Event Technologies Every Organiser Must Embrace

8 Event Technologies Every Organiser Must Embrace

Jay Sitapara
May 30, 2017

Technology has made the world a new place. Its penetration has changed our lifestyle in an upside down manner and it is not done transforming the world landscape.

The world is rapidly changing and hence it is of utmost importance for Event Organisers to keep updated with the world tech & trends. Event Organizers are now looking for new solutions to ease their lives and also to give their attendees an enriching experience.

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Event planners are under a great pressure to increase the ROI as the global economies keep on affecting how MICE Businesses are done and also because there is a constant up-gradation in the event technology which has changed the way we communicate, perceive and experience the events.

How has technology affected the event planning life cycle?

As we mentioned that Event tech is changing our communication processes making real-time engagement possible. Reason being the advent of Social Media and mobile communication. Aren’t we all using social media as a normal routine of connectivity?

In earlier times, the point of engagement was just one - the event itself. The tiresome and outdated processes have worked for quite a while now and some companies are still using them, but with people becoming more tech savvy, their expectations have also risen which these traditional methods are not able to cope up with anymore.

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The lengthy process of event planning, registrations, ticketing and execution is constantly narrowing down due to the Event Management Softwares. And with real-time connectivity, event planners are now being able to engage attendees post, during and after the event as well. Hail Eventtech!

In this article, we have covered 8 event technologies which are booming in event industry across the globe. We have pretty strong reasons on why you should embrace them as well to make your event game strong. Here you go!

1. Internet Marketing: Leverage the Web Space

We don’t have a choice on whether we should use the internet, the question is how well we do it. If you’re not available where your potential attendees are present, then it’s an opportunity lost.

Having an event website is just not enough. According to a recent survey, more than 40% of modern event planners leverage social media for their event promotion. Why? Because if you want to create the buzz, you need to cover from screens to airwaves and everywhere!

Pro Tip: Facebook and Twitter are a must. Deliver content consistently. Expand your reach by using a right hashtag. Target website visitors with social ads. Also, social media strategy is fundamental because a good social media strategy is synonymous to smart event planning.

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event technologies organisers smartphones and internet uses

                                                Source: http://www.losberger.co.uk[/caption]

2. Event App: Make Your Event Material Digital

Brochures, paper registrations, manual ticketing are so outdated. Considering the new wave of making your events sustainable and environment-friendly, digitisation of event materials is a requisite. Believe us, this will help you save a lot of resources as well.

But how do you do that? Event App: One stop solution for digitising your event. Take your attendee experience to a whole new level by making it available just a tap away and we’re sure your attendees will remember it forever.

According to Cvent, 44% of attendees use mobile event apps. That number is expected to grow to 56% next year. Sill wondering whether to invest in an event app or not? Choice is yours! Be sure to make the smart one.

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Pro Tip: Apart from adding basic details and information, give your attendees more reasons to use it by including exclusive features like live polling, real-time streaming, social wall, live streaming and much more.

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event technologies organisers mobile app

   Source: hubilo.com[/caption]

3. Drone: Fun Way To Document Your Event

If your event is all about work and no play, we’re sure it’s going to be a boring experience. An aberration from the regular event conduction style is necessary to get the attendees stuck to their seats and not let boredom overtake their minds.

So, double the entertainment by adding drones. It is definitely going to be intriguing to see drones flying all over and performing during the event for the attendees. But don’t misinterpret drones as a mode for photography only.

Have you thought of using drones for advertising your sponsors? This is what the sponsors of your event are looking out for. Since drones are already a unique add-on to the event, when ad banners, posters, etc, are hung around the flying object it is bound to capture attendee attention.

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                                                     Drones at Super Bowl 2017[/caption]

Pro Tip: Drones can add some fun, but as is true with most new technologies, there are tricks to doing it right. So, make sure to make the most out of it but be safe as well.

4. Networking Platform: Let Your Attendees Net’Work’ Their Way

Do you know why people attend events? Some people might respond that it is a fun way to learn and some might say that it is an opportunity to get out of the workplace? But is it all true?

