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VIRTUAL EVENT PLATFORM

The Real Virtual Events and Virtual Meetings Platforms

We aim to make your virtual events equal actual events through our unique Virtual Events Platform. Give your virtual meetings an online address.

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Event Networking

Create your Virtual Event Corridor

Virtual Event Corridors are made to resemble the actual event corridors where your attendees can come online and do the following:

  • feature-list Set-up Attendee Profiles
  • feature-list Access Open Sessions
  • feature-list Buy Tickets to Special Session
  • feature-list Visit Sponsor Booth
  • feature-list Post on Social Wall

Host Virtual Meeting Sessions

Virtual Event Sessions are specific speaker sessions that can be hosted virtually in real-time or can be accessed on-demand taking the experience of session-based events a notch further.

  • feature-list View Agenda-wise Session
  • feature-list Register/ Buy Session Tickets
  • feature-list Host Live & On-Demand Sessions
  • feature-list Host Live Q&A
  • feature-list Conduct Live Polling
  • feature-list Host Presentations
  • feature-list Host Digital Keynote Speakers

Virtual Event Networking

Most online events are basically webinars, Hubilo’s unique proposition is the ability to have many to many interactions just like real life events. Attendees can review other attendees, send them meeting request, chat and exchange business cards. Here are the features that make virtual event networking possible:

  • feature-list Access attendee list
  • feature-list Conduct Virtual Meetings
  • feature-list Exchange Business Cards
  • feature-list Take Notes
  • feature-list 1-1 Chats

Chat Rooms: Session-based & Networking-based

Attendees can interact during any session or individually for networking through Session-based and Networking-based chat.

Virtual Booths

Virtual booths are another unique proposition of the product that provides sponsors and exhibitors with an online space to market their product or service by hosting videos, product collateral, and other details. Premium sponsors can also avail associate login for a marketing executive that allows him to network with attendees virtually.

  • feature-list View Exhibitor/Sponsor Profile
  • feature-list Host Downloadable Product/Service Collaterals
  • feature-list Upload Marketing Videos
  • feature-list Live chats between Attendees and Exhibitors

Live Social Walls

Get the experience of Digital KIOSK and space to feature social interactions your event has with the world through coveted Social Wall.

What’s more?

Build a Community
Build a Community

Build bigger and better event communities across the globe.

Smart Matchmaking
Smart Matchmaking

Intuitive matchmaking using tried and tested algorithms.

Sponsor ROI=Event ROI
Sponsor ROI=Event ROI

Maximize sponsor ROI by helping them gain meaningful business connections.

Clients

Integrations

Testimonials

Case Study

FAQ's - Virtual Events

A virtual event fosters the interactive environment of a physical event. Attendees can assemble online from their respective geographic locations and have an experience that is strikingly similar to physical events but comes without the need of travelling. 

Virtual events are multi-session online events that can feature webcasts and one-on-one networking in a virtual space, hence, any online event that involves people interacting in a virtual environment, rather than meeting in a physical location can be considered as a virtual event. 

Ideal for industry conferences, virtual fairs, expos and trade shows, virtual events are suitable for any event that features multiple presentations, discussion panels, product pitches and brand experiences to engage your audience.Virtual events are highly interactive and give a similar look and feel to a physical event.

With the businesses transitioning from in person events to online events, the demand for virtual events is on the rise. It is therefore important to understand different types of virtual events:

Virtual Gatherings: Imitates a  traditional meeting in an online situation. Virtual Sessions : Online seminars/sessions that enable presenters to connect with audiences and exchange information. Virtual Open houses: Property real estate agents have virtual open houses by streaming them online for potential buyers and crowds.  Virtual Public Expos: Permits exhibitors and guests to interact in an online environment, as opposed to a physical tradeshow. Virtual Sessions: Online seminars that enable presenters to connect with audiences and exchange information Virtual Careers and Job Seekers fairs: allow employers to connect with potential employees in a virtual environment, rather than in-person Virtual Benefits Fairs: Allows the employers to showcase and communicate the benefits provided to their employees at scale through an interactive online environment. Virtual School Open Days: Replicates a traditional physical college or university open houses virtually. Virtual Fundraising Events: Virtual events are not only reserved for businesses or educational purposes,but non profit organizations also use virtual events to raise funds for social causes.
Virtual events just like physical events, require a lot of preparation and planning. You can follow the below mentioned steps to ensure smooth implementation of your virtual events:

Select your team i.e. presenters, speakers,attendees, moderators and more Choose an appropriate day and time to host your virtual event for maximum traction. Define your format and interactive content e.g. sessions,live webcasts Q&A, live polling and more Choose your platform for hosting the virtual event e.g. Hubilo Virtual Event Platform Promote your online event via social media, email marketing, landing pages, websites and more, to attract potential attendees. Run a test stream (if you’re streaming live) to test your internet and audio levels before going starting the session. Follow up with attendees' post event by sending a thank you email and a link to any downloadable assets or feedback form post-event.
Virtual events use a combination of assets, including webcams (in some cases), PowerPoint slides, screenshare and pre-recorded videos. However, it’s up to the speakers and the host which assets they would like to use for their Sessions, So if the question is if having a webcam is a Mandatory requirement for an attendee, Host or a presenter, then the answer is, no it’s not.

Practice and preparation are extremely important when it comes to smooth implementation of the event. Here are a couple of tips to ensure a successful execution of a virtual event:

Develop the right event marketing strategies : When you go virtual, marketing becomes all the more critical for you. You want to solidly spread the word of your event to your target audience in your target countries. With the boom of social media and digital technologies, you can easily optimize your marketing efforts and best capitalize on the available pool of marketing techniques and tools. Consider these: Email marketing Blog marketing Social media marketing Listing on popular event sites Paid marketing if feasible Make attractive and flawless landing pages:You want a platform where you want to direct your attendees to see and register for the event. When you have an event website, make your event registration landing pages attractive and flawless. Use a short video and provide engaging content. Make sure that the landing pages are error-free from both the perspectives — technically and content-wise. Internet connectivity : Hardwiring your connection will ensure that any issues with an unstable wifi connection, which can affect audio quality and the overall attendee experience can be avoided. Audio check: A thorough audio check will ensure your speakers and mic are working properly before the live event begins. Minimize background noise: Try to host the sessions in a quiet place.Using a headset with a mic often reduces background noise compared with your computer’s built-in microphone. Using a headset is a general best practice for a better quality audio than other built-in options. Send reminders to attendees: Reminders are key to keep them informed about your event and any changes you need to make. Ensure you provide them updates in a timely fashion. Starting on time: Starting an event 5 minutes early will allow attendees to join before the session begins. The host should let attendees know when the event will begin and if the content will be recorded and shared afterwards.
After a virtual event ends, it is equally important to keep the momentum of your event going by taking constructive feedback from the attendees regarding the event. While you keep the event engagement alive and await feedback, you can use the detailed analytics available in the Hubilo dashboard to measure your event’s success across multiple aspects of your event. 

Virtual events provide various ways in which one can engage with their attendees. Some basic forms of virtual engagement include video streaming, live polling Q &A sessions,and instant feedback. Hubilo’s Virtual event platform provides several engagement features to engage attendees which can enhance the overall event experience.Attendees can interact with the speakers/presenters/panelists during the virtual session through the following engagement features:

Raise Hand - Click on the raise hand option and let the speaker/presenter know that you have a query/opinion to share. Q&A - Type in your questions and send them to speakers in real time. Speakers/presenters will have the choice to answer either live or type it in for you in the Q&A space. Live Polling - Speakers may choose to conduct live polls during an ongoing session, you would be able to cast your vote and see results in real-time.(Note: the live polling works only if you have installed the zoom app on your device)
If you are a part of a Virtual Event created using Hubilo: go to the registration Page and register for the event. In case you are already registered Go to the event link and login using your registered email address. Once Logged in you may start interacting with other attendees via the Feed or the Attendees section. In order to join a session, proceed to the Agenda tab and click on Join session 5- prior to the session time.

