4 reasons why run a virtual event on a platform instead of your own website

Why should you prefer Worksup event platform instead of creating an event website? What are the main points where a platform is more valuable than a simple website? Here are 4 reasons why run a virtual event on a platform instead of your own website.

1. Cost and effort efficiency

Sure, all the features we have mentioned can be integrated into a website as well. Yet, is it worth the time and money? Setting up the web page with all the necessary features takes considerable amount of time and costs more than a ready-made event platform. Does the end solution then compile into a seamless experience for the audience as you would expect from a platform? If you have doubts, save some time and nerves and opt out for the platform instead. Make the user experience for the customer run smoothly between different functionalities and parts of the event.

2. No extra mailing program needed

Simplify your life as an organizer. No need to switch between platforms and programs to do each small task. Reduce the risk of loss of data or forgetting some last minute registrations. Isn’t it annoying to triple check all the latest event info in different channels. Use the Worksup onboarding feature instead to send out information via mail to the participants.

3. One-way communication vs two-way communication

Allow the participants to interact and network with other attendees. Rather than giving passive information to your attendees, engage the audience with the content by giving them a chance to participate. Use polls, quizzes or asking questions. All the answers can be presented in real time. Avoid website server delays or uploading the answers to present on the big screen. Allow the participants to network with other attendees, both onsite and online.

4. Empower sponsors

Via Worksup platform, you can give the sponsors a chance to set up their own expo area with a simple interface. This removes the hassle and waste of time for you as an organizer as you give the sponsors the responsibility to add content to their expo area. Avoid extending the communication line for further changes and allow the expo stand owner to make it themselves.

Perhaps this helped you understand with simple 4 reasons why run a virtual event on a platform instead of your own website.

Why go hybrid in addition to your onsite event?

Why go hybrid in addition to your onsite event?

Now that everything is starting to open up again, onsite events are becoming more and more frequent. Virtual event format is not a forgotten history, but more of a valuable addition to your physical event. There are several beneficial points, why you should consider going hybrid in addition to your onsite event. 

Reach a larger audience

Exclusivity with only physical private events is old news! Reach a larger target group, also those who cannot attend on site. People are busy and many still get sick suddenly, which means plans change rather quickly. It would be a bummer to miss out on the event just because of bad coincidences or busy scheduling.

Attendance comfort

Keep in mind that although “virtual event fatigue” is a real thing, people have gotten used to the comfort of virtual attendance quite fast. Participants prefer having the choice to attend online, whether for anxiety or logistical reasons. 

Furthermore, you have way more options to make the audience engagement more exciting with virtual tools. Worksup provides several interaction features that can be used in-sync with onsite and online audiences. 

Central communication

Keep the audience updated with announcements, give details about the agenda, onboard before the event and keep them chatting with each other to network. All through one central event hub in Worksup, regardless of onsite or online presence. 

More data for better results

Keep an eye on the statistics. Check out who attends what and where, how many people are planning to join, how is the engagement during the event and what feedback did they give you. Download the results and analyse them during or after the event for reaching better goals next time.

Hope clarified some reasons if you are still considering why go hybrid in addition to your onsite event.

How to use audience activation tools to your advantage?

Everyone with event experience knows how hard it is to catch the audience’s attention. So how to use all the existing audience activation tools to your advantage?

Here is a shortlist of favourite activation tools. We concentrated on the most used features and most common use cases. So you don’t have to worry about thinking which one to choose and how to use them!

Here are Worksup activation tools you will learn more about:

In the end of the article, we will give you some tips on what to keep in mind before planning what activation tools to use?

Polls

What does it look like?

Single or multiple choice questions

Use cases:

  • Pre-event questionnaire

Get the audience excited about the event topic already before the event. Incorporate some questions in the registration form (to use later for better networking). Or get answers about your product to learn how familiar the audience is with the topic and your company. 

