with clear copy and interactive design. Confused visitors will leave the page, without taking any action. Don’t forget to mention:

• Time of the event
• Date of the event
• About the host organization
• What to expect at the launch

4. Agenda of the Event

A product launch — either physical or virtual — has multiple facets. You might want to add several webinars to talk about various specifications of the latest product releases, or you might want to engage your audience with keynote sessions by influencers in your respective industry.

It is, however, important to understand that your audience will be joining your event from remote locations, which means they are most likely to have very short attention spans. Therefore, providing the agenda prior to the event makes it easier for visitors — not only to understand what to expect from the event but to also help them plan their schedules according to the sessions of their interest. This also ensures maximum engagement during sessions as visitors are unlikely to be worn out by the time they enter their most relevant session.

5. Insert a Clear Call-to-action

What is the end goal of creating this landing page? Maximizing registrations at your online product launch. 

Your strategy isn’t absolutely foolproof if it ignores the primary action. Place a button that says “Register Now” loud and clear, and in the direct line of sight of your visitors so they know what is required of them. This will further direct them to the registration form, fulfilling your goal. 

6. Give Sponsors & Exhibitors the Limelight they Deserve

Just as in a physical event, sponsors and other participating bodies are the shining stars of online events as well. Adding their logos on your landing page would help drive a larger number of visitors from each one of their platforms as well as your own, maximizing registrations at your online product launch.

7. Dedicate a Segment to FAQs

As stated previously, a number of visitors landing on your event page would be looking forward to an online version of a product launch for the first time. To ensure you provide them with sufficient assistance, a section with frequently asked questions along with their answers would benefit users to a great extent, resulting in a more compelled audience and more signups.  

8. Promote on Relevant Platforms

Speaking of promotions, the success of every event depends on the number of relevant eyeballs that it attracts. You want to make sure the right people are targeted, so, you need to promote your landing page on every platform that your audience spends their time on. For example, if you are introducing a new range of gaming laptops at your online product launch, make sure to target young, tech-savvy gamers present on platforms such as Instagram, Snapchat, and Facebook.

Pro tip: Get involved in relevant groups on Facebook and push your event within discussions or post ads to grab as much attention as possible.

Key Takeaways

Virtual events are changing how we launch products, giving us tons of ways to be creative and get people excited. By using innovative event tech, businesses can reach people worldwide. Adding games, live chats, or immersive product tours increases your chances of sparking interest in your product and front-load pre-orders.

Being creative and trying new things in the virtual world lets businesses boost sales and get closer to their customers. So, get creative, do what your audience loves, and make that virtual product launch unforgettable!

To help you find the best fit for your unique event planning needs, we have rounded up a list of the top Brella alternatives for 2024, catering to the increasing demand for efficient and feature-rich event management solutions.

Brella Alternatives Comparison at a Glance

What is Brella: Overview

Brella is an event networking platform designed for large exhibitions and conferences, facilitating connections between attendees and sponsors through AI-powered matchmaking. Its main features include intent-based matchmaking, 1:1 meeting booking, video conferencing, and chat for face-to-face meetings. However, some users have noted drawbacks such as limited customization options and integrations, which can restrict the flexibility needed for more personalized event experiences.

Key Features

AI-Powered Networking

Utilizes artificial intelligence to intelligently match attendees based on their interests and goals, facilitating meaningful connections. This includes the capability to book 1:1 meetings and conduct video conferences for face-to-face interactions, enhancing networking opportunities at both physical and virtual events.

Event Management

Supports a hybrid model by providing features for both physical and virtual events. This includes live meeting areas for in-person interactions and virtual meeting areas equipped with tools for remote participants, ensuring seamless engagement across different event formats.

Agenda Management

Enables organizers to create and manage multi-track agendas, allowing attendees to choose from various sessions and tracks. Additionally, it offers the flexibility to present agendas in attendees’ local time zones, ensuring clarity and convenience for a global audience.

Attendee Communication

Provides a robust notification system to keep attendees informed about any delays or changes to the event schedule. This includes push notifications and alerts, ensuring attendees are always up-to-date with the latest information.

Content Management

Allows organizers to upload and manage sponsor and exhibitor content, making it easily accessible to attendees. This feature supports various types of content, such as brochures, videos, and presentations, enhancing the visibility and engagement of sponsors and exhibitors.

