What is Event Technology?
The future of digital events is here. Today’s event technology helps plan, execute, and measure a successful event. But what exactly is event technology?
Simply put, event technology encompasses tools, apps, and software assisting in event planning, execution, and analysis, such as ticketing, registration, access control, contact management, and reporting.
These digital tools provide website builders and email marketing platforms to customize the guest experience using personalized registration flows or unique promo codes linked via UTM links. Today’s best technology services allow professionals to provide experiences:
Modern platforms allow hosts to manage everything from registration and marketing to live-streaming and post-event audience engagement from a single platform.
Convenient and practical, today’s tools streamline event production and planning.
From marketing and promotions to ticket sales and beyond, sophisticated technology provides event planners with powerful tools that can greatly reduce the time it takes to organize a conference:
But that is not the only reason serious event planners must incorporate today’s smart tools for upcoming conferences, webinars, and happenings.
Why Event Technology Matters
Event technology has obviously changed the industry dramatically. Before its emergence, event planners had far more manual and labor-intensive processes than now.
For example, creating a contact list for a conference took time, and there was no way to track promotions easily.
As technology advanced, much of the extensive manual labor needed for planning conferences could be automated and become far more accessible and efficient.
The Pandemic Gave Birth to Creative Event Planning
As so many of us experienced during the pandemic, it’s been challenging for event teams to create engaging virtual experiences, level up skills to accommodate new technologies, and invent new ways to interact with attendees that still feel connected – even when we are not together in the same room.
Now that we are beginning to witness a post-pandemic world where in-person conferences are slowly reemerging, new forms of tech, such as artificial intelligence (AI)-enabled chatbots or mobile engagement platforms, can further increase a virtual attendee’s interactive experience at a given event.
With this in mind, it is clear that technological advances will continue to benefit the industry just as before and during the pandemic.
Many believe that this rapid evolution of tech has become even more pronounced due to greater demand for reliable digital services and health and safety concerns surrounding human contact.
How To Choose the Right Tech
Navigating the world of event technology can be overwhelming, yet it’s crucial for crafting a seamless and engaging experience.
To streamline your search, we’ve outlined a simple approach to selecting the perfect solutions for your conference.
Choosing suitable digital tools can be daunting but having the right tools to ensure a successful and enjoyable conference is essential. Follow these five basic steps:
- Think about what you want to accomplish
- Consider how best to meet those goals
- Evaluate the size and scope of your event
- Research your audience and their needs
- Identify which platforms will help you provide better experiences, more engagement, and more value for virtual attendees
- Hire the right experienced event team to reach your goals
When it comes to event technology, the possibilities are limitless!
You may want something essential such as ticketing software or registration systems for registering guests, or something more complicated such as interactive activities or live streaming capabilities.
No matter what you choose, consider that many of today’s technology options come with features like analytics and engagement options so you can track data before and after an online conference to improve future ones. The benefit of event technology is impressive.
Finding the Best Technology for Virtual Conferences
Online digital events can provide an excellent opportunity for organizations to connect with audiences and communicate important information.
Event technology solutions enable you to broadcast high-quality video content and ensure attendees get the most out of a conference.
Furthermore, they should allow you to pre-record video content so that it is available as scheduled.
Features such as matchmaking algorithms help organizations promote networking among attendees more efficiently than in physical conferences.
As more marketers now recognize the importance of digital networking tools, virtual conferences become even more effective at fostering conversations and helping people connect.
Special Considerations for Technology and Hybrid Events
The good news is that with this new era of events, we can reach even more attendees. However, it hasn’t been easier on event organizers.
Choosing the right technology, having the skills to operate it successfully, making sure that it fits your specific needs, and fitting it into the budget are all factors that make it especially challenging for event organizers to pull off a successful hybrid event.
However, when done right, the benefits can be exponentially greater than hosting an in-person only event.
Studies show that 73% of marketers expect hybrid events to be necessary for future events.
For existing in-person conferences, adding an online attendee base offers greater potential for visibility and growth with minimal additional cost or resources.
When hosting a hybrid conference, assess technical components to ensure an equitable experience for all. Tech tools should be integrated for:
Engage virtual and in-person attendees through networking opportunities and live-streaming capabilities.
By creating a well-planned event platform with many features tailored towards both sets of participants, organizers guarantee smooth audience interactions between different channels and help bridge the gap between disparate audiences.
Event Registration Software Streamlines Sign-Ups
Registering for an event should be straightforward, so potential attendees don’t resist attending due to a drawn-out or confusing process.
Organizers need to think about their target audience when creating a registration system, as this will inform how accessible and usable the process is for various demographic groups.
Registration software provides a simple solution to streamlining sign-ups by housing all details within a central platform.
These tools reduce or eliminate manual steps due to advanced capabilities like integrated payment collections, contact management, and automated confirmations.
By leveraging software, users can quickly create dynamic forms and easily configure rules around sign-up deadlines, open/close timeframes, and much more.
Attendees receive confirmation receipts with details on their submissions, such as times, location, and more, while cutting down on paperwork needed at the door.
