Role Of Technology In Event Management: A Guide for Event Planners

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As an event planner, you know how challenging it can be to organize and run successful events. From managing budgets to coordinating schedules and communicating with attendees, many aspects must be considered. But with the increasing role of technology in event management, it has become more streamlined, efficient, and effective. 

In this guide, we’ll explore how technology can support you in planning, promoting events, and executing events that leave a lasting impression. Let’s get started.

What is Event Management and Why is it Important?

Event management is the process of planning and executing events of different types and sizes. It includes tasks such as venue selection, logistics, vendor coordination, and budget management. Event management technology can help various industries and sectors to achieve goals such as:

  • Promote a brand, product, or service. 
  • Organize and track progress.
  • Build and strengthen relationships with customers, clients, partners, sponsors, and stakeholders by providing opportunities to interact and network.
  • Generate revenue and profit.
  • Promote innovation and creativity by showcasing new products, services, or ideas and stimulating feedback and collaboration.
  • Achieve social and environmental goals by raising awareness, funds, or support for a cause or a community.

Role of Technology in the Event Planning Process

Technology helps event planners and organizers in various aspects such as:

1. Event Planning and Organization

An event planner using event technology for scheduling

Event technology can assist with event planning and organization, which involves arranging conferences, exhibitions, festivals, concerts, and weddings. It can automate tasks, handle resources, and foster stakeholder collaboration, cutting down on time and effort. 

Moreover, technology helps refine processes, minimize mistakes, and boost quality, leading to smoother event execution and delivery. 

2. Online Registration and Ticketing

Event technology can help event planners with online registration and ticketing, reducing costs, increasing convenience, and improving security. You can use Event Espresso as your registration platform to create and manage tickets, payments, and attendees. 

3. Event Promotion and Marketing

Technology significantly improves event promotion and marketing, boosting awareness, reach, and conversions. Event planners use digital tools like email and social media to create and share event content, attract attendees, and drive traffic.

An effective social media strategy for event promotion involves using event hashtags, live tweets, and polls to generate excitement and engagement.

4. Attendee Experience

Event technology significantly improves the attendee experience at events by offering personalized suggestions, fostering networking chances, and presenting captivating content. Through interactive features like live polls, Q&A sessions, and gamification, events become more immersive and memorable for participants.

5. Onsite Operation

Utilizing event technology onsite can greatly enhance efficiency, quality, and safety during events. Event planners use contactless check-in methods like QR codes, NFC, and facial recognition for registration and health measures.

By automating check-in processes and providing real-time updates, event technology minimizes wait times and ensures a smooth event experience for attendees.

6. Data Analytics and Feedback

Event technology enables planners to collect data before, during, and after the event. It offers insights into attendees’ demographics, preferences, and behavior. Analyzing event data empowers planners to make decisions and assess future events. 

7. Event Security and Safety

A security personnel using technology for event security. 

As cyber threats and physical security concerns increase, event technology solutions play a vital role in ensuring attendee safety and security. It helps event planners access control systems to emergency tools. Additionally, event technology solutions help mitigate risks and respond to emergencies effectively. 

For example, event planners can use CCTV, alarms, sensors, and drones, to monitor and control the premises, equipment, and attendees.

8. Post-event Evaluation

Event planning technology streamlines post-event evaluation by automating feedback collection, survey distribution, and data analysis. Tools like Event ROI Calculator, and Event Impact Calculator help event planners in comparing event metrics. 

By gathering post-event evaluations, organizers can pinpoint areas for improvement, assess event ROI, and enhance strategies for future events.

Types of Technology Used by Event Organizers in the Event Planning Industry

Some examples of event management tools that can help with event planning and organization are: 

1. Event Management Software and Platforms

Event software and platforms can make planning and organizing events a breeze. Tools like Event Espresso and Event Smart help event planners plan, organize, and execute their events. It offers various features and functionalities, such as event registration, ticketing, payment, scheduling, venue selection, and more. 

With these tools, organizers can easily manage the logistics of their events, from scheduling to venue selection. It enables organizers to track attendees, collect payments, and gather feedback, streamlining the process.

2. Event Diagramming and Digital Floor Plans

Event diagramming and digital floor plans are increasingly valuable tools for event planners. They enable planners to visualize and design their event layout, as well as to collaborate effectively with their team and vendors

These tools involve creating and editing graphical representations of the event spaces, including elements like tables, chairs, stages, and booths.

