Top 10 Best Virtual Event Platforms For 2023

Since the pandemic and enviable speed up of event technology it caused, virtual event platforms have become increasingly prevalent in the modern events industry arena. 

You’d think it’s a direct response to a world that’s ever demanding for convenience. We say, it’s an awakening. Technology has not isolated us from opportunities to connect and add value. It’s only opened more doors to come together wherever we are in the world. Virtual events have become insanely ubiquitous in the past years that even those who haven’t already partaken in a virtual event expect to be doing so soon. 

In early 2022, a survey showed that 37% of US consumers expect to attend an online work conference within the next five years, with 35% expecting to collaborate with others in a digital or hybrid environment. So if you haven’t adapted to it, it’s high time to reconsider moving forward. 

But what are virtual events and how can they be a game-changer for your business?

What is a virtual event?

A virtual event is any gathering held online and it’s often through a conferencing platform or virtual event software. 

It tries to mimic traditional events by providing spaces for communication and knowledge sharing. The only difference is that it doesn’t require travel and massive budgets.

With virtual event platforms democratising event planning with plug and play technology, anyone can now host webinars, conferences, and live shows. Even beginners can host events in a few clicks and reap the benefits that were once reserved for in-person affairs. Think, lead capture, community building, and brand awareness.

It’s only a question of whether your choice of virtual event platform sets you up for success. 

What types of virtual event platforms are there?

There is no hard and fast rule when it comes to virtual events. It is anything you make of it, so long as you preserve the virtual element. 

Some of the virtual events you may recognise are the following:

Virtual Conferencing

Conferences gather individuals of similar goals, interests, and industries in one room to exchange information through visual presentations and discussion hours. 

Of all virtual events, conferences are the most versatile as they are scalable and relevant to many event goals. 

You can add or take away features from a virtual conference such as networking rooms and live polling and its purpose still stands. It’s only a matter of enhancing attendees’ experience or keeping costs to a minimum by sticking to the bare bones of the event. Your call.

Admin controls are also flexible in conferences. Depending on your goal, you can share the spotlight with several presenters and encourage viewers to share their thoughts forum-style by leaving microphones open. There is equal opportunity for everyone to contribute but only if you allow it. 

Characteristics of a virtual conference:

• Scalable
• High admin control
• Industry-agnostic
• Modular
• Simple

Broadcast

Broadcast events are less involved than conferencing.

As the name suggests, the experience is similar to watching television or a livestream. Viewers and attendees are passive contributors whose roles are limited to answering questions, reacting, and voting. The spotlight is reserved for speakers and guests. 

What makes broadcast events beautiful is that it’s the easiest to put-together, making it the perfect format to adopt if you’re operating on a tight deadline. You only have the video production to fuss about while the rest is cared for by your virtual event platform. 

Characteristics of a broadcast event:

• Straightforward
• Cost-effective
• Less engaging 

Virtual Workshops

Workshops focus on skill-development, so it’s no surprise that it welcomes a limited number of attendees at a time.

Because of the low head count, its event format is simple. Participants gather in a plenary and interact with the speaker in the same way you would in a classroom setting. Should there be a one-on-one segment to the event, it’s accommodated in breakout rooms.

Access to workshops are often sold at a premium so expect it to be a little more high-touch than other types of virtual events. A downside to it is the duration, so prepare to bond with your screen for hours.

Characteristics of a virtual workshop:

• High engagement
• Does not require back-end/developer support
• Can be organised with minimal effort and virtual event tools

Virtual Networking

Networking events are interesting as they can be an add-on or an event in itself. 

Its goal is to bring attendees together and foster meaningful connections, so you can imagine it adopting a more granular format. Meaning–more private rooms, discussion boards, and roundtables are used. 

Because of this, networking events benefit the most from immersive 2D and 3D environments where participants can visualise designated networking spaces. 

Characteristics of a virtual networking event:

• Prefaced by matching attendees with similar interests
• Highly visual
• Engaging
• Interactive

You can learn more about how to incorporate virtual networking into your event by reading our blog post on that very topic.

How much do virtual event platforms cost?