With these benefits in mind, it is no wonder why planners continue to turn to these advanced technologies to provide an excellent experience for attendees leading up to their conferences. If you want to learn more about using event tech to streamline your registration process and increase your sign-ups seven-fold, contact us at We & Goliath. Our experts will be happy to answer your questions.
Wearable Technology for Your Next Conference
Wearable technology tracks attendee data. RFID wristbands and smart badges help organizers guarantee quick and efficient entry into sessions or access areas while collecting valuable metrics on attendee engagement.
Wearable technology creates opportunities for business event planners to collect in-depth data at conferences.
For example, a business event strategist may track certain behaviors indicative of engagement levels or draw insights on what type of content was most well received by attendees.
Advanced wearables provide another layer of security and access control as a digital gatekeeper to ensure that only the right people enter certain areas.
With all these options, valuable attendee data can be used to make crucial decisions about future conferences. Ultimately, this tracking method:
With wearable technology at your disposal, it’s easier than ever for you to have an effective strategy when hosting large-scale impactful happenings.
Increase Engagement During and Post-Event with Event Apps
Imagine a one-stop shop for your event registration, engagement, data, and media.
If you want to boost engagement and make a lasting long-term impact, add an interactive event app. What are some of the key features of today’s cutting-edge apps?:
Create a more personalized experience for your attendees post-event, as well as provide valuable insights into what worked well and what could be improved for future events.
With the ability to track user behavior and preferences, tailor your communications to each attendee, creating a more personalized experience that will leave a lasting impression.
So why not consider using an event app for your next event and see how it can help increase engagement?
What are Your Event Goals?
Events are an invaluable part of any business, allowing you to reach out to potential customers and stakeholders, promote your brand, and build relationships.
Technology can take your user experience to the next level. Still, before selecting a tech solution, it’s important to understand what you want from the conference.
What event KPIs (key performance indicators) matter most for determining whether or not your conference was successful?
Consider your goals – why are you organizing this online conference in the first place? How will participants benefit from attending? What actions should they take later?
Your tech solution needs to support all these different objectives. Consider how it can help extend the effects of your conferences beyond just one day.
And think about how it can be used as part of an ongoing 365-day plan or customer journey. How does this tie into measurable return on investment?
By understanding these elements and selecting a tech solution that supports them, make the most out of technology.
Benefits of Technology on KPIs
Event tech is a powerful tool for today’s event marketers and planners, allowing them to make the most of their conferences, driving performance in various areas. The best tech services provide tangible benefits that assist in achieving goals, from user-friendly websites to intuitive registration processes and engaging mobile event apps.
Consider your goals – why are you organizing this online conference in the first place? How will participants benefit from attending? What actions should they take later?
By leveraging technology throughout your entire process, collect more data about your attendees, send automated notifications, and set customized reminders – all of which provide a better event experience from start to finish.
Through a practical implementation of tech solutions, measure ROI on key objectives like driving sales conversions or identifying target customers.
Choosing what works best for your organization depends on defining the KPIs most important to your conference and finding the tools that fit your and your attendees’ needs.
How Technology Enhances Virtual Attendee Experience
Preparing for a conference or trade show can be challenging today.
Not only must the planners and event organizers rally resources, coordinate efforts and manage logistics, but they must also worry about leveraging event tech services best to give attendees the event experience they demand.
In today’s “instant” communication world, attendees expect quick access to information, real-time updates, and access to digital registration platforms and devices for interaction before and during events.
Utilizing these resources gives attendees a smoother impression of the organization, ultimately enhancing their enjoyment.
By employing easily navigable websites and apps for registration tabling or check-ins and seamless audio/visual streaming options from professional services with low latency capabilities, greet guests with higher satisfaction rates and leave them feeling like part of rather than on the outside looking in.
Attendees remain informed while enjoying a successful experience they feel is exactly tailored to them.
Finding the Best Technology Partner for You
Innovation is critical for businesses today, especially in the event industry. Innovation allows companies to stay ahead of the curve by introducing new products and services that may not have been possible.
As our world transitions into hybrid conferences, organizations must consider the customer’s experience, whether they are physically present or viewing from remote locations.
Choosing a seasoned team is critical to successful hybrid conferences because it ensures that all customer experiences are personalized, video production is high-quality, and the online programming replicates what is offered in person.
Organizations should look for a potential partner that puts customer experience above all else and pays special attention to maximizing engagement for in-person and remote audiences.
Solutions such as interactive Q&A during programming allow those joining remotely to adjust viewing angles to get the best view of the action while providing live translations so that everyone feels included in what’s happening on stage.
It’s crucial when selecting technology partners to be wary of ones who cannot provide multi-channel support or fail to offer valuable insights and advanced analytics.
Doing this will help create more meaningful interactions between presenters and attendees, leading to successful hybrid events.
We & Goliath provides broadcast-quality video production with sophisticated tools and centralized analytics.
If you have questions about leveling up your next event, contact us for a free strategy consult.
Tech Should be User-Friendly
An easy-to-use platform guarantees everyone involved can learn the platform quickly and efficiently.
