In this blog post, we will compare the best virtual conference platforms for 2023. We will cover everything from price to features, so you can find the perfect platform for your needs. Stay tuned!
The best virtual conference platforms are the ones that are both user-friendly and cost-efficient. The surge in Covid-19 has also boosted the virtual conference platforms. Companies are now adopting hybrid models to host their meetings and events.
These platforms are also playing an important role in schools and universities as a new source of education exchange. Major conferences are shifting toward virtual event platforms to expand their audience, saving time and money from logistics, high flexibility, and powerful data collection.
Online conferences also enable businesses to connect with new audiences, get valuable feedback on their products and services from attendees, and enhance their sales. Virtual event platforms include several tools for planning, promoting, and executing online events.
These platforms use video conferences as well as material delivered on the screen to facilitate discussion. Major companies and industry experts are using this software as their new source of working platforms.
An Overview of the Best Virtual Conference Platforms
Virtual conferencing platforms have paved the path for companies, organizations, and educational institutions to flourish in a sustainable manner.
Virtual conference platforms are used for many purposes, such as hosting virtual events, Q&A sessions, Interactive workshops, educational purposes, Free handouts, and live streaming.
A virtual conference platform is considered as good if it has all the features required to make an event engaging and interactive. These features include a user-friendly interface, engagement tools, registration forms, third-party integration, analytics, live broadcasting, affordable price, and customizations.
We have comprised a list of the best virtual conference software in 2023. Used by many industries and professionals, these platforms are great to host large virtual events and webinars.
What are the Different Types of Virtual Events?
There are various types of virtual events that are organized throughout the year. The virtual event can be educational, sales generation, expo, conferences, and many more. On the basis of requirement, the events can be divided into eight main groups. These events are-
- Virtual Conferences & Summits
- Online Trade Shows & Exhibitions
- Online Music Concert
- Virtual Wedding Expo
- Webinar as a Product
- Online Fairs
- Hybrid Events
- Sales and Lead Generation Events
Essential Virtual Event Platforms Features
Choosing a virtual event platform is based on the event you plan to host. There are many virtual event platforms with plenty of features to improve user experience. A virtual event platform should have various customer engagement tools, a user-friendly interface, inexpensive rates, breakout rooms, and many other interacting features to be at the top of the game.
Some of the essentials features that a virtual event platform must have are-
Simple event management
A simple interface and easy setup can lure organizers into engaging with virtual event platforms. It helps organizers use the platform with ease and focus on content delivery rather than endure with the platform interface.
Social media interaction
A Good symbiotic relationship between event platforms and social media can help organizers target as many attendees as possible and can help to increase the followers of individuals and companies on the social media platforms. It can also help showcase the potential of event organizers and their products through advertisements on social media and internet forums.
Customer engagement tools are key features to increase the engagement of events and make the most out of them. Good tools and a better understanding of virtual event software can lead to a healthy and happy event.
AI curated customized topics
Advancements in AI are facilitating virtual event platforms. The advancement and involvement of AI have increased audience engagement by providing customized topics and personalized experiences. AI has also aided content creators in producing interesting and instructive information in films, infographics, and so on, which can be accessible by anyone anywhere.
Network optimization, stability, and responsiveness
Responsiveness across devices and platforms is a huge counterpart in the success of virtual event platforms. Platform creators focus more on stability and network optimization to reduce data charges and make events more lively. Now-a-day, virtual event platforms are also integrated with VPN to optimize and scale data for better content delivery.
Live streaming and content play
One can judge a virtual event platform based on its live-streaming capabilities and content delivery. Achieving good live streaming capability with higher video FPS rates while consuming a very low bandwidth is always a challenge for virtual platforms. Software engineers focus more on reducing data consumption while increasing the platform capabilities. Live streaming polishes the event and helps to host virtual events with more interactive sessions.
