A Guide to Choosing The Right Event Management System in Hong Kong

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With the ongoing pandemic and new safety restrictions in place in Hong Kong, many organizations are choosing to move their on-site events online. Contrary to what some might think, hosting online events isn’t a bad thing. In fact, virtual (and hybrid) events make it super easy for people from everywhere – even those overseas, to gather, saving your organization up to 75% costs compared to in-person experiences, as well as allow you to collect valuable data about your audiences.

Instead of weighing the pros and cons of arranging a virtual event, you should be considering the best features of an event management system that can help you throw live, virtual and hybrid events with the greatest ease. As such, we share five great features to look out for in your next event management system.

#1 Supports end-to-end event management

There are so many steps that are involved in the hosting of an event, even one that is online. From managing the registration of your attendees, counting down to the occasion, to hosting the actual event – you want to be able to perform all your tasks on one seamlessly integrated platform. Imagine having to use one application to set up your website or application so that people can register for the event, then another tool to host the live show. Thus, it’s best to make things easy by searching for an event management system that supports your planning and hosting from start to finish.

#2 Allows you to customize layouts for strong branding

Just as how you might brand an on-site event using banners, themed colours, pictures or videos that showcase the organization’s identity and personality of the event – for example, neon and digital designs are characteristic of a gaming event, whilst neutral and professional are most ideal for a medical conference – you might also want to customize your virtual event to provide your attendees with a unique and immersive experience.

Things that you can customize on your online platforms should include fonts, colours, backgrounds, and imagery – all of which contribute to building a powerful brand and creating a pleasant experience for your attendees. Whether it is applications, websites, or live staging platforms, choose an event management system that gives you the freedom to customize everything about your virtual function.

#3 User friendly and interactive

Attending an event online can be especially tiring, which is why it is all the more important to keep your audience engaged and interested during your virtual shows. EVENTION, a virtual event company in Hong Kong, offers interactive virtual exhibition tools that allow audiences to feel like they are navigating through an actual event space. Attendees can move through the virtual space of the event, from the auditorium to the lobby, to the video meeting room and more. The smooth graphics of EVENTION’s virtual exhibition platform also successfully keep audiences happy and hooked.

For any virtual event, be it a virtual conference or exhibition, you also want a tool that allows audiences to communicate with you anytime they want. Live chats, Q&A, and poll features give your audience the chance to voice up or ask questions, keeping the interaction two-way as well as specific to the audience’s needs. Certain events management systems even help you to top it off with an interactive virtual photo booth.

#4 Provides live streaming features 

The best of both worlds, hybrid events enable you to powerfully engage those who are on-site as well as reach many more who prefer the convenience of attending online.  Hence, when considering hosting a hybrid event, it’s important to choose an events management platform that provides you with the tools you need to stream live.

For added convenience, the event management system company might even provide you access to a 3D virtual set that enables you to film 3D live production using a green screen.

#5 Gives you the data you need

The very best part about virtual events is that you can collect valuable data about how your audience is receiving your event and how the event is turning attendees’ interest into action. The first step is having a good RSVP system in place. RSVP systems allow you to get a headcount beforehand, generate event buzz by allowing guests to see who else has RSVP’d and send tailored messages targeting people on your guest list based on their RSVP response. This promotes online event registrations and increases operational visibility on the days leading up to your event. A good event management system can give you the number of clicks into your organization’s website, mobile application downloads, and conversions. Should your event be a ticketed event, the system should also display ticket sales and revenue. With this data, you can refine your future events to make them more successful.

All in all, the right events management system makes it much easier to host your virtual and hybrid events, as well as helps you to powerfully maintain audience engagement. Consider the five essential features of a great events management system: supports event hosting from start to finish, is highly customizable, excitingly encourages audience interaction, can host live streaming, and finally, gives you data that you need to reach for success.

EVENTION is a virtual event company in Hong Kong that provides you with a one-stop event management solution through our premium software – offering a user-friendly, seamless experience for both organizations and audiences. Boost audience engagement and enjoy the results with our events management system. Contact us for enquiries today! 


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