  • Icebreaker in the beginning of the event

Use some tasks and questions to warm up the audience. Get them prepared on how to use the technology throughout the rest of the event.

  • Engagement during speeches

Incorporate the polls into the content of the speeches to get the audiences input. But pay attention! This requires preparation from the very beginning, when onboarding the speaker. Inform them about the possibilities early on. Give some concrete examples from the platform. Make them feel inspired on how to use it to make the presentation more lively. 

  • Feedback questionnaire

Allow the participants to give feedback on the event. Motivate those who have filled in the form or answered the fastest.

Create questions for rating speakers and your event. Use them to measure your KPIs and get suggestions for future events.

Options to present results:

  • Bar or pie diagram
  • Download Excel file to analyze the results later 

Text tasks

What does it look like?

Text box where the input is short or long text. 

Use cases:

  • Workshop or teamwork results

Use the text tasks for input from participants. Ask them to submit workshop or teamwork discussion results as text. Gather all the information to later show the results on screen and discuss with a wider audience.

  • Search for keywords

Use the text task to get insights from the audience. Ask about their feelings or thoughts on a topic. Make them submit related keywords that are relevant to the presentation and event.

For example

“How are you feeling today” or “What kind of event is environmentally friendly – answer with keywords”

Options to present results:

  • Answer-by-answer
  • Timed slideshow
  • Wordcloud
  • Download results

Image tasks

What does it look like?

Upload and submit images from desktop or mobile device. 

Use cases:

  • Collecting emotions during events

Use the image task to ask the participants to send a picture of their setting. They could send a picture of their home office or from where they are viewing the event from. Collect the images to show them to others. This way you can still connect people although they are participating virtually. 

  • Capturing visual results of teamwork

Ask the participants to upload a picture of the team poster or other visual presentation.  View together with a larger audience to make conclusions together. 

  • Drawings or other visual materials

Let the audience submit their visual ideas by drawings or post-it notes. Not everybody is articulate in their text. Sometimes a picture is worth a thousand words!

Options to present results:

  • One-by-one
  • Timed slideshow
  • Download results

Quizzes

What does it look like?

Answer choice questions or submit text answers. The winner is either who responded the fastest or who answered the most questions correctly.

Use cases:

  • Summary of content/presentation 

Test how well the audience was paying attention during the presentation.  Give them the motivation beforehand by announcing a competition prize. Make 3-5 questions about the presentation and test their knowledge. Best if the questions are a bit tricky to see who was listening carefully. Most people are competitive by nature so use it to your advantage.

  • Sponsor and supporter awards

Give the sponsor or supporter a chance to give away prizes too to gain more visibility during your event. Ask the audience to answer a few questions about the sponsor or their product. Give the winner prizes to how you choose to present the results. Everyone loves free stuff :).

Options to present results:

  • Lottery wheel for raffle results

Lottery wheel enables you to choose a random winner or winners of your quiz. You can spin the wheel among the correctly answered participants. As more answers are coming up, refresh the data to spin again.

You can also spin the wheel and give the chance to all the participants.

  • Podium for competition

In case you wish to inject some energy to your audience, you can use the podium output instead of the lottery wheel. With this option you can choose the quickest who answer your quiz and give out prizes.

In both cases, when the winner is announced, they will receive confetti showers!

What to keep in mind when planning for which activation tools to use:

  1. Who is it for?

Make sure you use tools that your target audience is familiar with. If the audience has never experienced using event tools before – start out easy! 

  1. Think in advance!

Think about the tools already before you reach out to a speaker to present at the event. Be informed yourself first, then you are also able to sell your activation ideas to the presenters. 

  1. Think about the flow!

    Think the whole flow through – from all sides. Starting from how the speaker will incorporate the tool into the presentation. Continuing with how the participant is informed how to use the tools. And think about yourself – how you as the organizer are able to present and download the results.
     
  2. Don’t make it complicated!

The idea of activation tools is to have fun and engage with the content. Don’t overcomplicate it :).