You do not need any plugins or downloads needed to watch a session on the Hubilo platform, so all you need to do is join the session and ensure that you have headphones or speakers on your viewing device. The Virtual event is web-based and hence available on any device, so you can attend your Session on any device - from your smartphone to your laptop, ipad or tablet.

If you would prefer to watch the on-demand version of the Sessions, rather than the live event, you can simply click Watch session post the session is completed. This is only if this option has been enabled by the organizer.

1. Once you are registered or added to an event You will receive an Invite email to the Virtual Event platform. The Link will be added as a part of the email. 2. You may also be able to find this link on the Event Website(if there is a website created)

No In order to be able to attend a virtual event created using Hubilo, you’re not required to download any software/plugins, you may simply head to the web-portal to begin networking and attend the event.

Note: Downloading the zoom app is optional, however, it will enable you to participate in Live polls created by organizers/speakers during the virtual sessions.

If you’re wondering that you’ll be able to connect and attend the Virtual event you’re a part of using your phone, the answer is absolutely yes! As this is a web-based event, it can be accessed on any browsers, including the browsers in your phone and the web layout is responsive to phone screens as well.

You may also choose to attend this event on your phone using the Hubilo Virtual events app for a seamless

If the organizer has enabled the on-demand option for session recordings, You may simply be able to view the recordings via logging in to the event and clicking the “Watch Session” button in the agenda.

The registration method depends on the organizer. They may provide you with an online registration/Ticketing link to register, once registered you may simply head to the Virtual event portal and login with the registered email address to access the event.

If the question is if having a webcam is a necessity for attending the event/session, the answer is, absolutely not, having a webcam is not a mandatory requirement and not having one does not restrict you from attending the event in any manner.

Now a session in which you only get to listen to a speaker, see a presentation, then there would not be much point in doing it live, hence, Hubilo provides multiple ways for attendees to interact with the speakers/presenters/panelists during the virtual session. You may:

Raise Hand - Click on the raise hand option and let the speaker/presenter know that you have a query/opinion to share. Q&A - Type in your questions and send them to speakers in real time. Speakers/presenters will have the choice to answer either live or type it in for you in the Q&A space. Live Polling - Speakers may choose to conduct live polls during an ongoing session, you would be able to cast your vote and see results in real-time.(Note: the live polling works only if you have installed the zoom app on your device)

Hubilo offers a simple way for attendees to convey it to the speakers/presenters that they have a query/question/doubt. On the bottom center of your screen, you would see a hand icon, Click on the hand icon to “raise hand” and the speaker will be notified that you have a query/doubt.

In order to ask questions to the speakers, on the Bottom of the screen, you would see the Q&A option, click on it to type and send in your questions to the speaker. The speakers/presenters will have the choice to answer either live or type it in for you in the Q&A space.

Meetings or Networking during a virtual event is probably one of prime examples of how you can grow beyond the limitations of your physical presence.

Hubilo allows you to conduct one to one meetings with every other attendee in the event. The one-to-one meetings  work in two ways:

Linked with your google account: If you have logged in via your google account or have linked your google account from within the settings option, the moment a meeting is confirmed, you and your meeting counterpart shall receive an email confirmation with the link to google meet to conduct your online meeting. Without a Google account -  The platform does not restrict you in any manner and in case, you do not wish to link your google account, you may simply choose the method of conducting your virtual meet and share it with the counterpart over the Chat function.

It doesn’t end there, Exactly similar to an event taking place physically, Hubilo also allows to create a Virtual Networking Lounge. Any attendee who wants to network may simply grab a seat at a virtual table and meet with other attendees via instant web-conferencing. The logic is simple, the system shall begin a web-conference between two or more people at the same table as soon as more than one person grabs a seat.
By default event time is always as per the country time zone, where the event is being held or as set by the organiser. However, Hubilo Virtual Event module does provide the functionality to users to set the event as per their system local time. 

In order to switch the time zone you want to view the session timings in, simply click on the Time zone button and switch to local time. This can be found on the Agenda page inside the virtual networking platform.

 

No, you don’t have to download any plugins as Hubilo Virtual Event is a complete cloud-based platform. Hubilo has partnered with Zoom, the industry leader for video conferencing software to provide seamless video streaming during the event.

