Resources
Blog
Insights on events, technology, and the future of gathering
Latest articles
Insights on events, technology, and the future of gathering
Schools and universities organise dozens of events each year -- open days, graduations, parent evenings, careers fairs, and academic conferences. Traditionally, these have been purely in-person affairs. But the education sector is discovering that virtual and hybrid event software opens up possibilities that physical-only formats cannot offer: broader reach, greater accessibility, and the ability to include families and participants who simply cannot be there in person.
This is not about replacing the school hall. It is about extending it -- ensuring that geography, disability, or scheduling conflicts no longer prevent people from taking part in the moments that matter.
For prospective students and their families, an open day is often the deciding factor in choosing a school or university. But attending in person is not always feasible. Families may live overseas, have mobility challenges, or be unable to take time away from work during scheduled open day hours.
A hybrid open day solves this. The in-person event runs as normal, while a virtual stream gives remote families access to campus tours, presentations from staff, live Q&A sessions with current students, and the ability to explore facilities through video walkthroughs. Virtual attendees can ask questions in real time, download prospectuses, and book follow-up conversations -- all from the comfort of their living room.
Graduation is one of the most significant events in a student's life, and it deserves to be shared with everyone who matters. Yet venue capacity limits, international travel costs, and health considerations mean that many family members miss the occasion.
Hybrid graduation ceremonies allow unlimited virtual attendees to watch the ceremony live, complete with professional-quality streaming, multiple camera angles, and real-time reactions. With live translation available in 51 languages, grandparents watching from another country can follow the proceedings in their own language. The recording is available on-demand afterwards, creating a lasting keepsake.
The traditional parent-teacher evening -- a queue of parents waiting for five-minute slots in a busy school hall -- has long been ripe for improvement. Virtual and hybrid formats allow parents to book timed video appointments with teachers, eliminating waiting times and making it far easier for working parents to attend.
For separated families, virtual conferences mean both parents can attend without the logistical awkwardness of sharing a physical appointment slot. Schools report significantly higher parent participation rates when a virtual option is available alongside the in-person evening.
Universities regularly host academic conferences that attract researchers from around the world. Travel budgets are tight, carbon footprints matter, and early-career researchers often cannot afford to attend international events. A hybrid conference format allows presenters to deliver papers virtually while maintaining the in-person experience for those who can attend.
Event software with audience engagement tools -- live polls, Q&A moderation, and breakout discussion rooms -- ensures that virtual presenters and attendees are fully integrated into the academic discourse, not relegated to passive observers watching a stream.
Competition for students is fierce, and recruitment events are a critical part of the admissions pipeline. Virtual recruitment events allow schools to reach prospective students globally without the cost of physical roadshows. Subject-specific webinars, virtual taster sessions, and live conversations with academic staff give prospective students a genuine feel for the institution.
The data advantage is significant. Event software tracks which sessions each prospect attended, what questions they asked, and which materials they downloaded. This gives admissions teams a detailed picture of each applicant's interests, enabling personalised follow-up that generic recruitment emails cannot match.
Alumni networks are valuable assets for any educational institution, but keeping graduates engaged after they leave is a perennial challenge. Virtual networking events -- career panels, mentoring sessions, and industry meetups -- make it easy for alumni to stay connected regardless of where they are in the world.
AI-powered matchmaking can connect alumni based on industry, expertise, location, and career stage, creating meaningful professional connections rather than leaving networking to chance.
School and university career fairs connect students with potential employers, but physical events limit participation to employers who can send representatives to the venue. A virtual career fair expands the employer pool dramatically. Companies can set up virtual booths with job listings, downloadable materials, and scheduled video chats -- reaching students without the travel cost of attending in person.
For students, the experience is often better than the physical equivalent. No more queuing at overcrowded stands. Instead, they browse employer profiles, attend presentations that interest them, and book one-to-one meetings with recruiters at times that suit their timetable.
Schools increasingly need to accommodate students who are temporarily unable to attend in person -- whether due to illness, exclusion, family circumstances, or alternative provision. Live streaming assemblies, special presentations, and guest speaker events ensures that these students remain connected to the school community.
The same technology supports multi-site school trusts, where a guest speaker or a headteacher's address can be broadcast simultaneously to every school in the group without the speaker needing to travel between sites.
Perhaps the most compelling argument for virtual and hybrid event software in education is accessibility. Students and family members with physical disabilities, chronic health conditions, sensory impairments, or anxiety disorders often face barriers at in-person events that are difficult or impossible to fully accommodate.
Virtual participation removes many of these barriers entirely. Combined with features like live captioning, screen reader compatibility, adjustable text sizes, and live translation in 51 languages, event software ensures that school events are genuinely inclusive -- not just in aspiration, but in practice.
Schools do not need enterprise-scale technology to begin. Start with a single event -- perhaps a hybrid open day or a virtual parent evening -- and build from there. The right event software works for organisations of all sizes and scales with your needs. The goal is simple: make sure that no one misses a moment that matters because they could not be in the room.
Virtual and hybrid event software that works for organisations of all sizes -- with live translation, accessibility features, and engagement tools built in.