Planning an online or hybrid event and overwhelmed by the number of event technology platforms out there? You’re not alone—and we’re here to help.
We’ve put together a checklist of essential questions you should ask when evaluating online event platforms. These will help ensure your virtual event runs smoothly from start to finish.
Let’s jump in and help you find your ideal virtual event partner!
1. What Types of Virtual Events Does Your Platform Support?
It’s always a good idea to begin with the basics. Ask your potential tech partner what kinds of events their platform is best suited for.
Some platforms are built primarily for physical events and only offer limited virtual capabilities. Others, like SpatialChat, are designed specifically for online and virtual experiences—whether you’re planning a virtual conference, networking mixer, team offsite, product launch, or webinar series.
When planning a virtual trade show, for instance, be sure to ask about features like customizable exhibitor booths, video chat support, e-commerce integrations, and lead capture tools. These details can make or break the attendee experience.
2. Can Your Platform Scale to Match Our Event Size?
Knowing your expected attendance is crucial—and so is making sure your chosen platform can handle that volume without a hitch.
Ask your provider if their platform can scale to support hundreds or even thousands of attendees simultaneously. SpatialChat, for example, offers flexible room layouts and attendee limits that adjust to your event’s size, so you can grow your audience without worrying about technical limits or lag.
3. Does Your Platform Offer AI-Powered Features?
In today’s virtual event landscape, AI is more than a buzzword—it’s a productivity booster.
Modern platforms are integrating smart tools that automate repetitive tasks, personalize attendee experiences, and streamline post-event analytics. A great example is an AI-powered chatbot that can interpret event performance data and deliver real-time insights, saving organizers hours of manual work. Want to know which session had the highest engagement? Just ask.
4. Is Your Platform Intuitive for Both Attendees and Organizers?
A smooth user experience can make or break your event. Be sure to ask whether the platform is easy to navigate—for both attendees and your event team.
SpatialChat is known for its user-friendly interface, which mimics real-life spatial interactions in a virtual environment. Organizers can build event layouts with drag-and-drop ease, while attendees move naturally through rooms, strike up conversations, or join sessions without a steep learning curve. The platform works seamlessly on any browser, making the experience frictionless across devices.
5. What Are Your Options for Virtual Event Registration & Ticketing?
One of the most important aspects of planning a virtual event is understanding how attendees will register—and what options are available for ticketing.
Ask your event platform provider if they support features like early bird discounts, VIP passes, group rates, or tiered pricing. These flexible ticketing models help you appeal to different audience segments, increase revenue potential, and create a more customized attendee experience.
A robust registration and ticketing system empowers organizers to manage attendee data efficiently, track sales in real-time, and simplify event logistics—all while delivering a professional first touchpoint for attendees.
6. Does Your Platform Charge Per Virtual Attendee Registration?
Once you know what ticketing features are available, the next key question is cost—specifically, whether the platform charges a fee for each attendee registration.
Many event platforms still use per-registration pricing models, which can quickly add up and lead to budget surprises. These hidden or inconsistent fees can make it harder to plan and scale your event effectively.
We recommend looking for a provider which uses a transparent, package-based or tiered pricing structure. This helps you estimate costs more accurately and keeps your event planning budget-friendly—without sacrificing quality or scale.
7. How Well Does Your Platform Integrate With Other Tools?
Seamless integration is essential when managing a virtual event. Your event platform should work effortlessly with your existing tools—from CRM and marketing automation platforms to email services and social media analytics.
Ask if the platform integrates with tools like Salesforce, HubSpot, Mailchimp, Slack, Miro Whiteboard, Google Calendar and other industry standards. SpatialChat supports a range of third-party integrations and can be customized to work with your tech stack. These integrations help improve workflow automation, data accuracy, and attendee engagement—while reducing manual work for your team.
The best virtual event platforms prioritize invisible, intuitive integration so that attendees enjoy a seamless experience without ever noticing the technology behind it.
8. What Kind of Support & Training Do You Offer?
Even the most intuitive platform still requires support and training—especially when you're hosting a complex or large-scale virtual event.
Ensure your event technology partner provides onboarding assistance, live training sessions, and a knowledge base or help center. Look for 24/7 support via chat, email, or phone, so your team has help when they need it—before, during, and after the event.
SpatialChat offers dedicated event support, including pre-event training, live event assistance, and post-event support. Whether you're a first-time user or a seasoned event planner, having the right guidance ensures your event runs smoothly from start to finish.
9. Can You Customize the Platform to Fit Our Virtual Event Needs?
Customization is key when it comes to delivering a unique and branded virtual experience. Be sure to ask how much flexibility your event platform offers.
Top-tier platforms like SpatialChat provide extensive customization options—allowing you to tailor everything from your virtual venue design to your event agenda, landing pages, interactive booths, and breakout rooms. Whether you’re hosting a virtual summit, workshop, or networking event, you should be able to create an environment that aligns with your brand and engages your audience authentically.
