Simply Build and
Manage Virtual Events

Here we are going to explain the benefits of virtual events.

Socializing

The virtual event platform's communication features and the creation of interactive materials are the most crucial components for making an incredibly interactive experience for your audience throughout your virtual event. 

Costs

Attendees must think about the total cost of attendance, including registration, hotel stay, travel, meals, and so forth. Renting entire event spaces, booking keynote speakers, potentially providing catering, and printing materials are also challenging for organizers. Virtual events cut participation, marketing, and operations costs significantly. Aside from this, digital content is not printed and can be shared indefinitely.

Location and Accessibility

Attendees have limited time and money to spend on attending an in-person event, especially if travel is required. On the other hand, a physical venue has limited space for a specific number of attendees.

A virtual event can host participants from all over the world, reduces the cost of participation for attendees and allows them to manage their time better and interact with one another with the professional tools of the event's platform, and is climate-friendly. Additionally, the event organizer removes the limit on the number of participants, significantly reduces costs, and plans and executes the event quickly. 

Data Collection

It's no secret that tracking a customer's behavior online is much easier. You can collect data on all key aspects of your event using the technology behind a virtual event, such as attendee feedback, how many people used the live chat and networking options, who contacted a specific exhibitor or sponsor, and much more. This valuable data provides insight into the success of your event and can be used to improve future ones.

Virtual events are beneficial to both parties, and plan to stick around! The benefits of virtual events include their scalability, low entry barriers, lower costs, networking opportunities, digital content, quick planning and execution, highly personalized experiences, and the ability to analyze data at every step.

Virtual events go beyond the webinars and live-streamed videos you can set up on Zoom and other similar platforms. We will introduce the most popular category in this virtual event guide, and they are also the kinds of events in which Deal Room specializes. 

1- Webinars and Virtual Seminars

A webinar is an online video presentation with limited audience interaction and requires an instructor, attendees, and a method of communication. While webinars are typically brief presentations, virtual seminars often resemble classroom workshops. Virtual seminar is an effective and affordable instructional tool basically for knowledge acquisition. 

For example, you can schedule live or on-demand webinars for product tutorials, industry panel discussions, voiceover presentations, brand collaboration, Q&A webinars, etc.

2- Virtual Conferences

A virtual conference differs from a typical virtual meeting and webinar because it offers flexibility in multi-session agendas at different times or days. It can consist of keynote and breakout sessions, panel discussions, live entertainment, educational sessions, sales product demos, solution sessions, and more. The primary purpose of virtual conferences is to interact and engage with a larger audience online, and they are accessible from any device or browser. Before the event, attendees can also set their agendas, which enables those in other time zones to attend the event at more convenient times. Thus, it ensures the broadest worldwide reach and involvement.

The Nordic Conference on Sustainable Healthcare, for instance, was a virtual conference in Finland with over 32 speakers, and Deal Room had the opportunity to provide its services for their first major conference format.

3- Hybrid Events

Have you ever experienced a hybrid event before? If not, I’m sure you will. Hybrid events are the future of events. A hybrid event combines in-person and virtual events, expanding the event's global reach. Conferences, exhibitions, small business gatherings, you name it—hybrid events are the way to go! Let’s take a look at the two main types of hybrid events.

Internal hybrid events are suitable for company-wide announcements, training, town hall meetings, department gatherings, sales meetings, and more. For large companies, it is almost impossible to gather all the internal stakeholders and staff in the same room. This is because the company has branches and/or headquarters worldwide. In such cases, a hybrid event is an ideal solution.

External hybrid events are ideal for conferences, summits, concerts, virtual social networking, seminars, workshops, classes, trade shows, and product launches. People from similar industries can connect, share experiences, and network at external hybrid events. External hybrid events target a much broader audience than internal hybrid events, as they target individuals from outside the organization who might share a common interest.

World Business Chicago led the largest Chicago Venture Summit in a three-day hybrid event powered by Deal Room in September 2021 and recorded the attendance of 600+ key players in driving Chicago’s status.

4- Trade Shows & Fairs

A virtual trade show is similar to a traditional exhibition, but visitors and exhibitors interact with one another on the web rather than in person. There are some industries where virtual trade shows make more sense than others, such as the media and entertainment industry. However, research indicates that customers prefer and require the full sensory experience in clothing sectors, manufacturing, and services.

The NAB Show is the world’s leading marketplace for innovation, connections, and transformative technologies. This event series was launched in October 2020, and with Deal Room's support to side events, it has now become a 365-event platform for the global media and entertainment community to connect, communicate, and collaborate all year round.

Using Deal Room's extensive email and SMS manager, you can always keep in touch with the sponsors, exhibitors, or attendees. The email and SMS manager enables event organizers to send reminders and informational emails to participants and increase participation and event engagement. Also, Deal Room platform offers highly focused push notifications and reminders to keep your audience interested and engaged.