3. Mobile Event Apps

Mobile apps improve the event experience by providing attendees with schedules, speaker bios, session details, exhibitor lists, and venue maps. This helps attendees stay informed and plan their time effectively.

Networking opportunities are one of the significant benefits of mobile apps. Attendees can easily connect with others, join discussion groups, schedule meetings, and chat live with speakers and sponsors.

Personalized scheduling is another valuable feature of mobile apps. Mobile event apps use algorithms to create personalized schedules for attendees to prevent conflicts.

Additionally, mobile event apps offer interactive features like live polls, surveys, and Q&A sessions. They also include gamification elements like scavenger hunts and challenges, to keep attendees engaged and entertained.

4. Social Media Interaction

Social media is essential for event marketers to engage with potential attendees and foster community to promote events. It enables attendees to share their experiences, increase engagement, and stay informed about real-time events.

Utilizing user-generated content, hashtags, and live updates, helps event managers create buzz and engagement. 

5. Digital Marketing Tools

Digital marketing offers a variety of tools for event management and one of the most effective is email marketing. With email marketing, event planners can create highly targeted campaigns that are personalized to resonate with specific audiences. 

The result is a higher conversion rate and a better chance of achieving their goals and objectives. However, email marketing is not a simple tool to employ. For a campaign to be successful, it requires careful planning, execution, and evaluation to ensure it’s engaging and effective.

Furthermore, it is important to comply with best practices and legal regulations to avoid any negative consequences. With the right approach, though, email marketing can be a highly effective tool for event planners to achieve their objectives.

6. Communication and Collaboration Tools

Communication and collaboration tools are vital for event planners to connect with their teams, stakeholders, and attendees. Popular examples of tools in communication and collaboration include Slack, Asana, and Google Workspace. These tools are essential for event planners and organizers to connect with their teams, stakeholders, and attendees. 

They aid in project management, file sharing, and task tracking making planning and organizing events more efficient. 

Event Technology Trends in 2024

Event technology trends are innovations and developments that are shaping continuously in the event tech and events industry. Some of the event technology trends that you should know for 2024 and beyond are:

1. Augmented and Virtual Reality

As per Statista’s data, the VR industry will grow from $12 billion in 2022 to over $22 billion in 2025. Augmented and virtual reality create immersive and captivating experiences for event attendees.

AR/VR technologies improve events with immersive storytelling, virtual venue tours, and interactive exhibits, and improve attendee engagement. As technology advances, augmented and virtual reality emerge as event technology trends for 2024, enhancing the event experience.

2. Live Streaming and Simulive

Using event technology for event live streaming

Simulive and live streaming are anticipated to become even more popular event technology trends in the events industry in 2024. Live streams involve broadcasting video content in real-time, while simulive entails presenting pre-recorded video as if it were happening live. 

According to statistics, the number of Americans watching live video was predicted to reach 163.4 million in 2023 (Insider Intelligence). Over the period from 2022 to 2027, the global advertising revenue is projected to increase from US$763.7 billion to US$952.6 billion, with a compound annual growth rate (CAGR) of 4.5%.

Live streaming and simulive provide several benefits to event planners, including increased reach, reduced costs, and improved attendee engagement. Both approaches enable event professionals to connect with remote attendees and expand the reach of their events through virtual networking participation and interactive live streams of virtual and hybrid events.

3. Contactless Check-in

In 2024, contactless check-in emerged as a prominent event technology trend, with the majority of event planners adopting it as a standard practice. Given the ongoing emphasis on safety and hygiene, contactless solutions have become indispensable tools for event professionals. These innovative solutions include mobile ticketing, QR codes, RFID badges, and facial recognition technology.

According to a study by Oracle and Skift, 70% of hotels have already implemented or plan to adopt contactless event technology for various services including check-in, food ordering, and concierge services. Contactless check-in not only prioritizes safety but also increases attendee engagement by providing convenience and efficiency. 

Moreover, the integration of attendee tracking capabilities further enhances the functionality of contactless check-in systems. This allows organizers to efficiently manage attendee flow and provide personalized experiences. By leveraging advanced technologies, event planners can streamline the check-in process and mitigate health risks. 