The cost of virtual events depends on its scale, complexity, and attendee count.

As illustrated above, different event types need different iterations of the virtual environment. Some require a simple livestream while others want the whole nine yards including networking rooms, live polls, and simultaneous sessions.

If you want a definite number, you can take it from Wonder who suggests that a single-day conference with less than 500 attendees can cost anywhere between $2,500 to $10,000. This primarily accounts for video production support and marketing.

At this rate, your virtual event platform is likely free but it comes with a caveat. You have to work within the limits of the platform.

If you’re looking for more flexibility, you can trust on Eventcube to deliver with stackable virtual event features, add-ons, and production services that best serve your goals; all for as little as £1.25 per attendee.

Virtual event vs Hybrid event platform - which should you choose?

While virtual events are completely remote, hybrid events make the most out of digital and physical spaces. It’s easy to recognise through its attempt to marry on-the-go content access and in-person activities.

Hybrid events have many flavours.

Sometimes, it’s one event delivered simultaneously to a live and virtual audience. Other times, it’s an in-person event with accessible on-demand videos that attendees can watch in their own time. It’s a spectrum and you have full control over how much virtual or physical you want to inject into your event. 

The bigger question now becomes: “Which is better? Virtual or hybrid events?”

Whether you should choose hybrid events over virtual events depends on your objective.

Is it to welcome a global audience? Cut costs? Prolong content shelf-life?

Hybrid undoubtedly trumps virtual events in reach as it covers more ground, literally. However, it will be more costly with venue fees, audio-visual equipment, and onsite labour added to the mix. 

Best to assess your budget and goals before committing to an event format.

What features do virtual event platforms offer?

Many virtual event platforms are becoming increasingly sophisticated, offering various features and tools such as:

• virtual booths
• meeting spaces
• gamification
• polling
• networking spaces
• workshopping zones 

They’ll even make the coffee if you ask nicely.

Ok, I made that last bit up. But you get the idea?

The key elements to look for in a virtual event platform

• Scalability
• Ease of use
• Ticketing options
• Pricing and affordable ticketing fees

Most importantly, opt for a software with great customisation options so you can tailor your event to your brand as well as expand the platform’s capabilities with robust app integration.

If you haven’t committed to a virtual event platform yet, here are the best ones in the market today:

Image Sourced from AMEX global travel

The Top 10 Best Virtual Event Platforms For 2023 Are:

1. Eventcube
2. HeySummit
3. Zoom
4. Remo
5. vFairs
6. Accelevents
7. Hubilo
8. Hopin
9. Webex Events
10. Zuddle

1. Eventcube

Eventcube is an industry-leading virtual event platform that offers many options, with ticketing, memberships, and registration being its strong points.

This easy-to-use and fully customisable platform comes with a range of powerful tools that ensure that your event runs smoothly from end to end. Eventcube aims for an outstanding experience for all attendees at every touchpoint, even going so far as developing its own email builder for branded ticket confirmation emails where you can upsell any available virtual event in your store.

Due to the range of available tools and Eventcube’s ‘one-stop solution’ approach to staging virtual events, this is a great all-rounder that should offer a suitable solution for your planned event, whatever industry you may be in.

There’s a broad range of options on offer to suit all budgets, so you’ll likely find one that won’t break the bank either. Which, let’s face it, is always a plus.

Key Features:

• Virtual green room
• Live social media integration
• Combine live and pre-recorded content
• Bespoke visual and technical solutions
• Extensive integrations including Mailchimp and Google Analytics
• Self-service ticketing and registration
• Detailed analytics and reporting

Get started with Eventcube Virtual Events

2. HeySummit

HeySummit is one of the largest virtual event platforms on the market; another solid choice for those wishing to stage an online event.

The platform’s particular strengths lie in the array of customisation options provided. The advanced flexibility of the platform ensures your event will be bespoke to your exact requirements rather than working around the platform's limitations.

You’ll be able to oversee all elements of the event management process, from marketing the event (including the creation of landing pages, etc.), ticketing, attracting sponsorship (here’s an event sponsorship agreement to help you out with that), communicating with attendees, and ultimately running the actual event.