New features: group chat, announcements and expo facelift

New features: group chat, announcements and expo facelift

Feature of the month
Group chat

What is it?

Do you miss chatting with your colleagues at the coffee corner at events? Now you can do the same virtually in group chat. Ping a message to your event buddy or create a group chat with your team during the event.

How to use it?

This feature is great for networking, group tasks and activities, meetings (both chat and video)

Among chatting you can: 

  • Invite people to join the chat or even kick them out if needed.
  • Edit, delete messages.
  • See who is online.
  • Send files.
  • Go straight to video meeting.

Other updates and new features:
Announcements 

What is it?

Sometimes you just need a good old pop-up to give the most important information. 

How to use it?

Why not give announcements during your event about changes in the agenda, important practicalities and reminders to give feedback. 

  • Possible to send messages only to those who are visiting the event in real time. Meaning that those who watch the recording will not have the messages.
  • Edit messages if needed.
  • Add as a pop-up or directly into the announcement feed.


New expo area

What is it?

Our expo area was getting tired so we decided to give it a facelift.

How to use it?

The fancy new look allows you to 

  • Add expo stands into takeaways basket.
  • Easier navigation in expo stand – presentations and contacts directly available.
  • Adding hyperlinks in info area – for website, contacts etc.
  • Presentation thumbnails – get a visual preview of the content.
  • See how many participants are online in the expo area – check who is visiting your stand and get immediate contact. 
  • Share the expo access to third partners (like in Google Drive) so you can easily delegate the submission of expo stand information to your partners. 

If you want to know more about these features 👇👇

New features: onboarding, quiz lottery and take-aways

New Worksup features

We have been busy here at Worksup HQ to create more custom features to enhance your events. Here’s an overview of new Worksup features:

HIGHLIGHT FEATURE OF THE MONTH
Onboarding module

What is it?

Organizers will now be able to create their own onboarding e-mails and send them out straight from Worksup. This enables you to streamline the communication and check-in process as you do not need a separate mailing program for that.

How to use it?

Onboarding module can be used for inviting your target group to the event, send them updates, inform about opening the platform, sending reminders and an after-event communication for saying thanks and gathering feedback. This works also if a registration gate has not been set up beforehand. Module also contains automated registration confirmations in case a Worksup registration gate has been set up prior. 

Organisers can create letters from the scratch or use templates with placeholders. With the help of placeholders, you can add your event name, direct event links, personalize the name, organization etc. 

onboarding admin view
Onboarding in admin view
onboarding options
Onboarding options

MATCHMAKING
Collecting interests during registration

What is it?

Worksup networking is enhanced by matchmaking where Worksup matches together people with similar interests. While usually this happens after participants have checked in to the platform it is now possible to allow participants to select from predefined interests already in the process of registration.

How to use it?

This functionality is handy when you wish to know more about your audience’s topic preferences or background. Also, when you wish to estimate how popular one or another track or workshop might be. And on top of these, participants can start finding like minded people right after registering to the event. 


INTERACTION
Quiz

What is it?

Organising games is a great way to activate your audience. In addition to polls, where you collect participant opinions it is possible to organise quizzes with different purposes and outputs.

How to use it? 

Lottery wheel enables you to choose a random winner or winners of your quiz. You can spin the wheel among the correctly answered participants and refresh the data as more correct answers are coming up. Or you can spin the wheel and give the chance to all the participants. In both cases it works well to collect leads for event partners or reward your audience for doing something, e.g. filling in the feedback form.

In case you wish to inject some energy to your audience, you can use the podium output instead of the lottery wheel. With this option you can choose the quickest who answer your quiz and give out prizes. The interface is cool too, when the winner is announced, they will be congratulated with confetti showers!

Nordic-Baltic Security Summit 2021 announcing the winners

NETWORKING
Takeaways

What is it?