A new report, the Decision to Attend — Phase One, examines the “myriad of behavioral and societal factors that comprise the reasons individuals decide to attend — or not attend — conventions and exhibits.”

75 percent of all respondents reported that networking and making connections was important to them. That’s especially true for millennial attendees (84 percent), who are just beginning to build their contacts.

The point of giving these statistics is, are you going off the edge and by giving your attendees a networking platform? You can’t expect your event to be an epic success by implementing basic ideas. Give it a thought!

Pro Tip: Don’t make networking platform just about contacts and profiles. If not more, at least integrate LinkedIn for letting your attendees upgrading their professional network. Confused regarding which networking platform you should opt for? Check out the best one here.

5. QR Code/RFID: Go Cashless

Chances are, that you‘ve heard the buzz about RFID being used at events.This wireless event tech has become standard at music festivals around the world, with fans proudly wearing RFID wristbands.

But RFID (which stands for Radio Frequency Identification) isn’t just for the huge music festivals anymore. From cashless food and drink festivals to races using RFID badges, the tech can be used by all types of events to delight attendees with shorter lines and interactive experiences.

Most importantly, it helps in eliminating counterfeit tickets. The benefits of RFID for events go far and wide for organisers and their attendees alike. Fans can choose to link their emails, social media profiles, and even wallet with their RFID wristbands or badges before the event to engage in new ways day-of.

Pro Tip: Design your RFID badges or wristbands in a way that people wear it like badges of honour year-round. Your event is the best brand, make it outstanding. Check here 6 events which used RFID to improve the guest experience.

event technologies organiser

6. Beacons: Track Your Attendee Experience

Wouldn’t you want to know what each of your attendees is exploring at your event? Which sessions were attended the most? Where did the whole crowd go? Might sound highly impossible to know, but not anymore. Beacons are here.

Beacons are small, smart objects that you can stick to the walls of an event venue. They send out Bluetooth signals, which attendees can detect and follow by using their smartphones. iBeacon is the trademark for the beacon technology developed by Apple, Inc.

Want to understand how beacons work? Have a look at this video.


Pro Tip: Beacons are fantastic for giving personalised experience. It might sound a bit technical but it isn’t at all. Check out more of their benefits here.

7. Audience Response System: Increase Audience Engagement

Are you one of those organisers who try hard to engage the audience but your efforts often go in vain? You want your audience to give you proactive and real time feedback?

Well, audience response technology is something you should take help of. Audience response technology helps you engage your attendees during the sessions by live polling. This also helps the organisers in acquiring real-time authentic feedback.

This feature can be integrated into your event application. Apart from gaining the attendees’ opinion on the sessions and presenters, ART can be used for acquiring their feedback on the venue, amenities, overall experience of the event, etc.

Pro Tip: It is an ART to evaluate this feedback and inculcate it in your event, catering to the needs of the attendees. Be sure to make the most of it.

8. WiFi: Must Have At An Event

These days, pretty much everyone assumes that they should get a wireless connection anywhere, anytime, even in the strangest places.

This goes double for events, where guests, attendees and exhibitors all expect the WiFi to be omnipresent and strong. You won’t hear a peep from them when things are working fine, but expect lots of irate social media posts when people are experiencing slow load times, getting booted off the network or can’t even access it.

With said these things, do you want us to say more? I guess no.

So, this was all about embracing event technology. Know your audience and what engages them. Do this right and you’re good to go!

Check out More: Top 10 audience engagement tools for 2017

Did you like this and want to keep updated with event tech and trends?

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Jay Sitapara

Jay Sitapara is an engineer having an inclination towards innovation in technology. Jay is a guest contributor to the official blog for Hubilo, an event-tech startup which aims to change the way how events are organised and people network at events. Jay is particularly passionate about crafting stimulating, resourceful and in-depth guides for Event Planners. He is specifically interested in effective use of event technology and social media for greater ROI through innovative thinking and skills. Jay is also a Digital Marketer, Editor, Community Manager and a regular contributor to Hubilo Blog. His philic nature is prone to dogs, poetry, coffee, friends and coffee with friends. If you're on Twitter, say Hello to him @jsitapara and follow his articles on blog.hubilo.com

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