Reviews

• “I use it for tradeshow events that I am attending to pre-book appointments for either before-the-show meetings or on-site. It’s great to see the attendance ahead of time. I had a login issue, and Support emailed me back in 3 minutes. After a couple of exchanges, they figured out the fix in under 10 minutes—very fast.” – Brendan S., Sales Rep
• “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
• “All needed tools are in one platform. The best part is that I have my calendar synch with my PC, as well I can access all my meetings and the events of the summit in one place; there were minor bugs in the earlier versions, but I have seen that all those bugs were solved in the latest version. I don’t see a tool in the market for events that cover all the event requirements and meetups like Brella for the moment.” – Mohamed H., CEO
• “A bit restrictive in functionality at times. I hope they start giving the organizer more freedom to change things in the app without compromising on the great design. Still, there are slight lags and problems when signing on, we have had some attendees struggle to log in at times. I don’t see much of any other blocking problem on the platform other than that point.”  – Kristoffer L., CEO

Now let’s take a look at some of Brella alternatives.

Top 5 Brella Alternatives & Competitors

vFairs

Number one on our list of the Brella alternatives is vFairs, an all-in-one event platform and a great alternative to Brella, widely acknowledged for its adaptability in managing virtual, hybrid, and in-person events.

vFairs provides a dynamic virtual environment with customizable booths, networking lounges, and interactive elements designed to enhance attendee engagement. The platform seamlessly integrates virtual and in-person experiences, offering features like live streaming of physical sessions and virtual audience participation. 

Its comprehensive tech stack supports efficient event management across all formats, including event registration, ticketing solutions, and streamlined badge printing and check-ins. Additionally, vFairs offers custom-branded pages and intuitive mobile event apps, empowering organizers to create engaging experiences that resonate with attendees.

While Brella offers AI-powered matchmaking, 1:1 meeting booking, and video conferencing for networking, vFairs also offers the same features as Brella, including robust networking capabilities through its interactive lounges and engagement tools. This makes vFairs a versatile choice for delivering unforgettable events across all types of formats.

Key Features

Event Ticketing & Registration 

vFairs offers a comprehensive event management solution designed to streamline event registrations and payments across virtual, hybrid, and in-person formats. Customize registration forms effortlessly, implement tiered pricing structures, and facilitate group registrations seamlessly with vFairs event registration platform.

With integrated payment options through PayPal and Stripe, collecting payments is a breeze. Tailor access to event content for various user types with ease, crafting personalized registration forms using the intuitive drag-and-drop form builder.

Badge Printing & Check-Ins

Attendees can check-in seamlessly using vFairs’ event management software. They have the option to scan a QR code or use self-serve kiosks for self-check-in. Upon scanning the QR code, the badge printer is automatically prompted to print the attendee badge within seconds.

In addition to streamlined check-in processes, vFairs allows extensive customization options for virtual, hybrid, or in-person events. Personalize virtual environments, landing pages, and exhibitor booths to create a unique and engaging experience. Furthermore, integrate custom fields into registration forms to gather pertinent data that aligns with your event objectives.

Effortlessly generate and print tailored badges for attendees, exhibitors, and sponsore with our robust badge printing tool. Designed to simplify the badge printing process, this powerful tool enables you to create customized badges adorned with attendee names, logos, and pertinent information. 

Event Customization

Opt for either configuration or customization to tailor your event setup to your exact specifications. Configuration allows for adjustments such as branded colors, logos, and text labels within predefined templates, ensuring a consistent and professional appearance. On the other hand, customization offers bespoke event designs, white-labeled apps, and tailored features to boost engagement and maximize ROI.

vFairs’ all-in-one event management software provides extensive customization options for virtual, hybrid, or in-person events. Personalize every aspect, from virtual environments and landing pages to exhibitor booths, creating a unique and engaging experience. Additionally, you can incorporate custom fields into registration forms to gather pertinent data that aligns with your event objectives.

Mobile App

The vFairs mobile event app has essential tools for seamless operations. You can provide exhibitors and sponsors with various branding opportunities within the app with sponsor hub, splash ads, banners and branded booths. Ensure easy movement across the event for attendees with instant check-in at entry and floor maps. 

Foster engagement through live polls and timely notifications. Tailor the app to your needs with case-specific features like job advertising and automated certificates, supported by detailed analytics and eco-friendly document uploads. 

Lead Capture App & Lead Retrieval

Easily capture, qualify and monitor event leads with vFairs Lead Capture and Retrieval feature. Provide exhibitors with robust attendee search and filtration tools, enabling them to identify and connect with targeted participants seamlessly. 

With the ability to mark potential prospects as favorites and add contextual notes to each contact, exhibitors can enhance lead context, ensuring effective follow-up actions and fostering meaningful conversations. Onsite contact capture enables exhibitors to gather real-time data, which, combined with thorough event ROI analysis and data analytics, provides valuable insights. 