You can now collect other participants’ name, job title and organisation and info about exhibitors to your virtual basket. Just as you would collect business cards and brochures at traditional physical events or expo. After the event, you can send the basket containing all the valuable information to your e-mail.

How to use it?

This is handy for both your audience but also virtual exhibitors. They do not have to make separate notes but will receive all the take-aways into their email for follow up procedures.

adding take-aways
Adding take-aways

MODERATING
Prevalidation of Questions

What is it?

Organizers can now prevalidate questions in the Q&A sessions. Questions presented by the audience only appear in the app if an organizer has validated them.

How to use it?

This option is handy if you have a larger and uncontrolled audience e.g. at a public event. It can also be considered if your event operates in a cultural context where certain topics are tabus.


ANALYTICS
Entry and Exit reports

What is it?

You can now generate and download a special entry and exit report for your event. So you will know exactly if John Smith was late to join the event and if he left early for lunch.

How to use it?

By analysing the attendee participation data and learning about their ins and outs you can improve your future events. 


ANALYTICS
Check-In reports

What is it?

Organizers can have an overview of all the check-ins to the event. This will generate a Google sheet with the check-in data of the attendees.

How to use it?

This is great to keep an eye on all the participants, whether they have joined the event or not. You can also use this to track how many of them have created their profile and at what point have they done the check-in. 

reports
Where to find reports and check-ins

We will keep you posted with new Worksup features periodically!

Worksup LIVE series: Hybrid conferences, Challenges & Solutions

Worksup LIVE series: Hybrid conferences - Challenges & Solutions

Worksup LIVE

On 9th September, Worksup platform organized the first virtual event from the Worksup LIVE series, about hybrid conferences, challenges & solutions.
Worksup LIVE is a virtual event series hosted by the platform, covering different important topics about virtual events every month. 

The recording of the event is available here in Estonian:
worksup.com/live

Speakers

The speakers were Kadri Karu, the Managing Director of the Estonian Convention Bureau (ECB), Endrik Randoja, the Managing Director of Confent and Hedi Krönström, the sales and client support manager of Worksup. 

Key Take-aways from Worksup LIVE series: Hybrid conferences, Challenges & Solutions

Kadri Karu, introduced the restrictions during the Autumn season for conferences. She explained how big events have adjusted to the new regulations. Karu agreed that the daily life of organizers are much more complicated. They now need to plan three different formats, live, virtual and hybrid versions of events at the same time to be ready for possible changes.

“It is important to be ready for changes and offer the audience a flexible way to participate. Supportive and correct partners are a big help.”

Karu also mentioned the different publications compiled by ECB, like the guide for safe events. She brought out different examples how organizers have communicated the restrictions and safety instructions.


Endrik Randoja’s presentation focused on the differences of hybrid format and the biggest challenges and lessons learned. He also emphasized the increasing influence the hybrid format is having in the event industry.

“The pandemic will pass, but hybrid format, meaning a conference with a virtual twin, will not disappear. It is a great chance to keep a human touch for the event, while increasing the reach of the target group and using the flexible functions of virtual platforms.”

Hedi Krönström, introduced different solutions how Worksup platform supports the hybrid format of conferences. She explained how Worksup functionalities help to engage participants simultaneously with solutions both onsite and online.

“We cannot say that either of the participants onsite or online have more impact during the event. When the online solutions are well incorporated to both formats, the participants can have an equally engaging experience.”

Worksup platform

Worksup is a live-, hybrid and virtual event platform that was founded by Estonian conference organizers in 2018. Since then, the platform has held more than 1000 events. More than 600 have been in virtual and hybrid formats since the beginning of COVID-19 pandemic. Worksup platform allows to hold virtual meetings and live broadcasts. The most popular features include Q&A, polls and different solutions for enhancing networking and communication. Such as AI interest matchmaking between the participants and chat. In addition there are virtual solutions for expo and sponsors. When leaving the event, the participants can bring virtual business cards from Worksup platform. 

For more information, book a free consultation through the button below.