You can have virtual networking at all kinds of events, and they are awesome ways to get your participants to meet and do business. They are excellent networking opportunities. A successful virtual networking event depends on several factors and requires a networking-oriented event management platform. To successfully host a virtual networking event, consider the following components: 

Registration and profile setup: Participants sign up online by completing their profiles and the event registration form.

Transferring attendees to the event platform: Organizers can simply select and move all attendees to the matchmaking platform. By doing this, organizers are able to benefit from an automated process that helps them manage their events more efficiently and effectively.

Search and find potential matches: By browsing profiles, participants can decide who they want to meet and create a list of potential partners before the event starts.

Schedule meetings: Attendees can set up meetings with one another. The system can assign each meeting to a breakout room automatically and notifies the participants.

Event day: Participants can enjoy their pre-arranged meetings plus arrange new ones!

Facilitating interaction and networking is the main rule of increasing engagement at events. 

Deal Room’s matchmaking algorithm lets attendees find the right people to network with by suggesting attendees based on relevance to the profiles. Based on attendee onboarding questions, event organizers acquire the data needed for a more comprehensive understanding of diverse attendee groups and attendee filtering. The various customizable filtering options based on several significant criteria provide participants with more effective networking.

Exhibitors and participants can create and schedule meetings with each other during or weeks before the event and turn it into a huge success. Participants can schedule meetings in advance to remain in control over the networking and build their meeting schedule before other attendees’ agendas are full. As an event organizer, you can also schedule meetings with other participants on behalf of attendees, sponsors or speakers. You can create breakout rooms for meetings and networking as the organizer for the participants to interact, connect, and network with each other.

By using messaging and chat tools, participants can directly connect before, during, and after the event using the built-in chat feature in Deal Room, strengthening business ties.

Participants can use the built-in chat within Deal Room to instantly chat with speakers, moderators or participants.

There are QA and polling options within Deal Room software to engage with the audience, respond to their queries, and gather feedback through custom-developed polls.

Deal Room event platform offers highly focused push notifications and reminders to keep your audiences interested and engaged.

With a wide range of outbound and integration features and capabilities, Deal Room makes it easy for organizers, exhibitors, and participants to make the best out of each event. Deal Room event platform can integrate with: Streaming providers such as YouTube, Zoom, Vimeo, Crowdcast, Facebook Live, Live Webinar, Twitch, and Restream. Ticketing & CRM providers such as Eventbrite, Tito, Lyyti, AirTable, Xing, Marketo, Salesforce, SAP, Pipedrive, Zapier, Trello, Google Marketing Platform, Dynamics 365 Marketing.

• Simply log in to the Deal Room Platform and check out the participants list. We have listed the best matches to your profile under the “Participants” tab.
• Here you can search for people or companies using the keyword text box or using the more advanced search options. You can also sort the fellow participants by relevance, or by date they registered to Deal Room platform.
• Once you find the person you want to meet, you can request to meet.
• The accepting participant will be given the time slots that fit yours, theirs and resources availability.
• We recommend you type an intro to your invitation and also mention your availability.

Your Agenda will help you where you need to be and whom you will meet. You can also suggest a different slot by requesting a reschedule of the meeting.

With Deal Room’s event registration software, you can create and manage the registration process for virtual events of varied scopes and sizes. With the ability to customize the event’s registration, the solution makes it simpler for people to register for your event on any platform without any holdup. With customized website URLs and landing pages, help your attendees register themselves for your events with ease. 

You can also embed your event registration form into third-party websites to enable single ticket flows from these websites to improve event registrations and inquiries. 

Once the participants and speakers are registered to the event, they will receive automated emails from Deal Room. The content of these emails can be modified inDeal Room’s user friendly email design tool. 

Speaker and program management tools and service provides a smooth onboarding experience for your speakers. Having speakers prepared, informing them about the platform usage, features, and potential scenarios, and creating engaging sessions are some components of Deal Room speaker and program management.

Deal Room provides a flexible interface to define any type of virtual stage for keynotes, panels, discussions and fireside chats. The platform allows you to define multiple virtual tracks in a parallel way. Once you define the topic, start and end time of session, and description, all you need to add are the speaker(s) and moderators.

Participants can add any topic to their agenda in advance, and when the session starts, they can click the button to follow the stream. Participants can also chat and ask questions to the speakers and moderators throughout the session.

Participants can book and participate in 1-on-1 meetings on Deal Room without the use of another tool.

Both virtual events and in-person events have their own advantages and disadvantages. Yet, they can not replace one another. Every event serves a purpose. Both strategies play a part in the marketing mix. The choice between virtual and in-person events depends on your budget, your event's size, and your objectives. Many people are excited to attend in-person events again and spend less time in front of the screen. However, many others are more inclined to participate remotely for various reasons. Hybrid events are the future of event marketing because they satisfy both parties.