Virtual Conference Platform

🎯 Overview

When in-person isn’t possible—or when you want to reach a global audience without travel barriers—a fully virtual conference requires more than just Zoom links. Our Virtual Conference Platform package provides a complete online event experience with networking, exhibition, and engagement features that make virtual attendance worthwhile.

Ideal for: Organizations hosting fully remote conferences, international associations seeking global participation, and events prioritizing accessibility and reduced carbon footprint.

✅ What’s Included

Virtual Platform

• Branded Event Environment – Customized virtual venue with your branding
• Multi-Track Sessions – Up to 3 simultaneous session rooms
• Live & Pre-Recorded – Support for both live presentations and on-demand content
• Virtual Exhibition – Sponsor/exhibitor booths with video, downloads, and chat
• Poster Gallery – Digital poster display with presenter interaction

Networking Features

• 1:1 Video Meetings – Attendee-to-attendee video chat capability
• Breakout Rooms – Small group discussion spaces
• Attendee Profiles – Directory with interests for networking matchmaking
• Chat & Messaging – Real-time communication throughout the event

Engagement Tools

• Live Q&A – Moderated question submission and voting
• Polling – Real-time audience polls with live results
• Gamification – Points, badges, and leaderboards for participation
• Session Ratings – Attendee feedback on each session

Technical Support

• Speaker Training – Technical orientation for all presenters
• Live Moderation – Technical moderators managing sessions during event
• Attendee Help Desk – Real-time support for participant issues
• Recording & On-Demand – All sessions recorded with 90-day access

⚙️ How It Works

🛡️ Our Assurances

• Platform Reliability – Enterprise-grade hosting with 99.9% uptime target
• Technical Coverage – Dedicated technical team throughout event
• Speaker Support – Individual tech checks for all presenters
• Backup Systems – Redundant streaming and fallback procedures
• Time Zone Friendly – Platform works globally; we help optimize scheduling

⚠️ Important Limitations

• 3-Room Maximum – Up to 3 simultaneous tracks; additional rooms at $500/room
• 2-Day Maximum – Covers up to 2 event days; additional days at $1,200/day
• 500 Attendee Capacity – Standard package; larger events require enterprise pricing
• Platform Fees Separate – Virtual platform licensing (typically $1,500-$4,000) billed separately
• Pre-Recorded Content – Presenters responsible for recording; we provide specs and can assist
• 90-Day On-Demand – Extended access beyond 90 days at $150/month
• No Physical Components – This is fully virtual; for hybrid, see our Hybrid Event Support

📋 Requirements From You

• Session Schedule – Finalized program with timing and tracks
• Speaker Information – All presenter details and contact info
• Branding Assets – Logos, colors, sponsor materials
• Exhibitor Content – Booth materials from sponsors
• Registration List – Attendee data for platform access
• Time Zone Decision – Primary time zone for live sessions

❓ Common Questions

Which platform do you use?
We work with multiple platforms (Hopin, vFairs, Whova, Zoom Events) and recommend based on your specific needs, budget, and attendee expectations. Platform selection is part of our planning phase.

Can speakers present from anywhere?
Yes. Speakers need reliable internet (10+ Mbps recommended), webcam, and microphone. We provide detailed technical requirements and offer individual tech checks before the event.

How do you handle time zones for global audiences?
We can implement strategies like scheduling key sessions at rotating times, offering live sessions in multiple time slots, and making on-demand content immediately available. We’ll recommend the best approach for your audience.

What about poster sessions?
The virtual poster gallery is included. Presenters upload digital posters, and attendees can view, comment, and schedule video meetings with poster authors during designated times.

Can we do a hybrid event (some in-person, some virtual)?
This package is for fully virtual events. For hybrid (combining in-person venue with virtual attendees), see our Hybrid Event Support package, which integrates with our conference management services.