Why do you need Event Technology?

Event technology is any digital tool that helps planners complete tasks pertaining to their work as event organizers. Like any other tasks, you need to be well organized and have the right tools to deliver.

Why is Event Technology a Big Deal?

That’s a good question. A lot of people alway say “it’s not important, it works great the way we do it”.

Before event technology, hosting an event was a very manual process. Attendee lists needed to be drafted contact by contact in Excel or on-paper. Event promotions were limited to mediums like print and mail-in services. And you know what. It still is for a lot of them.

While these processes were manual, the worst part was that it was near impossible to track and measure the effectiveness of the different components that make up an event.

Today, event marketers have a complex array of technologies to choose from. Everything from marketing to ticket sales to data collection.

How to Navigate Event Technology

With all these tools to choose from, it can take a little research to find the ones that best suit your needs—and work well together. While some require manual data entry, others might automatically capture information for you. Some tools might perform competing tasks while other might actually work better together.

To get started with event technology it’s important to consider your business goals, what trends are currently affecting the market, what you are looking for in terms of personalization, and what knowledge sources you’ll use to cross-check your top picks.

Types of Event Technology

1. Event Website Builder

Do you need an event website? It will mostly depend on the size of your event. For corporate events or even private events, this will mostly not be needed. Building the website will require time and resources. Even with tools making that process easier, you might have a resource that will not connect with your audience and de facto not build a relationship with your attendees. If you are into building your event website, here are some options :

WordPress: This tool is a free and open-source content management system. It’s most recommended for users with some understanding of how to code. You can easily use templates and integrate plugins allowing you to integrate all the tools needed. It’s certainly one of the most affordable solution on the web right now.

Wix: There are free and paid options for website building available through Wix. The site offers drag-and-drop website creation tools.  It is however limited and you don’t have a lot of control on SEO optimization.

2. Event Registration Management Tools

Tools for event registration offer users different ways to increase and facilitate attendee conversions. Some event registration tools specialize specifically in event registration but can integrate with other event technologies. Other event registrations may come as part of an all-in-one event platform.

Boomset: Specializing in on-site attendee experience, Boomset offers features like self check-ins, badge printing and multi-session tracking.

EventflowIntegrated into the Eventflow app, you can quickly start with checkins. A QR code will be automatically generated and integrated into the mobile app or web application allowing your users to easily enter the event.

3. Event Agenda Tools

Event agenda tools help attendees learn about, select, customize and navigate their activities during your event. Some event agenda tools allow attendees to build their own schedules and rate sessions and speakers.

Shdlr: Shdlr provides options for those wanting calendar integration, website or blog schedule embedding, and event registration website building. It is one component that can be easily integrated. It is more useful for conferences and workshops.

Eventflow: Eventflow’s event agenda tool comes loaded with tools to make the easiest way possible for your attendees to follow-up on the agenda and connect with speakers. It will also connect to all other modules helping you interact with your attendees much more easily.

4. Event Promotion and Email Marketing Tools

If you want to drive people to your event, you will need a strong event promotion strategy. It also helps to have the help of event technology that was built just for this purpose. These tools cover mission critical tasks like email list segmentation and social media leveraging that turns attendees into brand ambassadors.

CampaignMonitor: This tool has a dashboard with tabs like campaigns, automation, transactional, and insights. They also offer templates with drag-and-drop editing.

MailChimp: A popular option for email marketing optimization, MailChimp offers an extensive free version with many creative design options to choose from.

Eventflow: As part of its all-in-one offering, Eventflow integrates an emailing system allowing you to connect directly with your attendees.

6. Live Surveys and Polls

Getting feedback from event stakeholders is made possible with the help of live event surveys and polls. These tools can be used before, during, and after your event.

Key Survey: Key Survey has a single integrated platform for collecting, managing, and analyzing survey data. They also have fully customizable templates.

TypeformTypeform offers intuitive creator tools alongside interactive features like GIFs and videos.

Eventflow: Eventflow has been built from the ground-up with event feedback in mind. You can launch event surveys, gather feedback straight from the event agenda and draw conclusions from behavioral data.  You can even get all the results live on any TV installed at the venue.

7. Attendee Networking App

Event app technology helps attendees make the most of their experience. These apps in particular facilitate conversations, helps users arrange meet-ups, and generally increases collaboration.

Swapcard: Swapcard offers some app details like push notifications and sponsoring that helps boost event ROI for all participants.

Eventflow: Designed for the mobile initially and keeping in mind the ease of use has been the DNA of Eventflow right from the beginning.

8. Gather all photos together

Everybody taking pictures with their mobile would also love to see pictures taken from other sources and other attendees. Driving engagement with a private photo album is a must have. It will let your attendees keep a great memory of your event.

9. Event Analytics and Actionable Insights

Using KPIs to measure event success is necessary for measuring the impact of your marketing efforts. Event planning analytics help collect, organize, and create actionable insights from data that could unlock the answers to questions like event ROI and improvements that need to be made in the future.

Piwik: Piwik tracks data from event websites in a way that strictly complies with new regulations. Create user profiles, re-target on the fly, and integrate data with your CRM.

Activity Cloud: This tool is most effective for identifying when, where, and how event organizers can reach customers. They handle a wide range of things they can analyze including social media, marketing campaigns, usage history, and more.

EventflowFrom the event website to the event app to trends on event , attendees feedback, Eventflow is an event platform that prioritizes data clarity.

Wrapping Up: Event Technology Takeaways

Besides providing event planners with data-backed insights, streamlined workflows, and increased attendee engagement, event technology has become a staple for modern productivity.

And in addition to that, interesting trends like AI automation and ROI measuring have led to attendees having better and better experiences. So much so that they’ve come to expect that event technology will play a role in their event experience.

To wrap-up, here are some main ideas to keep in mind:

  • Choose wisely. There are many types of event software, each with its own set of strengths and weaknesses. Create a tech stack based on your goals and the compatibility of those corresponding technologies.
  • Consider market trends. As companies continue to join forces and AI dominates the landscape, you’ll need to keep these changes in mind as you evaluate event technology. Especially if you expect it to serve you for the long term.
  • Sort through the noise. In general, review sites serve as a great starting point for sifting through the many options available at your fingertips. Be sure to take your time when evaluating and consider the software from every angle before making an official purchase.

The power of event technology gives event organizers freedom to continue improving their craft through effortless tools that take guesswork out of the equation. Unlock the potential of your next events for 2019 and beyond with the help of this guide and the event industries many transformative technologies.