A key hurdle while choosing a virtual event platform is to find one with amazing functionality yet at an affordable price. Cost may vary for different platforms according to the amount of functionality they provide. Getting one with many engaging tools and applications at a low cost is a key selection while hosting virtual events.
Analytics and reporting
Selection and collection of essential feedback and data are essential in all events. Analysis of these data can result in a better understanding of customer requirements and access to market needs.
The Best Free and Paid Virtual Conference Platforms
There is an ocean of available virtual platforms to organize your event. These platforms may vary on the basis of cost and the number of features they provide. We have enlisted some of the top platforms that can help you target your audience engagement and help to harness the potential of your product at affordable rates.
With a capability of over 3,000 attendees and 200 video feeds, Cisco WebEx Events is a major lead in the virtual event platforms world. It is a browser-based software designed by experts to provide a simple yet user-friendly interface.
Many professional industries and experts use Cisco WebEx to host their events and meets. Event links can be accessed through laptops and smartphones from any available browser or through their own software and apps.
To join the meet, attendees are provided with a customized link for each event, where they need to register themselves and address their name.
The platform has collaborated with PayPal, Mastercards, Visa, Google Drive, Slack, and other companies for easy payment and cloud storage.
Cisco Webex includes various interactive features such as Event recording, Active polls, Screen sharing, Customer support, breakout sessions, Active speaker view, screen drawing, survey tools, etc.
Cisco WebEx is best for small sessions to a massive global audience.
Cisco WebEx Events is free of cost.
GoToWebinar is regarded as one of the best virtual conference platforms. LogMeIn, its parent company, develops GoToWebinar. The platform is integrated with interactive features to engage the audience and make the most out of the sessions.
GoToWebinar is popular among virtual teaching and team-building events with its fascinating features such as a virtual board, quick polls, automated reminders, chat access, event analytics, virtual backgrounds, etc.
Attendees need to register themselves to join the virtual meet. GoToWebinar is protected with high-security tools and tokens to avoid attacks and foul plays.
GoToWebinar is a paid software that ranges between $49.00 to $399 per month.
Workcast is a cloud-based powerful, scalable virtual platform. This virtual conference software offers 5,000 attendee engagement with three simultaneous video feeds. It has powerful data and analytics tools to capture audience responses and opinions.
The platform has collaborated with many CRM tools such as PowerPoint, Marketo, and Salesforce to host successful virtual events.WorkCast is a great virtual event platform for online trade shows and fairs.
The platform feature includes unlimited monthly webinars, breakout rooms, locking events, host and attendee bio, live poll, live stream, in-person event experience, etc. WorkCast is a great hybrid event platform.
WorkCast is a paid software that ranges between $2,995/year for 500 attendees to $5940+/year for up to 5,000 attendees.
Zoom Video Webinars is regarded as one of the best virtual conference platforms to host an online event. Many professionals use this platform because of its enormous attendance intake capacity.
Zoom Video Webinar has a capability of up to 50,000 attendees and 100 live video panelists, making it perfectly suitable for virtual conferences, trade shows, and sales generation events.
Zoom Video Webinars is an all-in-one virtual & hybrid events platform that empowers event organizers and marketing professionals to create authentic human connections and collaborate with them.
The platform is AES-256 protected and has a password-protected virtual lobby to prevent interference and unwanted guests. Zoom Video Webinars have a lot of salient features to engage event attendees.
Some of the key features are file, and video sharing, a list of participants, mute unmute capability to host, screen sharing, chat access, breakout sessions, feedback collection, and whiteboards. The platform helps the host keep attendees engaged with all these interactive tools.
Zoom Video Webinars is a free and paid software that ranges from $40.00/year for 100 attendees to $6490/year for 10,000 attendees.
ClickMeeting is a great platform to host small-scale virtual events. It is great for product marketing, business meets, and online events. ClickMeeting has the capability to host 2,000 attendees at a time.
The platform is integrated with rich communication and collaboration tools to increase user engagement and networking.