This comprehensive suite of features equips exhibitors with the tools they need to maximize their participation, drive valuable connections, and assess the success of their efforts at your event.

User Reviews

• “I think vFairs’ Event Management Platform is extremely robust and extensive. I like that they have the internal processes and procedures in place to help facilitate our events “soup to nuts.” The coordination and integration between the website, mobile app, on-site representation, and backend support helped us elevate our brand and offer an enhanced experience for our clients and event attendees.” – Sandra  D., Small-Business
• “We pushed the vFairs platform to its limits and beyond and vFairs are always keen to help us find a good solution! Our rep also was a great help in terms of helping take some tasks off my plate, something that I will be forever grateful for!” – Claire N, Event Manager
• “ Loved having the options of having a desktop and mobile app experience. The team support was exceptional with being timely, accommodating and flexible with finding solutions that fit our needs. Overall, it was a positive experience that enabled us to have a highly impactful summit.” – Matt B, Mid-Market
• “We had an upcoming event 6 weeks away, so my intent was to gather information for future events, but they walked me through the feasibility of implementing the platform for our event in the immediate future. With their support we were able to turn our in-person-only event into a hybrid event and expand our attendee base.” – Corbin S., Chief Administrative Officer

Whova

Next on our list of Brella alternatives, Whova offers  online registration, badge printing and check-in, attendee engagement, and  event marketing features. 

Its versatility caters to in-person, online, or hybrid events, making it a valuable tool for various organizational needs. 

The platform offers an event mobile app tailored for in-person events, facilitating seamless attendee engagement and access to event resources on-the-go. Additionally, it serves as a hybrid and virtual event platform, enabling organizers to host events in various formats. Its comprehensive event management tools include online registration and payment processing, streamlining the event planning process and enhancing attendee experience.

However, mastering its advanced features can be challenging for users without technical expertise. Additionally, the pricing structure is often perceived as complicated, with multiple tiers and feature sets spread across different packages, making it difficult for users to select the most suitable option.

User Reviews

• “Whova is a one-stop shop and it has it all to drive attendee engagement and provide a space where organizers can effectively utilize and organize information about the event. Not only was it easy to use there were plenty of features and guides to help easily implement each of the available amenities through the available and speedy reply of customer support. ” – Tasha S, Small Business Owner
• “It didn’t come with instructions’ ‘ from the event organizers so you do have to at least have some base-level smartphone skills and be intuitive to where you might need to be or what you might need to do. In this age, you have to be able to figure some stuff out without instructions so I don’t see this as a Whova deficiency but instead an intendee need for professional development if this was an issue for them.” – Melissa L, Project Manager
• “As a Vendor, it would have been helpful if there were some live one-on-one chat. As a conference participant, it would be nice if there were a way to prioritize alerts. Much of what showed up as alerts wasn’t important to me and there were so many that I had a difficult time catching the things that were important, i.e., I missed a group notification.” – Melissa G, Program Evaluator
• “It is quite overwhelming for first-time users with limited tech background and I think the User Guide could be improved to include some things that may be considered minor. Also, the mobile app should be updated to allow attendees to view event time in local time, as is the case on the web app.” – Piniel Tawanda Z.

Stova

Securing third place on our list of the top Brella alternatives is Stova. It emerged from the merger of Aventri, MeetingPlay, and Eventcore. From intimate gatherings to expansive conferences and exhibitions, Stova caters to events of all scales and types.

The platform offers comprehensive meeting management for seamless scheduling, alongside efficient online registration capabilities. It supports both virtual and hybrid events, catering to diverse audience preferences. Its event marketing tools allow organizers to promote effectively, while content management ensures rich event experiences. Additionally, networking and attendee management tools facilitate meaningful connections among participants, enhancing overall event engagement and success.

A user on G2 mentioned that STOVA lacks a clear product description for new users. Although training sessions are provided, they are insufficient on their own, making the role of project managers crucial in navigating the platform.