Another strength of HeySummit is the integration options to work with other external tools.

All-in-all, a solid, versatile option.

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Key Features:

• Landing page templates
• Reporting and analytics
• Speaker directory
• Optional affiliate programs and sponsors
• CRM and payment integrations
• Talk management tools including automatic replays and live registration statistics.

3. Zoom

While more of a video conferencing tool than a virtual event platform, Zoom offers several of the facilities associated with the latter…. Although, Zoom fails to offer many of the options provided by other virtual event platforms.

While Zoom has the basic elements such as video and voice recording, whiteboarding, and breakout rooms, its limitations mean that it is only beneficial for the most basic virtual events. 

It can also get quite expensive if you want to use it for large numbers of attendees or if you want some of the add-ons they offer.

On the plus side, the ubiquity of Zoom ensures that no one will need the training to set up an event on the platform.

Essentially, this one’s best kept for video conferencing.

Key Features:

• Team chat
• Breakout rooms
• Cloud storage
• Whiteboards
• Integration with CRMs and marketing automation tools
• Option for translated captions at an extra cost

4. Remo

There are numerous reasons why you should use an interactive marketing campaign, and a virtual event can form a centrepiece of your campaign.

Remo offers some excellent marketing options to attract more people to your event. And when they do attend…wow!

The event experience is where Remo’s offering stands out. The platform’s visual elements are probably the best you’ll come across, with some awe-inspiring immersive environments to marvel at.

Due to the enhanced visual elements, Remo is a good option for events featuring presentations.

You can even attend to other things while working by not physically having to be there.

It offers 24/5 chat support so you can get in touch if you’re having any issues. There’s also the option to add in-event support and a floor plan design service but you’ll need to pay extra.

Key Features:

• Advertising options for sponsors such as interactive banners
• Impressive 3D floor plans
• Mobile compatible
• Event wide announcements
• Advanced post-even analytics

5. vFairs

As the name hints at (very strongly), vFairs is particularly good for job fairs, conferences and trade events such as fashion shows (here’s a fashion show sponsorship proposal sample to help you out if you’re planning one of those).

The platform has been developed with those specific types of events in mind. Therefore, unless that’s what you’re planning, you may be better off looking elsewhere.

However, for those planning those types of events, this could very well be your platform.

As the platform was built to serve a specific purpose, you’ll discover networking options, webinars, exhibit booths, and content-sharing facilities. 

There is also an option to add gamification to your events. With virtual scavenger hunts, trivia quizzes, and live polling you can really give your engagement a boost.

Key Features:

• Virtual exhibit halls and auditoriums
• Networking and chat features
• Closed captions and audio description
• Virtual shopping carts
• Gamification
• Real-time analytics

6. Accelevents

Accelevents offers a broader scope than most platforms, providing everything required for virtual, hybrid, and even face-to-face events.

But this post is about virtual event, so let’s stick to that.

This platform provides everything required for the end-to-end organisation and management of your virtual event and is suitable for organisations from all sectors.

Versatility is the keyword when it comes to this highly scalable platform you can organise events of all shapes and sizes.

You can even record the event and have someone edit it for the relevant parties later. Make sure to get those video editing contracts in the post.

There are also a wide range of integrations it works with including Hubspot, Salesforce, and SurveyMonkey. So you can keep using the tools you love and are already familiar with.

Key Features:

• No maximum extent attendance
• Integrating registration and ticketing 
• Event branding
• 24/7 support
• Analytics dashboard
• Post event access

7. Hubilo

Hubilo is another major player in the market. They also offer a platform suitable for both virtual and hybrid events.

Again, let’s ignore the hybrid elements and focus on what the virtual elements are capable of.

The key reason that Hubilo scores highly in customer satisfaction surveys is due to the level of support they provide. This makes it a solid option for small businesses organising their first virtual event and requiring extra help to make sense of it all.

Other core strengths of Hubilo are its ease of use, flexibility, and interactive elements, with good options for attendees to network among themselves.

It also provides detailed analytics that can help evaluate the success of the event and  inform any future ones. These include pre, during and post-event analytics, analysis of sponsors, multiple events, and per attendee.