Guest can exchange virtual business cards employing this platform to increase their reach and market potential. Because its webinar timeline feature provides schedules, statistics and analytics, recordings, and more for past and future online events, ClickMeeting is great for companies that host several online conferences each year.
ClickMeeting has several built-in features like screen sharing, mobile access, chat access, password protection, breakout rooms, event recording, and many more.
ClickMeeting is a paid software that ranges between $25.00 per month to $40.00 per month.
With its user-friendly interface and integrated social media webcasting platform, BigMarker is used by many leading innovative companies. The no-download platform can be accessed by any browser globally.
It can host up to 1,000 attendees and nine simultaneous live video streams. BigMarker is the #1 virtual events platform for small-scale events. BigMarker is used by many events host to grow their audience, engage their customers, showcase their work and generate demand for their products and services.
BigMarker features include recurring webinars, built-in translation, password protection, attendee lists, live chat, and many more.
BigMarker is a paid software that ranges between $79 per month to $299 per month.
WebinarJam is one of the best virtual event platforms to reach out to your attendee without sweating a bit. With a capacity of 5,000 attendees and six presenters, the platform is built with unique features like “Panic Button” and “Active Offer” tools.
“Panic button” can be used to transfer all attendees and the event data to a news conference in case of any technical problem or glitch. “Active Offer” displays discounts and offers with the quantity left.
This platform provides high-quality video streaming to avoid pixelated images and frame drops. It also has other interesting tools and features to lure attendees and increase engagement.
WebinarJam features include one-click registration forms, screen sharing, live poll and survey, conference recording, video sharing, performance analytics, etc.
WebinarJam is a paid software that ranges between $499.00/year for 500 attendees to $999.00/year for 5,000 attendees.
vFairs is a premium platform to host webinars and conferences. vFairs is popular to host virtual conferences, trade shows, virtual fairs, and sales fairs due to its virtual venues and match-making tools. vFairs is built to host virtual and hybrid events.
vFairs has an impressive 3d space and visually rich environment to engage the audience like an in-person event. vFairs is also used as a video conferencing tool to meet and greet industry experts and webinars. You can also join meetings and webinars from its original mobile app on this platform.
vFairs feature includes virtual event space, virtual venues, attendee profile, download content access, group and individual chats, reports, analytics, and many more.
vFairs is a paid software that cost based on host requirements.
Hopin is an all-in-one event-management platform. Hopin is great for planning, producing, and reliving event experiences. Up to 5 Keynote speakers and organizers can use the platform for up to 3 days for any number of attendees.
Hopin has several built-in features like studio by streamyard, virtual venue, Onsite, and others to increase attendee engagement. Hopin has its own online event website where you can advertise your event and explore forthcoming ones related to your interests.
Hopin feature includes a virtual lobby, pre-recorded online events, custom registration forms, breakout sessions, third-party integration, event report, analytics, etc.
Hopin is a paid software that ranges between $99.00/host per month to $799.00+/5 hosts per month.
Mootup is a no-VR 3d assisted future events platform. It is regarded as one of the best virtual and hybrid events platforms. Many leading organizations use Mootup due to immersive features like Immersion, customization, scalability, safety, and security.
Mootup can be accessed by any device globally through the meeting link. Mootup has a series of fascinating virtual conferences, breakouts, exhibitions, offices, and education venues.
Mootup feature includes Monetize virtual visitors, in-person leads, multimedia virtual booths, VR-ready, video avatars, screen share, role play, 3d model, easy navigation, and many more. Mootup is a paid software that ranges based on the platform you choose.
Small-Scale Video Conferencing Alternatives
For hosting a small-scale video conferencing, virtual event platforms with ample features and reasonable cost are always a better option. A small-scale conference doesn’t require many features and engagement tools. Smaller companies and conferences that are not hosting thousands of attendees can find the following platform suitable for their requirements-
- Google Meet
- Microsoft Teams
- Google Hangout
- Zoho meeting
The above-listed remote conferencing platforms are ideal for small-scale video conferencing and meetings. These are some of the best virtual conference platforms many leading companies and executives use to host everyday meetings and assessment sessions.
