Virtual conferences: Once a futuristic concept, now a staple in the world of events.
Whether you’re hosting a global summit or a team catch-up in your slippers, virtual conferences have revolutionised the way we connect, learn, and (let’s be honest) discreetly check emails mid-session!
Virtual conferences can either be engaging for your audience or like watching paint dry, depending on how you approach it. The key to succeeding? Hosting an interactive and seamless conference that keeps guests hooked – That’s where the right planning, platform, and venue come in.
At OEC Sheffield, we know a thing or two about hosting exceptional virtual events from top-tier tech to expert support; helping you create an online experience that’s smooth, professional, and actually enjoyable…
What is a Virtual Conference?
A virtual conference is an online event where attendees join from anywhere in the world. It brings people together for keynote speeches, panel discussions, networking, and even virtual exhibitions, all via a conference platform. Whether fully remote or hybrid, virtual conferences offer flexibility, accessibility, and cost savings.
When done right, they’re immersive, engaging, and packed with opportunities to connect. How to make this happen? Choose the right platform, plan engaging content, and make sure your attendees don’t just log in but stay interested.
Why Host a Virtual Conference?
Nowadays, remote attendees are just as productive as those in person. Virtual conferences cut out travel costs, the vast majority of venue hire, and logistical problems – while opening the doors to a global audience.
They’re flexible, accessible, and kinder to the environment – Plus, with the right setup, they can be just as interactive as in-person events, with live Q&As, breakout rooms, and networking sessions.
How to Plan a Virtual Event
Successful virtual conferencing doesn’t just happen, it takes planning, preparation, and a little bit of tech-savvy magic!
Whether you’re hosting a small workshop or a large-scale meeting, here’s how to make sure your event impresses:
- Define your goals – Are you educating, networking, or launching the next big thing? Knowing your purpose shapes everything else.
- Choose the right platform – Zoom, Microsoft Teams, or something fancier? Pick one that suits your audience size and event format.
- Plan engaging content – Mix up keynotes, panels, and interactive sessions to keep attendees involved.
- Sort out the tech – Check internet stability, audio quality, and presentation tools well in advance (no one likes an awkward silence).
- Promote your event – Use email, social media, and even some old-school word-of-mouth to get people signed up.
- Rehearse! – Run a test event with speakers to iron out any tech glitches before going live.
Virtual Conference Platforms: Which are the best?
Choosing the right virtual conference platform is like picking the perfect venue – only this one exists online. Here’s a rundown (in no particular order) of some top options to help you find the best fit!
Zoom
The go-to platform for virtual meetings and conferences, offering breakout rooms, and webinar features. Benefits include competitive pricing, encryption, ease of use, and many integrations.
Microsoft Teams
Ideal for corporate events, Teams integrates seamlessly with Office 365, making collaboration and document sharing. Benefits include its customisability, integration with other Microsoft apps, and coverage within Microsoft 365 and Windows business accounts.
Google Meet
A simple, browser-based option that’s great for smaller events, with no downloads needed and a clean, user-friendly interface. Benefits include transcription and recording tools, translation options, high quality video and audio, and ease of accessibility.
Webex
A secure, enterprise-level platform with advanced video conferencing features, perfect for large-scale virtual events. Benefits include a powerful AI assistant, accessible closed captions, intuitive interface, and Vidcast tool for video recordings.
vFairs
Designed for virtual expos and trade shows, vFairs offers immersive booths, networking lounges, and even virtual swag bags. Benefits include its gamification, ability to manage complex events, and high-quality experience.
ON24
A powerful platform built for webinars and marketing events, with detailed audience engagement analytics. Benefits include ability to track attendance and interaction, provides actionable insights, and offers AI-powered analytics.
Airmeet
A dynamic choice for interactive networking and virtual summits, featuring social lounges and speed networking. Benefits include its immersive experience, robust analytics, easy to use event management, and live engagement options.
Hubilo
A hybrid and virtual event platform packed with engagement tools, gamification, and AI-powered matchmaking. Benefits include networking lounges, unlimited attendees, easy customisation, and enhanced interactivity.
Whereby
A no-fuss, browser-based tool for simple and secure video meetings—no downloads, no logins, just a link to join. Benefits include the branded meeting space and custom business domains.
How to Host a Virtual Conference
Hosting a virtual conference can feel like juggling Wi-Fi connections, guest speakers, and audience engagement all at once, but it doesn’t have to be.
The key to a smooth event is having the right tech, a solid plan, and expert support behind the scenes. That’s where OEC Sheffield comes in…
Each of our conference rooms comes fully equipped with state-of-the-art AV technology, including HD projectors, large screens, and crystal-clear PA systems. Need something extra? Our experienced event team is on hand to provide any additional equipment and support to ensure your event runs smoothly.
Depending on the space you need to present your virtual conferencing, we have three rooms available to rent:
- The Boardroom: Ideal for a smaller, private presentation.
- VIP Hospitality Boxes: Featuring a private balcony with panoramic views of neighbouring Owlerton Stadium – meaning plenty of natural light for your presentation.
- The Rivelin Suite: A large suite if your conference needs space for props, movement, and anything in between.
To keep you comfortable all of our rooms boast air conditioning, complimentary Wi-Fi, onsite food and beverage, full accessibility, and a contemporary atmosphere. Plus, our experienced team will be on hand throughout the event for any tech support or advice.
Head to our Hybrid Conferencing page to find out more and get in touch!
