If you have to run the event yourself , make sure you are given full training .
The same is true for any speakers , hosts , or panellists you have scheduled for the event . Who will train them on using the platform on the day , and is a rehearsal required ?
5 . Will it integrate with my current systems ? You may already have your own registration software ; will this connect seamlessly with the new platform ? There have been instances where virtual platforms do not integrate with some systems , so be sure to know exactly what you have in place already and be sure to ask if everything is compatible . You may also want to ask where the registrations go once they come in .
6 . Can my server handle it ? During the pandemic , one of the biggest causes of virtual event platform failure was down to servers being unable to cope with the traffic .
While in a testing situation for small quantities of people things might be fine , the server may crash if your numbers exceed one or two thousand . It is vital that you ask the virtual event platform provider exactly what is required to handle different numbers of delegate . Not having correct server capability can ruin your entire event .
7 . Do I have the right hardware and browser ? It might sound obvious but make a note of your computer model and which browser you often use . Ask the platform provider if what you have is suitable .
8 . Can I record sessions to use later ? Again , this might sound obvious , but make sure the platform can record sessions so you can use them for playback purposes later ( should you wish ). This sometimes comes with an extra cost or may put an extra stain on the server . Be sure to ask where the recordings will be saved , in which format , and how you can download them .
9 . I want to use it with a production agency , is this possible ? If you are broadcasting your virtual event live from a broadcast studio or with the support of a production agency , it is a good idea to bring them into the conversation as early as possible . The earlier they join the brief the better they can advise you . Many production agencies are platform agnostic , but they will have a good working knowledge of good – and bad – systems .
Let the platform know you are planning to use an agency and ensure it is compatible .
10 . Do I need all the functions ? It ’ s to be expected that a salesperson will want to tell you all about the platform ’ s functionality , so it is important to be clear with what you do need and what you don ’ t need . Audience engagement through polling and chat boxes is usually a popular request , but do you really need a networking element for your virtual event ? Don ’ t pay for things you don ’ t need .
11 . Does it come with sponsorship options ? Monetising some virtual events has become an important element over the last few years . There is no one way of doing this but ask if the platform comes with the ability to personalise with sponsor logos or other assets . They might be able to advise on what other organisers have done to maximise return on investment .
12 . Is it secure ? Cybersecurity is one of the greatest threats of our time and you must be sure that the platform is secure from hacking and online attacks . Those working in sensitive industries like pharmaceutical and finance have strict compliance regulations to follow , so be sure to arm yourself with as much information about your or your client ’ s internal policies . In some cases , major organisations will only permit use of a limited range of platforms in the first place .
13 . Is my data safe ? GDPR rules were introduced in 2018 to protect people ’ s data . It applies to all EU and UK citizens , even if the data owner is based outside of these territories . As the data owner of the event , you are responsible for ensuring all data is handled correctly by the platform provider or you could risk a hefty fine . Ask them about what assurances they offer , anyone who is unable to present a data policy should be treated with caution .
14 . Who owns my event data ? This might seem like an odd question , but there are cases in which a platform provider claims an organiser ’ s data as their own . This data could be your most valuable asset and you need to be sure that the provider will not keep it beyond the terms of your contract . You would be wise to be suspicious of any platform that insists on claiming your data as their own .
40 / CONFERENCE & MEETINGS WORLD / ISSUE 118