These platforms provide an excellent interface to chat and communicate with your audience.
Most of these platforms are free of cost for a limited number of audiences and time, with relatively simple and user-friendly interfaces.
What is the difference between a webinar and a webcast event?
A webinar is an online educational presentation that is hosted and attended by an online audience. Webinars are generally password-protected two-way online discussion forums where folks can share their ideas and information. A limited number of audiences can only access Webinars, and there can be either live or pre-recorded webinars. They are exclusively hosted on webinar platforms.
A webcast is generally a pre-recorded session hosted on social media and TV. Anyone can access them through social media platforms like Youtube, Facebook, and Instagram, and they are generally available to a larger audience for free.
Webcasts are simply broadcasted without any engagement from their audience. Webcasts are best for audiences who are unable to attend the live stream.
How do I host a virtual conference?
A successful virtual conference requires extensive planning in terms of presentation ideas and guest speakers and webinar software, security, and audience interaction. If you are looking to host a large virtual event, you can start by reading this handy guide from kumospace.
To host a virtual conference successfully, one should understand the audience’s needs and formulate the event accordingly. Many virtual event platforms also guide and provide insights on “how to host a virtual event”.
Here are some key points to hosting a successful virtual conference-
1. Software selection: It is important to know the audience you want to target and the number of features that can suit your requirement. Select the virtual event software that can fulfill your needs based on all requirements.
2. Engaging presentations and tools organizing: An engaging presentation can lure your audience to subscribe to your product. Using engagement tools to their full extent can help to deliver the most out of your presentations.
3. Topics and Speakers: It is essential to know the customer requirements and what they want to hear or discuss. Sort out the topics that best suit your domain and can gain audience interest. Similarly, selecting well-suited speakers for your topic is critical since they may easily impact the audience’s opinions.
4. Registration form: When hosting a virtual event, it is important to create a registration form to allow people to signup for your virtual conference. Registration forms are sometimes also included in survey forms that can be used to get a clear perspective of your audience.
It also restricts unwanted guests from entering your virtual event. Registration forms are available on most of the software and can sometimes be customized.
5. Advertise: Advertisement plays a crucial role to expand your event audience. Better advertisement leads to more public which is essential for any event. Social media are great platforms to advertise your event for free. They can target a large audience for your virtual event.
6. Follow-ups and Feedback: Follow-ups are important after a webinar ends. Most platform provides event recording to attendees and registrants. Q&A sessions are important to clear audience doubts and share insights.
People’s opinions are crucial for judging your event performance. Feedbacks are a healthy way to know people’s opinions and customize your event according to their needs.
How much does a virtual conference platform cost?
The cost of a virtual conference platform can vary on various factors that include the number of attendees access, number of features and tools provided, customization in the platform, taxes, and many other things.
Small-scale video conferencing platforms are mostly free or cheap. Their cost can vary between $50 to $150 per month.
Meanwhile, for large-scale video conferencing platforms with a large audience, the cost varies for different software.
According to the number of attendees and features selections, the cost can vary between $799- $5940 per month.
What are effective ways to advertise virtual events?
With the advancement of technological innovations, there are ample opportunities and methods to advertise your events and conferences. Many virtual event platforms have built-in advertisement features for attendees to participate in your domain events.
To make the most out of any event, the host always tends to advertise their event way before to gather a large audience. You can advertise your virtual events by-
Social media is the leading way to advertise your events. You can showcase the potential and outcomes of your event innovatively to capture more audiences. Many professional industries and experts use social media because of its large customer base, direct connection with the audience, free of cost, and valuable insights.