10. How Do You Handle Data Security & Privacy?
Security should always be top of mind when choosing an event tech provider. Ask about encryption protocols, secure hosting, and compliance with global data protection standards.
The platform should use HTTPS for secure data transmission and adhere to regulations such as SOC 2, GDPR, and CCPA. These measures protect both your event data and your attendees’ personal information, reducing the risk of breaches and ensuring peace of mind.
11. What Features Are Available for Virtual Events?
Not all platforms are built to handle the complexity of virtual events. Ask what specific features are available to support remote participation and engagement.
Key features to look for include interactive booths, customizable virtual spaces, breakout rooms, live and pre-recorded session support, chat functions, and networking tools. These elements help replicate the energy of in-person events and provide attendees with a dynamic, engaging experience online.
12. What Kind of Analytics & Reporting Capabilities Do You Offer?
Post-event reporting is essential for evaluating success and informing future planning. Ask your provider about the analytics tools available.
Effective event tech should provide insights into attendee behavior, engagement metrics, session attendance, and more. Some platforms now offer AI-powered analytics that allow you to generate custom reports, ask data questions in plain language (e.g., “Which session had the most engagement?”), and access real-time insights—making it easier to measure ROI and optimize future events.
This data-driven approach allows you to continuously improve your virtual event strategy.
13. Does Your Platform Support Accessibility and Multiple Languages?
Accessibility is no longer optional—it’s essential for reaching broader audiences and ensuring an inclusive virtual event experience. Ensure your platform can accommodate a wide range of attendees by offering accessibility and multilingual support.
Features to look for include screen reader compatibility, keyboard navigation, closed captioning, text-to-speech, and adherence to WCAG standards. Multilingual support and customizable language settings allow you to reach a global audience and create a welcoming experience for everyone.
Ask about available accessibility features up front to make sure your event meets today’s expectations for inclusivity.
14. What Marketing Tools Are Built Into the Platform?
Even the best-planned event can fall flat without a solid promotional strategy. That’s why it’s critical to ask what marketing features your platform includes.
Helpful features include customizable event pages, email marketing integrations, social media sharing options, and AI-assisted tools for content creation. These tools streamline pre-event promotion and help you build and maintain momentum throughout the attendee journey—from awareness to registration to post-event follow-up.
Virtual event planning often involves juggling multiple components—registration, promotion, engagement, and analytics. Choosing an all-in-one solution can streamline the process, reduce reliance on third-party tools, and ensure everything works together seamlessly.
By asking the right questions and focusing on features that align with your event goals, you'll be better equipped to select a technology partner that supports a smooth, engaging, and successful virtual experience.
Why Choose an All-In-One Virtual Event Technology Partner?
Planning a virtual event can involve juggling numerous tools and vendors—but it doesn’t have to. Opting for an all-in-one event technology solution can dramatically streamline your planning process and improve the overall experience for both organizers and attendees.
If your event has multiple moving parts, here’s why choosing a comprehensive, integrated solution is a smart move:
1. Streamlined Planning & Centralized Management
All-in-one virtual event platforms bring every tool under one roof—registration, ticketing, scheduling, content hosting, and more. This centralized approach reduces the friction and confusion that often comes with using disconnected systems.
With everything in one place, organizers can coordinate tasks more efficiently, reduce manual errors, and stay focused on delivering an exceptional event experience.
2. Cost-Effective Approach
When you consolidate your event tech stack, you eliminate the need for multiple contracts, subscriptions, and integration costs. Many comprehensive platforms offer flexible pricing structures—like tiered or package-based models—so you can tailor features to your event’s scale and budget.
Additionally, integrated payment solutions and secure gateways simplify the transaction process for both you and your attendees.
3. Enhanced Communication & Engagement
A unified system allows you to manage communication touchpoints—like email campaigns, push notifications, and SMS alerts—without jumping between different tools.
Automated reminders, session alerts, and announcements can all be managed within the platform, saving time and ensuring your audience stays informed and engaged throughout the event lifecycle.
4. Future-Proof Flexibility
As your event needs grow, a comprehensive platform can grow with you. Whether you’re planning a small virtual meetup or a large-scale online conference, an all-in-one partner provides the flexibility to adapt features, scale up services, and support different event formats—all without the hassle of sourcing new tools.
This adaptability keeps your event strategy agile and ready for whatever comes next.
Still Deciding on an Event Tech Partner? Start with the Right Questions.
Choosing the right virtual event technology partner may seem daunting at first—but with the right questions, you’ll quickly identify who can meet your needs.
Look for a provider that offers robust features, reliable customer support, and a user-friendly interface. Bonus points if they assign a dedicated event manager to guide you through planning, execution, and post-event wrap-up.
An all-in-one event solution doesn’t just simplify logistics—it helps you deliver a professional, engaging, and impactful event from start to finish.
So, don’t wait—connect with the SpatialChat team today and book your personalized demo!