Digital tools should be tested for usability by having vendors show you a live demo or provide a free trial so that you can feel confident event attendees can familiarize themselves with the technology.
Ensuring the technology is intuitive and easy for every participant involved will lead to better ROI.
This means less time wasted trying to figure out how it works and more time focusing on getting maximum value from your investment.
Plus, everyone involved will be happy they don’t have any confusion getting started or throughout their experience at the conference.
Streamline Technology with a One-Stop Website or App
Managing an unforgettable event is a complex undertaking that requires mastering many different tools. Managers must navigate between multiple complicated tasks:
This can involve numerous software programs as well as physical elements.
Rather than becoming overwhelmed by this complexity or spending hours flipping between platforms trying to keep everything coordinated, there are vendors available that can help streamline the entire process for you.
By consolidating your tech stack in one easy-to-access place, you can work quickly and efficiently without confusion or unnecessary delays.
The time savings alone can be invaluable when taking on such an enormous task as putting on successful events.
Always know whether your goals are being met because you’ll have access to comprehensive analytics of every facet of the conference through one interface.
Spend less money in the long run by cutting out website coding costs associated with multiple services — and you and your attendees will ultimately benefit from having everything they need in one place.
Provide Reliable Customer Support
Suppose your registration system runs into glitches mid-conference. In that case, fast technical resolution is paramount in keeping ticket sales open and guests flowing smoothly into the venue.
At this stage of the game, what matters most is how quickly such an issue can be resolved efficiently by a responsive and capable customer support team from your chosen tech provider.
Investigating the type and quality of their generated customer support when researching for tech partners could save time and cost in the long run.
5 Top Trends in Event Tech
As a professional, sophisticated event technology services provide the key to strengthening the quality of the attendee experience and the success of your conference.
When it comes to interactive occasions, incorporating modern smart technologies such as RFID tags or name tag printers can add convenience and security that sets your conference apart in today’s competitive market.
What are some of today’s top event tech trends?
1. Creating an Integrated Mobile App
Using a mobile app is a great way to make conferences more efficient and environmentally friendly.
Mobile apps can provide digital access to announcements, session information, speaker bios, and exhibitor information, drastically reducing the amount of paper used and making an even more eco-friendly experience.
This also makes keeping up-to-date with what’s happening at the conference easier, allowing attendees to stay informed in real-time.
Reach wider audiences with everything from email marketing tools to innovative sales opportunities with your virtual audiences.
2. Providing RFID bands to Track Attendees and Data
RFID wristbands, name tags with RFID direct thermal inserts, and beacon technology can be easily implemented to track attendee admission information, detect security access permissions, streamline access to the online conference, and record attendee preferences and behaviors.
This helps create a more personalized experience for the attendees and hone your social media marketing tactics.
Using this data-driven approach enables event creators to assess the success of their happenings from multiple angles.
Information collected from RFID technology can help provide valuable insights into session popularity or booth visits.
Even more effectively, this data can be used with special software to offer attendee tracking, cashless payments, and social media integration capabilities.
Such a platform allows event creators to maximize their resources by efficiently collecting and analyzing data to improve the quality of future conferences and webinars.
3. Use of Sophisticated Diagramming Platforms
Diagramming software is an invaluable asset for planners who need to visualize their space design plan.
With drag-and-drop diagramming, 3D walk-throughs, and interactive seating tools, event creators can easily design and adjust their floor plans according to how they want their space to look.
This software enables teams to place tradeshow booths, registration tables, buffet lines, and furniture at specified locations in a way that maximizes traffic flow.
4. Use QR Codes for Convenience and Data
QR codes, largely assumed to be on the way out a few years ago, have seen an unexpected resurgence.
This is primarily due to the pandemic changing consumer habits and creating new touchless interactions that tech like QR codes helps facilitate.
QR codes are used instead of paper tickets. Consumers no longer need a third-party app to scan them either, which has made their adoption much more accessible.
Make conferences, registration, and other interactivity easy with a simple QR code and networking tools.
5. Encourage Interactivity with Digital Photo Booths
In recent years, virtual photo booths have become a popular event technology trend for conferences.
Virtual video booths allow attendees to take photos and create GIFs, Boomerangs, and short videos, which can be used to share testimonials about their experience, spread awareness about a cause they care about, and more on their social media profiles.
As a bonus, both in person and virtual attendees can join in on the photo booth fun.
Make a Big Impact with Event Tech Solutions
Today’s technology has permeated the industry and transformed how virtual and hybrid conferences are run.
You should have event technology services, whether a small grassroots group or a well-financed global organization.
Every facet of the conference can be improved with event tech services — from check-in and registration to social media marketing tactics to post-event audience engagement.
Knowing where to start can be difficult with so many options, but taking advantage of modern tech will make any planning more efficient and successful.
At We & Goliath, we combine smart strategy and beautiful designs with expert marketing and innovative event technology services to create virtual and hybrid experiences enjoyed and remembered.
Whatever your goal – increased ROI, enhanced collaboration and performance, education, fundraising – count on We & Goliath to create an event that will achieve it. Talk to us today about how we can create impactful events for you.