Event technology – what is it and why does it matter?

Welcome to a quick event technology guide where we are going to cover the information and terminology related to event tech such as what technology in the events industry refers to in the first place, as well as the examples of upcoming trends in the event tech, it’s utilities, softwares, tools and practices. 

Advantages of being up to date with the latest technology in the events industry are numerous. In fact, event technology has developed so much in the last couple of years that the latest tools and practices seem like something out of a science – fiction movie.

How 21st  century tech influenced the upcoming trends in event business

Extremely developed AI bots and virtual reality simulators are enabling event planners to leave their attendees in awe, contributing to more effective and exciting events all around.  

Familiarity with the latest event technology trends allows planners the opportunity to pick and choose the most valuable and beneficial tools in order to further improve their event, providing them the competitive advantage and leverage over their peers.

Staying up-to-date with the constantly evolving world of new event technology can be extremely challenging. However, we’ve got your back with the upcoming trends in event technology from  pre-organisational planning, through on-site usage to post-event debriefs.

Sound control stand on event

First things first : What is event technology and why does it matter so much nowadays?

Event tech covers a variety of digital tools which assist event planners and organisers in a number of ways during every phase of the planning process. 

Most notable tools used today:

  • marketing softwares
  • event management softwares
  • mobile event-related apps
  • virtual reality programs
  • virtual currency payment
  • indoor wayfinding
  • behaviour recommendations
  • social media sentiment

Along with a number of other options, event technology truly plays the most important role in every successful event

However, events weren’t always as flashy and well organised as today.

Before the introduction and the development of new technologies, planning and organising required more man-power.

In a nutshell, organising and planning were much harder, more stressful and less cost-efficient in a number of ways. 

The flaws of using outdated technology

Printed-out attendee lists, manual check-ins and registrations as well as limited promotional mediums such as pamphlets, billboards and posters were not only expensive but less efficient in terms of audience reach.

What that means is that the promotional material was only available to the spectators already reached with little odds of reaching broader audiences. 

Probably the biggest obstacles planners and organisers struggled with was gathering attendee experience data and measuring the effectiveness of various components of the event, which was nearly impossible at the time.

The strive for innovation and new development 

Outdated methods forced the people in the event business to strive for innovation and development of their tools. Engaging different companies in the IT sector (an upcoming industry at the moment) resulted in extremely fast growth and marked the beginning of a new era in the event planning industry.

The cooperation between the two industries provided planners and organisers worldwide with an entire arsenal of reliable tools that offered assistance with everything from marketing to ticket sales and data collection.

Multi coloured event lighting

Navigating event technology

It can definitely be challenging to pick and choose the most adequate technology for a certain event, especially if one’s not up to date with the latest trends.

 But, in order to fully grasp the purpose of each event tool, it’s crucial that the planners and organisers are aware of their business goals, current marketing trends, and the level of personalization they want to provide to attendees.

That being said, we’ve set up a quick advisor to help you get familiar with the event technology you need to take your event to a higher level. 

The benefits of technology in the events industry 

The advantages of implementing technology into events vary almost entirely as the technology itself. Still, there are a number of reasons how this integration benefits the industry.

Broader Engagement 

Capturing the attention of the attendees may be one of the biggest challenges since today’s media consumers have all sorts of content flying towards them from every direction. This has led to audiences having a shorter concentration span and filtering out the content they have no interest in. 

For this reason event planners seek to hook the audience’s attention by implementing event based mobile apps that provide interactive response systems that allow the attendees to ask and answer questions in real-time and have a more hands-on approach during the event. 

Today, more planners are opting for cashless pay methods during their events, with some even developing their own currency that is only valid at the event grounds. The whole process revolves around tokens you can trade through apps or wearable tech ( if available ) in order to acquire goods.

Event apps provide numerous benefits to both organisers and attendants mainly by simplifying and improving networking possibilities, offering surveys and polls about the event and providing the users with information on different whereabouts.

Event personalization

Implementing the option of event personalization is sending the attendees the message that they are not just a number to the planners. 

Since different people have different preferences, providing individuals the ability to tailor the event experience to their needs leaves a highly positive impression.

By sending notifications through the event app, you can inform the attendants about a number of things based on their behaviour recommendations such as their proximity to various vendors or providing them the information on possible points of interest based on their interaction with your marketing content.

Improved security and faster check-ins

By implementing facial recognition technology, event planners are taking extra steps to improve the security of the event. The AI bot identifies certain facial traits of the attendees by scanning their pictures in order to boost security measures. 

Facial recognition technology during events is commonly used to speed up the check-in process that once required manual identification check points while also automatically tagging attendees on social media photos doing it’s part in marketing as well, spreading the reach of the event to an even bigger audience. 

Bigger social media presence

Social media presence drastically improves the insight on good and the unfortunately not-as-good parts of the event. By implementing hashtags, @-mentions and even emojis, the event planners can determine different levels of guest satisfaction. 

Following the activity of the attendants is also useful to planners, giving them the ability to make real-time adjustments related to bottleneck avoidance, replenishing catering and other needs and boosting presence in areas they deem important.

Making an Impression

By applying projection mapping techniques, planners today are adding the wow-factor to their events by trying to leave the attendants in awe.

The upper echelon of the global event technology experts are implementing different ways of leaving an impact on the attendant by using or combining lightning, sound and other space altering methods in a creative way to generate buzz about the event and have the attendants excited to come back. 

The most talked-about attributes however would definitely be the virtual reality and 3D programs that, apart from being a fun add-on to the event, can also be cost efficient by disregarding the need to physically construct a stage or deconstruct any part of the exhibit hall.

Efficient data collection

Apart from success measurements, collecting feedback, relevant data and insights for further analysing is crucial to every successful event. 

Acquiring this information through questionnaires, surveys and polls allows the planners the opportunity to improve and determine weaker aspects of the event and to make sure that the attendants have the best possible experience whenever they interact with their organization. 

By digitally collecting data, the event planners can easily and cost-efficiently identify the latest trends and implement them in real-time or in future without the need for printing or generating debris.

The need for classification and the event technology awards

The booming development and rising growth the event technology companies experienced during the last two decades has generated the need for classification within the event technology community.

For that reason, the highest ranking manufacturers created an event technology conference, bridging the gap between users, smaller and bigger manufacturers providing them the option of networking, presenting new ideas and designs. They even developed the event technology awards, a competition made to recognize the top innovators within the event technology community.

The bottom line 

Providing efficient solutions to event planners worldwide, by combining marketing and management strategies with the latest technology would be the most accurate event technology definition and something that we provide through a number of services.

The expansion of the event tech industry gives planners the opportunity to reach the full potential of their events allowing them to provide their guests a unique and a high quality experience. 

Global tech experts are working day and night to improve the benefits and lower the flaws of new event technology. The bottom line is that the technology in the events industry  will proceed to improve in efficiency, design and other innovations meaning that it’s highly important for anyone in the event industry to stay well-informed on the latest event technology trends.

We can only speculate on what this industry has in store for us in the future, but we know for sure that it will certainly won’t be boring.

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