The event planning industry has come a long way from the paper-based system of the near distant memory of the early 2000’s. Today, technological advances hase changed the way the events management are organized. These improvements have streamlined and consolidated our meeting systems, making it easier to get the jobs done. This generation in which we live is of innovation through automation in all business fields including meeting planning automation.
Though most of the event planners today are “using a big screen for main stage events” or “PowerPoint projectors for every breakout session” which is only a tiny part of the new event planner technology. Given are the advancement in technologies to consider as you plan your next event?
Radio Frequency Identification (RFID)
Radio frequency identification is the wave of the future. Incorporating RFID technology into current events not only helps with both qualitative and quantitative data analysis, thereby making it easier for planners to target what worked during their event and what didn’t, but also speeds up the registration process time. Pictures can be sent, social media can be updated, and check-in can all be done and (more importantly monitored), using RFID technology.
Event apps have taken the industry by storm in the last few years. Communication with the speaker(s) about the event’s goals is critical. Rather than communicating with the speakers via phone and email, interact with him before the event (and even have them interact with the event management team) to ensure everyone understands the event’s goals. Smart and good speakers always tailor their message to meet your needs.
With a tool like Google Hangout, you can have up to 10 people on a video conference. Using this platform we can build rapport between the speakers and the entire event management team so that the conference projects is a truly unified and cohesive image to the attendees. Event apps have also been incorporated in all these aspects, while simultaneously giving attendees access to a committed backchannel where they can socialize with other participants, and expand their network, before, during and after an event.
Virtual Reality (VR)
Virtual Reality is a new form of technology that can change the future of event management. Virtual information booths are a new trend at meetings and conferences. VR is a great way to attendee engagement during events. Combination of the use of VR with the portability of wearable technology is going to be the future of event management.
Social media to promote the event
Tweet about the upcoming event on Twitter and add status updates about it to Facebook and LinkedIn. Further, ask the event speaker to provide a pre-event video where he talks to the attendees about the upcoming event and what to expect from their session or keynote. Post photos & videos in your social media to generate publicity and encourage more people to register.
Make event materials mobile-friendly
Instead of handing out printed event materials, make your program and handouts available online as a PDF download. This helps and ensures that the participants have all the materials available on their tablets or smartphones, and they don’t have to worry about losing pieces of paper. Further, create a mobile app for the event that includes access to all the event’s handouts.
Use of Videoconferencing/webcasting
Sometimes people are interested to attend the event but for various reasons, they can’t. Instead of losing their registration, they can be made to attend the event virtually? They would still pay a registration fee and attend the event via a service like Telenect, Omnovia or Webex. You could also think of using this technology to forgo the physical event and conduct the entire event virtually.
Key takeaway: The ultimate goal of each and every event is to influence the participants. Therefore, don’t use technology simply because it’s exciting or cool. Use it wisely, based on your objectives, and make sure it’s part of your long-term strategy. If used correctly, technology will enhance your event, making both you and your organization successful.