A client called us last month in a panic. They’d signed up for a virtual event platform based on a sales demo, and now – two weeks before their annual conference – they’d discovered it couldn’t do half of what they needed. They’d chosen based on marketing promises rather than real requirements.
This happens more often than you’d think. Here’s how to choose a platform that actually fits.
Starting with What You Actually Need
Before comparing features, get clear on your event. How many attendees? What kind of interaction do you need? Is networking important, or is this primarily a broadcast? Do you need breakout rooms? Exhibition booths? Registration and ticketing?
A platform that’s perfect for a 200-person training session might be completely wrong for a 5,000-person conference with exhibitors.
The Major Players
Hopin built its reputation on large conferences. Multiple stages, one-on-one networking, virtual expo halls. It’s feature-rich but can be overwhelming for simpler events.
Airmeet is strong on community and networking features. The interface is more approachable, and they have solid India-based support. Good for events where connection matters more than scale.
Zoom Events works well if your audience already knows Zoom. Familiar interface, reliable performance. Limited on the bells and whistles, but sometimes reliability matters more than features.
Hubilo focuses heavily on B2B events and lead generation. If your event is primarily about connecting exhibitors with attendees, they’ve built specifically for that.
What to Test Before Committing
Never choose a platform based solely on a sales demo. Demos show the platform at its best, with rehearsed flows and ideal conditions.
Ask for a trial environment. Invite colleagues to test as attendees. Try to break things. See what happens when internet is slow. Check the experience on mobile devices. Test the actual features you’ll need, not the impressive ones the salesperson wants to show you.
Support Matters More Than You Think
Technical issues during a live event aren’t theoretical – they’re inevitable. What matters is how quickly they get resolved. Time zones matter here. A platform with India-based support will respond faster during Indian business hours than one headquartered in San Francisco.
The Platform Isn’t Everything
Here’s what vendors won’t tell you: the platform is maybe 30% of a successful virtual event. Production quality, content design, speaker preparation, audience engagement strategy – these matter more than which software you use.
We’ve seen terrible events on great platforms and excellent events on basic platforms. The platform is a tool. How you use it determines results.
Need Help Choosing?
We work with all major virtual event platforms. Happy to share what we’ve learned about which works best for different types of events.
Reach out: +91 96635 06306 or sales@thalsamaya.com.
