A trend on the rise, event technology has now become a staple in event planning. From basic event planning tasks such as event budgeting, venue management to managing and engaging event attendees, technology has paved its way to every aspect of event planning and execution. Here are some of the most popular event tech tools currently in the market:
1. Event Planning Software
2. Venue Management Software
3. All-in-One Event Management Software
4. Event Registration & Ticketing Software
5. Lead Retrieval Software for Events
6. Tools based on Virtual and Augmented Reality
8. Wearable Tech
The list is endless when it comes to event tech. But along with being a major trend, these event technology tools are also a major investment. Planners often get sceptical or nervous while opting for event technology which has a direct effect on the adoption rate for these tools. The fact is understandable, especially in case of event planners that aren’t tech-savvy enough.
Here are a few tips that can help event planners along the way to becoming a pro-tech event professional:
The best way to reduce the anxiety of choosing the perfect event-tech for your event is to gain as much knowledge of the world as possible. Realistic research tips include checking out blogs and articles on the latest trends, finding platforms from where you can source your tech such as software or vendor listing platforms, etc. Apart from this you must also try and understand more about the tech used at events you must have attended or been a part of, ask fellow event professionals about their experience with certain event-tech or vendor and actively engage in discussions on online platforms such as Facebook Groups, LinkedIn groups, etc.
Experience is the best tool there is. If the nervousness lies in your lack of knowledge of event tech, the best way to tackle it would be to consult professionals who are actually experienced in the field of event tech. There are a lot of influencers who engage in such Q & A that you can consult. Apart from this, there are a lot of online groups, forums such as Event Tech Tribe and platforms such as Quora that can help planners gain advice and clear out their confusions regarding event-tech. Another resource? Blogs. There is an endless supply of blogs and articles on event-tech that can guide you in terms of what tech you may require and exactly where you should look towards for advice and reference.
3. Understand your requirements
Once you’re all caught up with the world of event tech and have a fair idea of what is out there in the market, you must evaluate your own event. Weight out your options on what all kinds of tech you require and how each tool must be planned based on the scale of the event, overall budget, number of attendees and type of event. Then head on to finalize vendors for each tool.
4. Plan Separate Budget
While planning for event tech, it is best to allow a separate budget for the same. This will help you in balancing out the tools that you had earlier shortlisted for your event and plan accordingly. Some, for example, if yours is an event with a small budget and you require event-tech tools for AV, seating arrangement, check-in, etc. you can look for venues that have their own custom software or app for the same. You can also search for budgeted venue management apps that provide all these features into one.
5. Vet multiple vendors
As mentioned before, event technology is indeed a major investment. This requires planners to carefully consider and evaluate all the options before settling for their vendors. Most of the event tech vendors in the market offer a free product demo and have case studies in place. Vet your vendors against your requirements, take demos, cross-check with the past events that the vendors have powered and then decide upon which vendor suits your requirements and your budget. Finding the perfect fit for your event may be a little tedious, but it will definitely reduce the chances of any last-minute contingencies or regrets in terms of selecting your vendor.
6. Customize your tech
You’ve done your research, you know the tools you require, and you’ve vetted and picked your event tech vendors, what next? Once you’re on your way to opting for event tech tools for your event, the next step is to plan and customize your tech-tools so that they’re at par with your brand. For e.g., you wish to create an event website. Customize your event website, from logos event website sections to even the colour schemes in a way that aligns with your brand and showcase all that you wish your attendees to know in order to achieve the end goal for which the event is being organized.
7. Prioritize attendee experience
Attendee experience should be a priority when you plan your event-tech, especially the tools that you use for attendee management and attendee engagement. Understand who your attendees are, the level of complexity that would be feasible for them while using the tech that you provide and the overall addition to their experience at your even that these tech tools are going to provide. It will surely help you maximize attendee ROI and your overall event ROI as a result. Pro tip: Take help of event data and analytics that these tools provide in order to strategize for the same.
8. Gather feedback
It is only from experience that you learn. The first event where you plan and use event technology can be overwhelming. But, be sure to actively gather feedback from the end users of the tech that you’ve opted for at every step along the way. Gain feedback from your event team members, from your stakeholders as well as your attendees in order to truly comprehend what you did right and what exactly went wrong in terms of event technology. So the next event you plan, you have a reference point that will help you strategize better.
Be precise, pay attention to details and you can truly transform your entire event experience with this magic wand called event-tech!