In light of the impact of the COVID-19 scenario, a large number of event organizers are turning to virtual events rather than postponing or canceling upcoming events. Even before the pandemic forced companies to start the Work From Home culture, virtual meetings were commonplace. In fact, for a while now, webinars and roundtable discussions are only held online.

It looks like those companies who were already hosting most of their events online for cost-saving benefits were unknowingly preparing themselves for the future of human interaction!

Love it or hate it, attending meetings from your bedroom is the new reality. However, it is still unthinkable for most of us when it comes to conducting an entire conference online. Well, enterprises have no choice now. Marketing strategies have been severely impacted today, and enterprises are facing new challenges that could be turned into new opportunities. And so, it is critical to formulate a success plan by capitalizing on these opportunities.

If you are new to the virtual environment, there are a few key areas to focus on when starting out. This includes communication with the speaker, creating opportunities to engage your virtual event audience, tracking and gaining information from your communication, broadcasting or recording a live event session, etc. Let’s take a look at some of these areas and the respective tools that will help you with managing your event efficiently.

Speaker Curation and Communication Tools

For your virtual event, you need to find a suitable panel first where the panelists must be thought leaders in their niche and command a lot of clout from the community. 

The second huge task is of sending out emails inviting them to be a part of your panel. You might have to send out quite a few reminders considering how busy they are. Considering the fact that you are already busy, there is a great chance that you miss sending out reminders.

Here, a speaker management tool like Speaker Engage can be your best assistant. This tool helps you not only with communication but also in curating and managing speakers.

Yes, a simple Excel sheet is enough to do all this. But a tool like Speaker Engage offers avenues to keep in touch with volunteers as well. Sign up for a free 100-day trial now.

Video Conferencing and Webinar Tools

Most businesses today are using a web conferencing tool at one point or the other, while webinars are widely being used for everything from sales training to customer onboarding. Even though there are some basic differences between these two, ultimately, they both provide a tool for sharing videos, collaborating on projects, sending chats, and more. 

Tools such as Google Hangouts, Microsoft Teams, Airmeet, StreamYard, On24, Zoom, GoToWebinar, etc., not only make it easy for event organizers but also for speakers and attendees to connect virtually. All of them offer a variety of solutions that help marketers create engaging video conferences and webinars, which drive demand generation and capture relevant analytics.

Tools to Track Your Communications And Gain Insights

As a marketer, you need a dashboard reporting of all engagement-related data much like what Contiq does.

Contiq is a tracking tool that helps you track when your file gets opened, how long it was open for, how long each prospect spent on a particular slide, and much more. With the help of this information, you can restructure your emails and messages in order to capture their attention.

With the help of Contiq, you know the number of times your lead opened your document and how long ago it was. This will help you figure out the right time to follow up with them.

Attendee Engagement Tools

Keeping your audience engaged during the whole duration of your virtual event session is an important task. 

This can be done primarily with the help of an engaging speaker touching on a relevant topic of interest. Another way is by helping the audience participate in a live discussion through several methods such as questions, polls, and other fun ways to reinforce curated event content. Glisser is one such audience engagement platform that can be extremely helpful during a virtual event. 

Other tools that can be used for attendee engagement are NetworkTable Virtual and Brella. While NetworkTable helps event organizers manage table seating at large virtual events, Brella matches attendees based on what they are looking to achieve using a matchmaking algorithm with the help of AI technology.

Communicate in Advance About the Technical Platform

Always keep in mind the type of events and the number of attendees while you shop around for the hosting platform. While Google Hangouts or Soapbox (Wistia) is the best option when it comes to webinars or meetings, you should consider solutions that are custom made for the event when it comes to larger events.

Airmeet is one such amazing platform that ticks all the boxes. It can accommodate up to 1 million concurrent attendees! It has options such as Social Lounge and Raise Hand, which will help you run the event just like (or even better orderly) an in-person event by giving the audience the facility to actively participate.

Social Media Planning and Promotion

We live in the era of social media and it is critical that you make sure you’re present on several online platforms and engage your event’s target audience. Right from creating the apt hashtags to posting on social media, you can extend the reach of your event by leaps and bounds.

Speaker Engage is one such tool that can help you publicize your event. You can easily create promo kits for sponsors, attendees, speakers, and your community that is crucial for driving awareness. And that’s not all. Using the Speaker Engage Social Media Planner, you can create campaigns, social media posts across platforms, upload relevant images, and allot responsibilities. Check out Speaker Engage to simplify your social media tasks.

Summing up

When you are planning to host your next virtual event, consider investing in these tools that will help you deliver a quality experience throughout your virtual event. You can also combine your virtual event tools with your event management platform and tackle the virtual world to deliver a comprehensive event experience and reach attendees wherever they are.

Certainly, the tools we’ve talked about here have several more features, and you may or may not need them all. So, learn about these tools and choose the one which will fit into your requirements.


Speaker Engage™ is a fully-integrated, cloud-based platform, designed by event organizers for event organizers who want to curate and delight speakers & sponsors by removing the chaos from event execution. Don't miss the 100-day free trial. Sign up now!

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