Event Technology: A Comprehensive Guide To Success In 2024
The event industry is undergoing a revolution powered by the rapid advancement of event technology. Innovative tools are constantly emerging, promising to streamline operations, enhance attendee engagement, and maximize your event’s success.
68% of event professionals believe using technology to make events more enjoyable for attendees is a trend that will continue to be necessary.
This blog will be your one-stop guide, simplifying your journey into event technology. We’ll start with the basics: what is event technology? Then, we’ll help you uncover some event technology trends you can use in 2024.
So, whether you’re planning virtual, in-person, or hybrid events, this blog will help you with the knowledge to choose the best event technology solutions.
What Is Event Technology?
Event technology is a digital toolkit for planning and running events. These tools can be apps, websites, or software that help you organize, run, and track your events. They are designed to make your job easier and more efficient, allowing you to focus on creating a memorable event.
Think of it as having apps and tools to handle everything. From making registration a breeze to setting up an event website and even live streaming for virtual attendees.
A whopping 90% of event marketers believe technology significantly boosts the success of their events. Whether your event is in person, online, or a mix of both, different tools are available to make it successful.
For instance, you can incorporate a social wall display to showcase your most influential content on screens. These event activation ideas will capture your audience’s attention and engage the event.
It also helps people connect at the event, making the whole experience smoother and more enjoyable for everyone involved.
How To Choose The Right Event Tech
Pick event engagement technology that fits your goals and overall plan. This will ensure that it benefits both you and your attendees.
Here are some of the key pointers to keep in mind before picking the best event technology:
1. Consider Your Event Goals
Event technology can be a powerful tool for achieving event goals, regardless of format or type. However, choosing the right tech hinges on clearly defining those goals.
Start by asking yourself what you hope to achieve with this event. What are your overall business objectives, and how will you measure success?
2. Correct Event Format
Are you planning your event? Start by being realistic about your budget and explore what’s achievable.
Smaller, in-person events might be a better fit, cutting down on travel and venue costs. Consider a hybrid format with VIPs attending live and others joining virtually. The format and type of event you choose are crucial because they determine the event technology you need.
3. In person Events
Organizing a successful in-person event requires a lot of planning and effort. Experienced event planners know this and leverage specialized technology, often called “event technology,” to ensure everything runs smoothly and efficiently.
Think of event technology as helpful tools customized to your specific needs. These tools often have open APIs, allowing you to tailor them to your workflow, whether managing online registration, creating an event app for attendees, or utilizing digital ticketing.
By embracing event technology, you can save time, reduce stress, and create a more enjoyable experience for everyone involved in your event.
4. Hybrid Events
Hybrid events are taking off! They combine in-person and virtual elements, letting people attend remotely while enjoying the live experience.
Your goal is to make both groups feel equally included and engaged. 2You’ll need tech for everything from budgeting and registration to keeping in-person and virtual attendees.
5. Virtual Events
Your virtual audience needs high-quality video, like what you see on TV. Grainy, laggy streams won’t keep them engaged. Pre-record and stream: To ensure a smooth experience, pre-record content and stream it to anyone, anywhere.
72% of organizations recognize that virtual event technology is essential for event planning.
Breakout rooms and video calls: Leading event technology lets you create virtual “rooms” where small groups can chat after sessions. Plus, attendees can quickly video call each other directly, no matter where they are.
Event Technology Examples in Action
2. Running The Event Virtually
3. Helpful Tech During The Event
4. Tech For Safety And Security
Event planners leverage various event technology tools to streamline multiple aspects of the event life. These tools aim to enhance the overall experience, from seamless planning to attendee engagement.
Let’s explore some examples of event technology in action:
1. Event Planning Tools
Registration Platforms: Eliminate manual registration with platforms that allow attendees to sign up online, collect data, and manage ticket sales efficiently.
Event Apps: Provide attendees with a centralized hub for accessing the event schedule, venue maps, speaker bios, and important updates, all through their mobile devices.
2. Running The Event Virtually
Virtual Event Platforms: Host conferences, webinars, and other gatherings online through platforms that offer live streaming, chat functionality, and virtual networking opportunities.
Recording and Streaming Tools: Capture event sessions for on-demand access, allowing attendees to participate even if they can’t attend live.
3. Helpful Tech During The Event
AI Assistants: These are not your ordinary chatbots. They are integrated into event apps, ready to answer attendee questions in real time, provide directions, and even offer personalized recommendations. They are like your event’s personal assistant, always there to help.
Event Design Software: Utilize 3D modeling tools to visualize the event layout, optimize space usage, and design an impactful stage setup.
4. Tech For Safety And Security:
Access Control Systems: Implement tools like scanners or facial recognition technology to manage entry points, ensuring authorized access and enhancing event security.
Management Software: These Event Management companies consolidate tasks like budget management, vendor coordination, and risk assessments within a single platform, promoting a secure and organized event execution.
Choosing The Right Event Technology Solutions
1. Choose A Company Focused On Innovation
2. Don’t Overlook Hybrid Readiness
4. Ensure A Seamless Attendee Experience
5. Choose Brandable Event Tech
6. Reliability
7. Choose Tech With Top Customer Support
8. Make Sure Everything Is In One Place
Not all event technology is created equal. While some tools are essential for a successful event (like registration platforms or scheduling software), others offer additional features that might be considered “nice-to-haves” (like gamification or AI-powered chatbots).