Onsight demonstration is a great way to showcase a glimpse of your virtual events. A host can lure audiences by advertising the benefits of attending their event. To increase audience quantity, you can demonstrate event ideas, contents, decision processes, and expert opinions.
A business sponsor can help you to advertise your virtual event effectively by providing capital, keynote speakers, valuable insights, competitive advantage, and authority. Sponsors can also act as special guests to increase the value of your virtual events.
Advertisement is all about marketing. Targeting the right customer base and using appropriate steps can help you to increase the audience base for your next virtual event. Right marketing is a key step toward successful virtual event experiences. There are many methods to market your conferences such as creating posters & leaflets, engaging media, organizing events, encouraging word of mouth, and using special offers and discounts.
Online event planners
Hosting a successful virtual conference is all about proper planning and schedule. Planning events can help organize and collect all information in one space. It also helps to engage more properly with the audience.
Gifts, Giveaways, and certificates
Gifts, Giveaways, and certificates show commitment toward the audience and are a token of appreciation. They are great ways to host amazing virtual events, as the audience are also looking for attractive incentive.
What are the top online events’ best practices?
Planning for your event as soon as possible is an important element in staying ahead of the game. Preparing materials, speakers, attendee information, and registration way ahead is the best practice for hosting online events. Some of the other best practices are-
Deciding the type of event you want to organize: Having a clear picture of your goal and then choosing the type of event that suits best your needs is essential to hosting a better event. Select the domain in which you want to publicize your virtual event and proceed accordingly.
Choosing the right virtual events platform: Virtual event platform is a key factor in making the most out of a virtual event. Selecting the virtual conference platform according to the features you want that fit your budget is essential for hosting an online event.
An effective registration page: It can give attendees an idea about the type of event they will attend. Create an immersive registration page to lure more audiences. Many software also provides custom registration page generation to make events even more interesting.
Engaging sessions and breakout sessions: To market your events, it is essential to showcase the value of your event. Organizing interactive and interesting sessions are essential to engage people in you. Breakout sessions are essential to grasp the event knowledge.
Feedback and review: Getting people’s opinions and reviews is helpful to judge the quality of an event. It can also help in better understanding the scope of improvement areas. Feedbacks and reviews are also helpful in marketing future events.
Virtual Conference Platforms FAQs
How long should online events be?
The time required to host any online events totally depends on the type of event you are organizing. It is preferable to host between 45 minutes to 1 hour with an adequate amount of break. The best duration to host your virtual event is 2-4 hours.
Long sessions can reduce concentration and dissuade people from subscribing to your product. Intermediate short breaks can help attendees gain focus on the content that is getting delivered, as well as it will also help to increase people’s engagement.
When is the best time to host an online event?
There is a number of factors that can influence the perfect time to host an online event. Online event engagement totally depends on the type of event you are hosting and the audience that is willing to attend.
However, after interrogation of over 100 online and hybrid events by means of different virtual event software, research shows that it is ideal to host virtual events during the day at any time between 10 a.m. to 11 a.m and 1 p.m to 3 p.m to utilize audience peak engagement.
Researches also suggest that Monday and Friday are the best days to host the online event. Conducting your conference at these times can help to engage more audience and can help to sell your product.
Conclusion – Which platform is the best for Virtual Conference
Zoom video webinar is usually regarded as the best virtual conference platform because of its user-friendly interface, easy set-up, engagement tools, 50,000 attendee access, 100 live video panelist, cheap rates, and many more.
Many big companies and individuals also praise the zoom video webinar. It can be accessed through any browser or its own android app and software.
Zoom video webinar provides free access for a limited period of time, which is beneficial for small-scale video conferencing.
It also has many inbuilt tools and features to capture attendee engagement like a registration page, video sharing, list of participants, mute unmute capability to host, screen sharing, chat access, breakout sessions, feedback collection, and whiteboards.
The pricing of zoom can differ according to the type of package selected.