Event tech expert Jack Geddes, says event organisers must do their research before buying a virtual event platform.
We have all been there – as event organisers, we need a virtual event platform for our event but they all look the same and seem to say the same things.
Shopping for an event tech platform feels like you’re buying a used car in many ways. It’s hard to compare like with like, and information is often ambiguous or incomplete.
Having worked for many event tech companies, I can tell you the ambiguity is to their advantage.
Transparency is key
Let’s get to what you need by starting with the biggest issue – not displaying prices. If an event tech supplier has pricing that is only available through a demo, this is a sign that you need to move on. Some form of pricing should be available on the website. It is time for event organisers to demand transparency.
You also need to talk to sales and dig deeper into the features available. Ask to access the platform sandbox demo mode.
Some suppliers may stretch the truth about the features and the capability of the platform. Some suppliers use the same terms for different features and vice versa. This makes it hard to truly understand the capabilities of many platforms.
The do’s and don’ts
So, how exactly do you buy a virtual event platform? What questions do you ask and what do you reveal?
1) Don’t tell them how much you paid for your last platform
This is difficult, but don’t tell them your budget before they tell you the pricing of the platform. Some will often price the platform around your budget.
2) Don’t come to them with only one month left until your event
Give yourself plenty of time to choose your event platform. Make the timeline your own – if you tell them ‘I will pick a platform by this date’, you stay in control.
3) Don’t pay per attendee in advance of the event
You don’t know how many attendees you will have this year and – understandably – you hope to have more than last year, but the majority of organisers overpay because of this. If you can get reimbursement in the contract for unused attendee credits, or keep it for a future event, this will be to your advantage.
4) Don’t get locked in a multi-year contract
Event tech companies promise a multi-year discount if you sign the contract now. These pressure tactics are common; you might be told that you would not get the same discount with next year’s renewal team, for example. Don’t cave in. Say that if you’re offered a discount for this year, you will consider them next year. You are the client; you need to negotiate the terms in your favour.
5) Do sign in to your platform as an attendee
If you’ve never used the platform as an attendee, you won’t understand the experience you’re giving your attendees. Ask your salesperson if there are any events they can sign you in to as an attendee, so you can understand the user’s interface and the user’s experience of the platform.
6) Do sign up for platform self-service
While it is important to understand how the platform works as an attendee, it is even more important to understand how it works as an organiser. Where can you upload your attendee list? How does backstage work? Can I display a timetable or send a notification to my attendees? You need to understand how the key aspects of your event work within the platform. If it is not intuitive enough, then you need to move on.
7) Do check reviews from other buyers
It is hard to find unbiased reviews these days but paying close attention to what previous buyers said about the platform pays off.
8) Do check if support is available for attendees (and you)
Make sure your event tech company has support that is always available and responsive. Things will go wrong – such as attendees who cannot log in for whatever reason. Make sure to have robust support in place so your event doesn’t get bad reviews.
9) Do shop around to get the best price
The event tech market is that competition is vibrant with new players coming on the market every year. Make sure you are in control – you need to have pricing for your event from at least three of the suppliers you have selected. Come back to the one you want and negotiate accordingly.
10) Do find out what you need before product demos
Finally, make a checklist of features that you need for your event even if you don’t know what that particular platform would call it. Focus on what you need – your absolute must-haves versus what would be ‘nice to have’.