User Reviews

• “Excellent service and response time. The platform delivered without a single problem and all last minute changes were accommodated without any issues. Streaming content was clear and professional with no interruptions or bandwidth challenges. It was perfect!” – Thomas F, COO
• “Their pricing model leaves a lot to be desired. Everything seems ala carte, which made me feel like I was being nickeled and dimed. I would have preferred to have pricing based on a basic package, medium-sized event package, or a grande experience. It’s one thing to have some specialty ala carte items, but with so many options that should be standard, it made contracting hard.” – Gwendolyn P, Director of Global Events
• “They are very professional, responsive, and knowledgeable about their platform. We felt handled through a new way of producing events and so much so that we decided to refer other clients to their services.” – Julia T, Producer
• “The system is slow and a little clunky with specific things. Like the agenda, you have to go to a certain page to make edits, which once you figure out makes sense but it is not very intuitive. If there is a way to add several events in a day at once it would be amazing. It also has a very slow load time and there are some glitches like sometimes links are blue and underlined and other times they are the wrong color.” – Adriana L, Creator

Bizzabo

Bizzabo, one of the more comprehensive Brella alternatives, empowers organizers with a range of functionalities to streamline event planning and execution. From building event websites to facilitating ticket sales, fostering event communities, and offering attendees a mobile app, Bizzabo covers some aspects of event management. Its suite of analytics tools enables organizers to gauge event success effectively.

Bizzabo offers a comprehensive suite of features to streamline event management. Its registration tools simplify the user registration process, including payment processing and mobile check-in. The platform facilitates event creation, from website development to email automation and contact list management, enhancing marketing and communication efforts. 

Despite its popularity in the events industry, many users find Bizzabo challenging to use at first, leading to a time-consuming event setup process.

User Reviews

• “The Bizzabo app is also a real plus when it comes to onsite communication and networking – it is also very easy to design and customize per our own needs.” – Benedicte F, Head of Global Communications
• “It’s a nice platform but I would like it to be more intuitive. There are things in the set-up that are very important to do but we can forget to change, maybe to have a sort of notification would be great. For the language it’s not flexible. we have to create our own landing pages when we want to do webinars other than in English.” – Lina G.
• “One of the best assets of using Bizzabo is its UI. It gives a very straightforward approach that makes it easy to use in implementing and monitoring forms and events, which is important since the Bizzabo platform is frequently used in our BAU tasks and its numerous features make it easier.” – Joe M., Production Manager
• “Becoming familiar with all the­ features of Bizzabo can be time­ consuming. It might feel overwhe­lming at first. Although the platform prioritizes networking, incorporating additional virtual e­ngagement tools could enhance­ remote participation. The re­porting function is robust but could benefit from streamlining to make­ it more user-friendly.” – Yasmine H, Communications Coordinator

Cvent

Next on our list of Brella alternatives is Cvent which caters to a diverse range of events, including webinars, online, in-person, and virtual gatherings, offering specialized features like reporting and analytics, venue management, and email marketing. 

With a focus on simplifying manual event management tasks, Cvent enables planners to create branded events efficiently, saving time and effort. The software provides  tools for creating custom events with personalized backgrounds and layouts, while also offering features like surveys, polls, and emojis to boost attendee engagement. 

Speakers and organizers have the flexibility to present content in live, semi-live, or recorded formats, ensuring a dynamic and interactive event experience. However, the platform falls short of offering sponsorship opportunities within its mobile app, a feature commonly found in other Cvent alternatives. Additionally, its pricing model, which includes both an annual license fee and a per-registrant fee, varies based on the specific solution type, potentially complicating the decision-making process for users.

Check out the top Cvent alternatives.

User Reviews

• “Once I read and understand the program, it’s easy with tutorials and articles in the help section to figure out what I want to do step by step. If those do not work there is an excellent customer service to assist.” – Mary Ann H, Event Coordinator
• “Cost is a bit higher than other event management platforms, but tends to have very few glitches (if any) and provides excellent management of events from a couple of people to thousands. I have worked with other platforms that could not handle large groups without crashing, so the consistency in performance is a comfort. Oftentimes, you’ll find the cost of the platform is offset by time savings.” – Julie Michelle D, Program Manager
• “Cvent is nice in that it has thought of many of the different scenarios planners need to communicate, offer registration for and track for each event. The integrated credit card processing makes handling the financial aspect of meetings much easier.” – Beth C, Executive Director
• “I think that the reporting could be more robust!” – Nicole G, SMMS Operator

Key Takeaways

Among Brella alternatives, vFairs stands out as the top choice for event management in 2024. Unlike Whova, vFairs offers extensive customization options for design and registration forms. Compared to Webex Events, vFairs guarantees robust performance for events of any size. Unlike Eventzilla, vFairs integrates seamlessly with a wide array of tools. Additionally, vFairs boasts an intuitive, user-friendly interface, resolving the steep learning curve issues often encountered with Cvent.

With vFairs, you gain comprehensive event management capabilities that enhance engagement and streamline operations for virtual, hybrid, and in-person events. 

Experience the difference firsthand by requesting a demo with vFairs today!