This section will dive into what to consider when choosing the suitable event technology for your needs:
1. Choose A Company Focused On Innovation
While essential event tech tools seem sufficient, focusing solely on those can prevent you from taking advantage of emerging cutting-edge solutions.
Like the flip phones before smartphones, seemingly adequate technology can quickly become outdated. To stay ahead of the curve, choose a company dedicated to innovation in its event technology.
Look for companies that showcase their commitment to progress through their online presence, company announcements, and leadership statements. Don’t hesitate to inquire directly about their plans for the future of hybrid events and consider their past track record of introducing innovative solutions.
2. Don’t Overlook Hybrid Readiness
The way events are held is changing! As in-person events become more common, people combine the best of both worlds with hybrid events that include physical and virtual attendees.
One of the biggest challenges is making sure everyone has a great experience, whether they’re attending in person or online. The best event technology will help bridge the gap between these two groups.
Think of it this way: Instead of building separate tools for virtual and in-person event apps, find a platform that seamlessly connects them. This will save you time and ensure that everyone feels like they’re part of the same event regardless of how they’re participating.
3. Prioritize Ease Of Use
When choosing the best event technology, user-friendliness should be considered. Both organizers and attendees need a platform that’s intuitive and easy to navigate.
Simple features lead to higher ROI and increased efficiency through user-friendly platforms.
Before committing to a platform, always request a demo or free trial from the vendor to test its user-friendliness. Remember, technology should enhance your event, not create unnecessary hurdles.
4. Ensure A Seamless Attendee Experience
From registering online to using the event app, your event should be a breeze for attendees. Everything should be smooth and reflect your brand image.
This matters because most attendees would prefer a mobile app to ask questions and participate, and a clunky experience can ruin their impression.
Especially for hybrid events, prioritize ease of use. When choosing event technology, ask critical questions: Does registration force people off your website? Can you customize the app and website to match your brand?
5. Choose Brandable Event Tech
Your best event technology is your brand ambassador, shaping how attendees perceive you. To ensure your chosen technology seamlessly reflects your brand identity, prioritize these key areas:
Logo Placement: Seamlessly integrate your logo and choose its placement for maximum impact.
Visual Customization: Transform the platform with your brand colors, images, event videos, and overall design aesthetic.
Font Control: Maintain brand consistency by selecting your preferred fonts throughout the platform.
Customization Options: Explore the full range of customization features offered by the event technology service platform to ensure a cohesive brand experience.
6. Reliability
Event technology service downtime is a disaster waiting to happen. Even short outages during registration or live streams can lead to lost revenue, missed opportunities, frustrated attendees, and negative press.
To avoid this, choose reliable event technology service providers. Ask about their downtime plans, talk to past clients, and check online reviews to ensure your event runs smoothly and is manageable.
7. Choose Tech With Top Customer Support
Imagine planning a party and hiring a company to handle the music. You want them to be reliable and available in case something goes wrong with the equipment.
The best companies also have a dedicated person who can show you how to use the equipment so everything runs smoothly on party day.
Pick a company with excellent customer support. They can fix problems quickly and have someone to guide you on using the event technology effectively.
8. Make Sure Everything Is In One Place
You must manage a website, emails, registration, apps, speakers, sponsors, check-ins, surveys, networking, and keeping people engaged. It’s a lot!
Instead of juggling multiple tools, use one platform that has everything you need in one place. This will make your job easier, save time and money, and help you run a more successful event.
Event Technology Trends For 2024
2. Artificial Intelligence At Events
4. A Mobile App
6. Bridge The Physical And Virtual Gap
7. Technological Sustainability
9. Holograms
The way we plan, run, and experience events is constantly changing thanks to new event management technology.
As we move towards event technology trends in 2024, several trends are set to dramatically impact the event industry, making things better for organizers and attendees.
Let’s explore some key event technology trends in 2024 that can help you make your event a huge success:
1. Digital Invitations
The first event technology trend on our list is digital invitations, which are gaining popularity due to convenience. Online invitations make tracking RSVPs and dietary preferences easier, empowering event planners with efficient tools for guest management.
Event planners can benefit from this trend by using digital invitations to add a touch of formality to their events and engage guests before they arrive.
While event venues don’t typically handle invitations, they can impress potential partners by using multimedia messages with branded designs and venue promotion videos.
2. Artificial Intelligence At Events
Artificial intelligence (AI) is rapidly transforming the event industry, offering intelligent solutions that make events run smoother and attendees feel more engaged. Here’s what to expect:
Imagine attending an event where everything is tailored just for you. AI personalizes your experience, recommending talks and connecting you with like-minded people, making you feel valued and catered to.
Chatbots answer your questions instantly, and after the event, data analysis helps organizers create even better experiences in the future. It’s like having a personal event assistant that ensures you get the most out of it.