 Key Features:

• Different ticketing types
• Backstage private chat
• Social media integrations
• Gamification options like contests and live polls

8. Hopin

Hopin’s USP is that it attempts to be as close to an in-person event as possible.

While achieving that on a virtual platform will never be entirely achievable, the impressive virtual spaces on offer ensure it makes a good fist of it.

There are numerous interactive areas for attendees to wander through and engage with their fellow attendees as they do so. This ensures you will prioritise networking options at your event. Something to bear in mind if this is vital to your event’s success.

Hubilo’s also a very easy-to-use platform, making it a strong choice for small businesses or those staging a virtual event for the first time. Captioning isn’t available on every plan yet which is something to consider if this is an accessibility feature you’re looking for.

 Key Features:

• Paid, free. Or private tickets in any currency
• SEO optimised landing page
• Available in five languages
• 24/7 support
• Branded waiting room
• Lead generation tracking and analytics

9. Webex Events (formerly Socio)

Webex Events (formerly Socio) is another end-to-end event management platform that provides options for virtual, hybrid, and in-person events.

Sticking to the virtual elements (can you see a theme forming here?), the strength of this platform is in its enhanced reporting facilities, allowing you to see detailed data for ticket sales, sponsorship, and attendee engagement, among others.

Other facilities include ticketing, interactive attendee networking, custom virtual venues, mobile apps, and live and on-demand streaming.

There are also great options for your sponsors including gamification, video rooms, analytics, and sponsor profiles. This could go a long way to helping you attract more sponsors for your event.

This one is targeted towards event management professionals. Therefore, if you’re a small business or are planning your first event, you may be better off looking at other available platforms.

Key Features:

• Live streaming, simulate, and on-demand replay
• Captioning and subtitles
• Advanced analytics
• Interactive exhibitor maps
• Web and mobile app

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10. Zuddl

As demonstrated by some of the blue-chip organisations that use it, Zuddl is another platform aimed primarily at full-time event organisers and marketers.

However, the usability of Zuddl ensures that even if you’re a small business or first-time event planner, you will comfortably be able to organise your event through the platform.

The platform allows you to quickly set up your event with their drag and drop builder, saving you time for more important matters like, for instance, running your business.

It’s also highly customisable, allowing you to apply your company branding throughout (this logo maker will help you create a logo for your event). If you pay for their more advanced package you can have custom event, email, and landing page domains to help make your event unique.

Key Features:

• Networking
• Private and public rooms
• Native and custom integrations
• Built-in studio production
• Cross event and live side analytics
• Automate event workflows

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Note: Prices are accurate at the time of publication (11/28/2022) and may have now changed.

Problems, problems, solutions, solutions

Today, there are so many virtual event platforms catering to all types of events that deciding which one to choose is the biggest problem you’re likely to face.

The important thing is to select the one most suitable for your type of event.

Most platforms are targeted at certain sectors or markets, so research the strengths and weaknesses of the particular platform you’re considering before jumping in. Hopefully, this post will set you off in the right direction.

For smaller businesses or those who have never planned a virtual event before, a solid all-rounder may be the best place to start looking, as these tend to cover all sectors and events and are highly scalable.

If you’re pondering whether a virtual event is right for your business, it’s a certainty that even if you have yet to encounter one, you will do so shortly.

Therefore, why not take the plunge now?

With virtual spaces becoming increasingly prevalent in all aspects of our lives, you might not need one of these (remember them?) anymore, either.

Author Bio:

This post was a collaboration between PandaDoc and Eventcube

Yauhen Zaremba - Director of Demand Generation

Yauhen is the Director of Demand Generation at PandaDoc, all-in-one document management software for almost all document types including this PandaDoc lease agreement template. He’s been a marketer for 10+ years, and for the last five years, he’s been entirely focused on the electronic signature, proposal, and document management markets. Yauhen has experience speaking at niche conferences where he enjoys sharing his expertise with other curious marketers. And in his spare time, he is an avid fisherman and takes nearly 20 fishing trips every year. 

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