5. Event Gamification

Gamification has emerged as one of the popular event technology trends in recent years and is expected to rise in popularity over the next few years. Gabe Zichermann, the author of The Gamification Revolution, “Gamification is the process of using game thinking and game mechanics to engage audiences and solve problems.” 

Gamification boosts attendee engagement and participation in networking, learning, and feedback activities, enriching the event experience. It helps event planners achieve their goals by tapping into the human desire for fun, challenge, and achievement.

Using gamification creates an interactive and competitive environment for memorable events, keeping attendees motivated and engaged. So why not try it out at your next event and see how it can take your gatherings to the next level?

6. Wearable Technology

Wearable technology has become a popular event technology trend in recent years, especially in the events industry. According to statistics, the global wearable technology market was valued at about USD 115.8 billion in 2021 and is projected to reach around USD 380.5 billion by 2028, with a CAGR of about 18.5%. Wearables provide event organizers with valuable data insights to optimize the event experience. 

By tracking attendee numbers, movements, and engagement, organizers make data-driven decisions to improve logistics, enhance experiences, and measure ROI. Wearables also help organizers identify popular sessions, activities, and exhibitors in real-time, enabling adjustments to ensure attendees get the most out of the event.

Wearable event tech provides personalized experiences at in-person events by offering customized recommendations and notifications based on attendee interests. This enhances attendee satisfaction throughout the entire attendee journey and contributes to memorable event experiences.

7. Multi-use Branded Event Apps

Branded event websites or apps enhance attendee experiences by offering a centralized platform for accessing information, engaging with content, and networking. It means that attendees can easily access important details such as the schedule, venue maps, speaker bios, and session times in one place.

A study conducted by Event Manager Blog found that more than 40% of event planners use event apps as part of their event planning process. This shows that an event app is becoming increasingly popular within the event planning industry itself.

Branded event websites and apps also offer interactive content that can help engage attendees with the event. Social media features such as chat and contact exchange can also help attendees connect and build meaningful relationships with one another.

8. Attendee Accessibility Tools

Attendee accessibility tools are becoming a significant trend in event technology for 2024. These tools focus on improving the inclusivity of experience events and ensuring that individuals with diverse needs and abilities can fully participate in events. Features like live captioning, translation services, and mobility assistance cater to attendees with hearing impairments, language barriers, and mobility challenges.

According to The University of Kansas (KU) Event Accessibility and Accommodation Policy and the Americans with Disabilities Act (ADA) mandate accessibility for all public events, conferences, and meetings. This means that event organizers must take proactive steps to ensure that their events are accessible to individuals with disabilities. 

As technology evolves, advancements in digital tools like AI-powered captioning and translation services are expected to provide even more accurate and real-time support. Event organizers are recognizing the importance of implementing these tools to create more inclusive experiences for all attendees.

9. Rise of Virtual Events

The rising popularity of virtual events is a notable trend in the event industry, where gatherings occur online using platforms like Zoom, Vimeo, and Crowdcast. The shift to virtual events accelerated by the COVID-19 pandemic, helping organizers to overcome challenges. 

According to statistics, the global virtual events market was valued at USD 78.53 billion in 2023 and is projected to grow at a CAGR of 18.8% from 2023 to 2030. This growth reflects the rising acceptance of virtual events as an alternative to traditional gatherings.

Virtual events offer various advantages, including reaching a wider audience, reducing costs in person, and providing flexibility in scheduling. As technology advances, virtual event platforms are expected to offer more engaging features, making virtual events a key aspect of event technology in 2024.

Create Unforgettable Experiences with Event Espresso

Event marketing technology has become an indispensable tool for event planners whether hosting in-person events, virtual or hybrid events. By leveraging the right event technology tools, event marketers can manage their tasks more efficiently and effectively.

Whether you’re an experienced or new event planner, integrating technology into your event strategy ensures a successful event. An event planner’s goal is to use event technology to optimize the entire event lifecycle, from inception to conclusion.

An essential tool is event registration software, such as Event Espresso, which streamlines registration, boosts attendance and provides valuable data tools.

Event Espresso is the best WordPress event registrations and ticketing plug-in, with the best full-time support. It offers features like ticketing options, discount codes, and automated confirmations. With Event Espresso, you can create different kinds of events and sell tickets to multiple dates and times for the same event. 

Ready to elevate your event planning game and create unforgettable experiences for your event attendees? Try Event Espresso and sign up for a free demo now!

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