You're planning a virtual event. How do you choose the best event production software?

When comparing event production software, consider three main categories: webinar software for smaller events with limited participants, live streaming software for larger events with multiple cameras and locations, and virtual event platforms offering comprehensive features like virtual booths and networking rooms, ideal for replicating physical event experiences.

Testing event production software before purchase is crucial. Engage in a free trial or a demo, and don't hesitate to ask the provider if there are upcoming events using their software that you could attend. This hands-on experience offers invaluable insights into the software's real-world performance, its alignment with your specific requirements, and how it navigates potential challenges. Witnessing the software in action during an actual event can provide a deeper understanding of its capabilities and limitations, ensuring a well-informed decision.

Choosing the right event production software within your budget is key. It's crucial to compare pricing and plans, while being mindful of hidden costs like setup or subscription fees. Consider software that offers live production support, especially if you have a smaller team. This can be a game-changer in ensuring smooth event execution. Also, request a customized quote based on the specific features you need. Balancing cost with functionality will help you achieve the best value and a high return on investment for your event.

It's important to consider what kind of experience you want your attendees to have. This should be discussed during the early stages of the planning process as it will impact your choice of software. For example, will break out rooms be essential? Most platforms offer this ability but not all allow you to assign rooms at random. Some require you to select which attendees go into which rooms. Depending on the size of your virtual event, having the ability to randomly select might be important. Two-way engagement is something else to consider. Not all platforms give attendees the ability to unmute and speak. The chat window may be sufficient for your event but creating a space for open dialogue during a main session might also be important.

Selecting the right virtual event software hinges on deciding between self-management and a full-service team. Opting for self-run software offers flexibility but demands technical know-how. Alternatively, full-service teams ensure ease and professional execution, managing all technical details. Assess your technical comfort, event goals, and available resources to make an informed decision. After this, your next step is sourcing suitable software. The nature of your event plays a critical role here. For smaller, simpler events, tools like Zoom or Teams could be ideal. For larger-scale events requiring higher engagement, like annual conferences or product launches, a dedicated virtual event platform might be more appropriate.

I think one of the most important considerations for event production software is how user-friendly it is. Often times I'm working with clients with little to no experience in event production, and they don't want to spend a ton of time learning how to navigate a new program. What I like is software that's intuitive and similar to other work or management-based products that the client may have used in the past. Easy to teach, hard to get lost, and allowing me and the client to always be on the same page, interacting within the software.