Buying a virtual event platform : questions to ask the salesperson
MARTIN FULLARD , CMW EDITORIAL DIRECTOR , OUTLINES THE QUESTIONS THAT NEED TO BE ASKED WHEN BUYING EVENT TECHNOLOGY
B uying or hiring use of a virtual event platform can be an overwhelming experience for many event organisers . The pandemic gave rise to hundreds of platforms with everyone claiming to provide the best product .
Unfortunately , this meant that many event organisers found themselves rushed into deciding , which either turned out to be the wrong one or presented hidden costs or unforeseen problems .
There are plenty of excellent platforms on the market to suit a range of events and needs , so how do you find them ?
During your next platform demonstration , make sure you ask these questions :
1 . How many delegates am I paying for ? You need to establish exactly what comes with the package . Are you paying a flat rate for a one-time use of the product with unlimited delegates , or do you get up to 300 delegates for a flat rate and are then charged per person for everyone above that threshold ?
Some platforms charge you per registration , even if the delegate doesn ’ t turn up to your virtual event , which could result in a lot of excess spend .
You must be clear as to how many delegates you are paying for and be sure to get it in writing .
“ Cybersecurity is one of the greatest threats of our time and you must be sure that the platform is secure ”
2 . Am I buying it or renting it ? This might sound like a strange thing to ask , but many event organisers are confused as to whether they are buying the platform to be able to use it as many times as they like or are renting it on a one-time usage . There are multiple options , so don ’ t be afraid to ask .
3 . Do I get technical support ? Some virtual event platforms have a 24 / 7 helpline to help you with any technical problems you may encounter before , during , or after your virtual event , yet some do not . Some will charge extra for any support , which is not ideal if there is a problem during the event . Be sure to ask the salesperson to outline exactly what the technical support options are . You should also ask which time zone or where in the world the support staff are .
4 . Do I get training ? If you are running a purely virtual event , are you going to be the person letting in delegates and pushing speakers live , or will the platform provide a technician to support you on the day , and what might this cost ?
ISSUE 118 / CONFERENCE & MEETINGS WORLD / 39