Hubilo Virtual Event is a complete cloud-based platform, so you don’t have to download any additional software. As an attendee, you may simply login to the Virtual event you’re a part of and access the entire event online.

However, if you are a Panelist/Speaker, we would recommend downloading the Zoom app on your system for seamless video streaming as it offers few additional features on the app such as Managing attendees & creating polls.

Yes, you can use your custom domain to host the virtual event site. Click here to know more about setting up a custom domain.

Yes, you can restrict access to your virtual event by enabling the restricted mode from your virtual event settings. Click here to know more about login settings.

Hubilo Virtual Event doesn't require downloads or plugins to join the event, but some firewalls might block live streaming. If your company isn't able to allow Virtual Events, don't fret! You can join the event on your mobile device or Ipad (wifi recommended), switch to a public wifi Connection or catch the on-demand recording at a later date. The link for the on-demand version of every session will be added post-session, so you can watch it at your leisure.

You may also consider attending the event on the Hubilo Virtual events app.

No, you don’t have to set up an account on Zoom separately. Once you’ve logged in to Hubilo Virtual Event, you can directly click on the join session and the system would redirect you to the Zoom screen, without any login required.

Recommended System Requirements

Hubilo Virtual Event is a cloud-based platform and doesn’t require any separate plugins or download. You can open the event link on any system browser such as Google Chrome, Safari or Firefox.

For Zoom App: Click here to know more about Zoom App system requirement for PC, Mac, and Linux. Click here to know more about Zoom App system requirement for iOS, iPad OS, and Android

Hubilo has partnered with Zoom, the industry leader for video conferencing software to provide seamless video streaming during the event. If you wish to integrate any other web streaming software with Hubilo virtual event platform, please get in touch with your Account Manager at Hubilo or drop a mail at sales@hubilo.com

Yes, the Limit for the number of attendees that can join a session is based upon the package the organizer purchases. For example, if the number of attendees in your event is 3000, however, you have selected a package for only 1000 attendees, 1000 becomes the limit for the number of people who can join in a session.

The schedule can have ‘n’ number of sessions. But at any point in time, one host can run only 1 session on a track. In the parallel track, another host can run a parallel session though.

In case of poor internet connection an attendee would probably not be able to view the session perfectly while experiencing buffering, pauses etc.

Hubilo has partnered with Zoom, the industry leader for video conferencing software in the Prestigious Gartner Magic Quadrant. The bandwidth used by Zoom will be optimized for the best experience based on the participants’ network. It will automatically adjust for 3G, WiFi or Wired environments.

Recommended bandwidth for meetings and event panelists: 600kbps (down) for high-quality video and 1.2 Mbps (down) for HD video For screen sharing only (no video thumbnail): 50-75kbps (down) For screen sharing with video thumbnail: 50-150kbps (down)

Yes, It is imperative for the Host, presenter and/or speaker to be able to test their connectivity, audio and video prior to the sessions and hence, Hubilo certainly has provided ways to that. You can simply do a quality check as much as 30 mins in advance of the session without letting the attendees know that any testing is going on as for the attendees the join button is disabled until the session starts.

Yes, you can change the timing of the session by changing the timings of the session from the schedule section of the dashboard

You have an option to use the virtual events platform without zoom integration as well. In such a scenario, you can use Facebook, YouTube & Vimeo for live streaming as they do provide links for those videos which can be added through the Hubilo dashboard

Yes, you can use live polling during the sessions but only the participants with Zoom app would be able to utilize that feature.

The Hubilo dashboard allows you to put in a Feedback form link while setting up the schedule/sessions inside the dashboard. At the end of each session, The system shall send out an automated email asking for attendees' feedback. This form can be built either via Hubilo’s Survey or Forms Module or any forms provider such as google forms, Survey Monkey etc.

If the internet goes down and host disconnects, the session will still continue for the speaker/presenter and all the attendees.

It is very unlikely for the host/presenter to end a session accidentally as the action to leave the session is a two step process. However, even if the host leaves the session, the session shall still continue for the speaker/presenter and the attendees.