Live events, hybrid events and virtual events all include some aspect of a digital experience, with several parts of the process being done through web-based portals. This includes marketing, ticket purchase and delivery, schedule delivery, session selection and registration, and even the content delivery in the case of hybrid and virtual events. Gone are the days of collecting multiple websites to gather information or of event planners creating special information packages on their own website. However, the dynamic nature of events may have meant that the information on this website may not be up to date, resulting in a challenge during event execution. Fortunately, the modern evolution of this approach is the virtual conference hub, a centralized location where all the aspects described above are contained in one place, accessible through a single secure login. Most of these hubs offer an app for the iOS or Android ecosystem as well, allowing the hub to become a digital companion to the attendee and providing them access to the conference navigation and details.
There are various conference hub solutions available and each has various features, modules and customization capabilities. Selecting one that best suits your events or fits with the end client’s requirements can be a tedious task. Partnering with an AV technology partner who has experience with different platforms will help ensure the most suitable solution is deployed. Such a partner will be able to work with you on the conference design and how it translates to the look and feel of the virtual conference hub. They will also be able to set up and programme the various modules you would require, such as ticketing, agendas, maps, sponsor interactions, gamification and archived recordings. They would then be able to assist on the delivery of the conference through providing first-level technical support, while also integrating the live and/or virtual conference audiovisual technologies into the virtual conference hub.
Consider the following features and modules for your conference hub to further enhance your attendee experience:
Branding & Sponsorship
As the hub is a dynamic web application, it can be branded and themed in every aspect, from the colour scheme to the display of logos and conference branding. Additionally, several of these platforms offer the ability to host background videos, and image carousels with hyperlinks, which provide high-visibility sponsorship spots. In addition, each session or aspect of the site could be attributed to a different sponsor.
Agenda With Full Descriptions
The hub can host the event agenda, either as a quick-reference static element (useful for in-person event apps), or as a dynamic segment where attendees can read session and speaker descriptions, interact with the session sponsor, get related documents, and watch the content (live or pre-recorded).
Ticketing & Custom Codes
Several event hubs are capable of hosting a pre-conference page with a ticketing and payment portal integrated into the system, including the ability to set variable ticket pricing with access levels, as well as to programme in discount codes with set redemption quantities.
Digital Ticket & Conference Map
For live events, the hub can host a virtual interactive conference map, enhancing the user’s ability to navigate a large event. This could be especially useful when trying to locate breakout sessions, a tradeshow booth or amenities. As well, by using secure logins, the app can be used to display the attendee’s ticket for scanning at the entryway.
Virtual Session Presentations
When used with virtual and hybrid events, the hub can be used to show and interact with live-streamed content, while providing an easily-accessible Q+A tool. Post-event archived and recorded content can also be displayed here.
Audience Engagement & Gamification
The platform provides a convenient place to host audience engagement tools for both in-person and virtual conferences. This can include gamification, polling, time-based contests, and social media integrations.
Secure Sign-On
Several of the prominent event hubs are built and hosted on secure services such as Amazon Web Services (AWS) or Microsoft Azure. This allows them to provide secure login solutions. Some are able to even provide Single-Sign-On solutions if the client organization provides this integration.
Virtual Conference & Meetings
For virtual and hybrid events, the hub can provide a virtual tradeshow that simulates visiting booths and interacting with booth personnel, either through a text-based chat or through an audiovisual interaction. Building on this, the platform can also facilitate the setting up of meetings between platform users.
These are a few of the items that virtual event hubs are able to offer to meeting planners and audiences. By choosing to integrate the hub into the event flow, the information becomes centralized and accessible to all the users, depending on their permission level. This then allows the attendee to have a smooth event experience, while providing a single simplified spot for the meeting planner to update and troubleshoot the event information. The hub also serves as a valuable data-gathering tool for use in event analytics.
AV-AMERICA is experienced in a number of these platforms, and have successfully partnered with several meeting planners to determine which platform is the best fit for them. AV-AMERICA is also able to offer a top-down solution in setting up and administering the hub on behalf of the client. Allow us to host your next in-person, virtual or hybrid event in a platform that will provide you with the features you are looking for!