3. Social Media Wall
Imagine an event technology trend such as a live display showcasing photos, videos, and messages attendees share on Twitter, Instagram, and Facebook. This creates a dynamic atmosphere, encouraging people to share their experiences and participate in the conversation.
By displaying user-generated content with your event hashtag, you gain free advertising and reach a wider audience through attendees’ social networks.
Additionally, these walls provide insights into audience preferences. Features like “Snapup” allow attendees to participate in polls and games, giving real-time feedback to improve your event or future planning.
Social media wall are not just a trend but a powerful tool to boost engagement, spread brand awareness, and gain valuable insights from your event attendees. They are a cost-effective solution that can significantly enhance the overall event experience, inspiring event planners to explore new ways of interaction.
4. A Mobile App
Mobile event apps are no longer just a bonus feature but an essential event technology trend for creating successful events. These apps are now designed to make the experience more personalized, interactive, and engaging for attendees.
Imagine having your personalized event schedule on your phone, receiving real-time updates and notifications, and even connecting with other attendees for networking.
These features can significantly improve the overall experience for guests and make them feel more involved in the event.
5. AR/VR Experiences
Virtual Reality (VR) and Augmented Reality (AR) are no longer futuristic concepts. The event industry is constantly evolving even for events with smaller budgets.
These powerful tools can enhance branding, boost engagement, and create unforgettable experiences. Let’s imagine a car launch event where attendees can virtually explore the interior and exterior of a new car, take it for a test drive, and even customize features—all within a VR environment. Can you imagine the excitement and buzz this would create?
This immersive experience goes far beyond traditional presentations and leaves a lasting impression on the audience.
6. Bridge The Physical And Virtual Gap
Virtual and hybrid events offer flexibility and accessibility, allowing anyone to participate regardless of location. Virtual events are entirely online, while hybrid events offer in-person and online components.
This opens doors to a broader audience and fosters engagement through interactive platforms and live streaming.
Additionally, virtual and hybrid events can be more cost-effective and environmentally friendly than in-person gatherings.
7. Technological Sustainability
Sustainability is becoming a significant focus in event planning, and technology is crucial in making events more eco-friendly. Here’s how:
Digital Everything: Ditch the paper! Event technology allows for digital brochures, agendas, and tickets, significantly reducing the amount of paper used and waste generated.
Virtual Attendance: By offering robust virtual participation options, event organizers can minimize the need for travel, thereby reducing carbon emissions associated with transportation. This benefits the environment and opens the event to a broader audience.
Sustainable Venue Selection: Technology platforms can help organizers choose venues with strong sustainability practices, ensuring the event has a lower environmental impact.
8. Enhanced Security Measures
Facial recognition technology offers a more secure alternative to traditional methods and helps prevent unauthorized access.
However, it’s crucial to acknowledge the privacy concerns surrounding this technology. As data collection and usage regulations evolve, event organizers must comply with all applicable laws and prioritize attendee privacy.
This means obtaining consent, offering alternative check-in methods, and securely storing and deleting data after the event.
9. Holograms
Companies like Event Works 4D offer holographic displays that project life-size images and speakers, opening up a world of possibilities for event planners.
Event planners can use holograms for various purposes, from Product Launch Events to showcasing celebrity endorsements to demonstrating products uniquely.
Holograms are a great way for venues to impress potential partners. They can be easily installed and used for temporary and permanent displays, making them versatile additions to any venue.
10. Digital Photo Booths
Digital photo booths allow event attendees to take branded photos, GIFs, Boomerangs, and short videos. This is a great way to increase engagement with your brand and improve organic SEO.
Event planners can use digital photo booths for both in-person and online events. Event venues can also benefit from this trend by offering planners more ways to engage attendees.
How To Find The Best Event Technology
Here are two ways to find the right technology in the event industry to best align with and help you achieve your goals.
1. Event Technology Reviews Sites
Choosing the technology in the event industry can make your event a success. But with so many options, research can be overwhelming.
Luckily, event tech review sites offer valuable insights. These platforms curate real-user reviews and ratings, providing honest feedback beyond official product descriptions.
Top sites like G2 Crowd, Capterra, and Software Advice can help you identify the best fit for your needs. G2 Crowd even highlights top performers through their innovator awards.
Whether you value popularity, affordability, or user-friendliness, these resources can guide you toward the perfect technology in the event industry solution.
2. How To Research Event Technology
Don’t hesitate to ask sales reps detailed questions about specific features and industry insights. Supplement this with recommendations from your network and direct feedback from existing customers.
Industry reports and benchmark comparisons offer valuable data and insights that complement user reviews. These resources can reveal trends and potential issues you have yet to consider.
Finally, create a customized evaluation based on your specific event goals and strategy.
This will help identify software that aligns with generating awareness, managing registrations, and measuring success.
Conclusion
Event technology provides valuable data insights, streamlines workflows, and boosts attendee engagement, making events more productive and successful.
Pick the tools that best suit your event goals and ensure compatibility with your existing technologies. Focus on event technology that delivers a smooth and positive experience for everyone involved, from organizers to attendees.
Seek innovation and technology in the event industry, which can give you access to cutting-edge solutions before competitors.
So, without further ado, choose the right technology in the event industry that best fits your goals.
