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How Event Planners are Using Technology to Enhance Events

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A new era has arrived in the event planning industry.

Technological advances are bringing what was only in the realm of science fiction to reality. From increasing delegate engagement to ROI analytics, event technology is revolutionizing every aspect of the event planning industry.

To say that technology enhances event planning is an understatement. The days of buffering streaming services, clunky websites, and congested registration lines are over. Today’s event-goers expect ultra-personalized experiences and little-to-no-tech hiccups whether they’re attending an event in-person or virtually.

Ashley Moneypenny, Conference Planning Manager, Wingspread Retreat & Conference Center, says technological advancements are here to stay, and that’s a good thing! From a more dynamic experience to financial savings, meeting planners who partner with prepared venues have discovered technology can execute a highly impactful meeting experience.

There’s a wide range of reasons to prioritize tech-driven events, but here are a few key reasons to integrate technology into your events.

It Doesn’t Get Better Than Live Translation

With translated content, events have the potential to widen their reach to millions of native and non-English speakers. Virtual events have erased borders and opened up the world as audiences are no longer restricted by travel hurdles. As such, there's an increased demand for live interpreting for virtual and hybrid events.

Real-life language interpretation technology offers a great way to connect with audiences who would have otherwise missed out on the experience solely because they don’t speak the presenter's language. What's more, it offers the opportunity to increase brand visibility and brand awareness as companies can reach a wider audience. The availability of live translation tools reduces the need for third-party interpreters and may just be the key to taking companies global.

Virtual Reality Increases Audience Engagement

As immersive technologies develop, businesses are eager to explore alternative methods for merging real-world experiences with virtual ones to create more exciting experiences, especially when hosting large events. You want to ensure your audience is actively engaged at all times.

Adopting VR technologies allows for a more immersive experience. 3D photo-realistic diagramming tools can transport audiences to breathtaking sites for more engaging presentations. Virtual reality also mimics the benefits of face-to-face interactions and can positively impact audience engagement.

Augmented reality aided by educative pop-ups and gamification can turn the venue into one big interactive space. And the advertising opportunities are also worth a mention. VR tech allows brands and vendors to personalize engagement tactics to specific audience demographics for more effective targeting.

Holograms are also a powerful tool for achieving this because they enable people to project 3D images on a physical surface and simulate virtual designs in real-world settings.

Ashley says “if you're a CEO and you're having a meeting and you have a hologram in the middle of the table, that's engaging and attention-getting. It makes people want to come to the meetings because they know that there's this experience to be had. Same with virtual reality, it can have that same effect.”

Consistent Communications

Today, events are larger affairs than they were in previous years. Today's event-goers require consistent communication long before and long after an event has taken place. As such, event apps are becoming the key way to interact with your audience and ensure event messaging is personalized and relevant to individual attendees.

Mobile apps have become a way to offer complete packages to audiences. People can book events on mobile, give suggestions, interact with keynote speakers, and catch up on missed events from one platform. This way, you can address your audience's pain points and appeal to the topics they're interested in beforehand.

Apps can even be used to integrate virtual conference participants with in-person team-building activities. Ashley says, “it can keep it inclusive to everybody because some folks think you don't get to participate since you're not in the room.” With the right planning and tools, everyone can.

Data Collection

Accountability is vital in the world of business. Companies have to defend their events with verifiable, concrete facts, making it imperative to measure the success of an event. Technology makes data collection easier, allowing event planners and companies alike to make better decisions in the future.

Technology makes data collection and analysis more effective. For instance, RFID technology can be used to measure delegate flow, AI technology can be used to determine what kind of messaging increases email open rates, and event apps can be used to collect feedback.

How The Venue and The People Bring The Use of Technology Full Circle

Offering a technologically advanced experience can only take you so far. The venue and its staff must also be adequately prepared to ensure a successful event.

Some venues have everything you need to execute an event with the right equipment and the staff that understand how to use it. Ashley says, "that's the premier venue that you would love to have. You don't have to rent anything.  You just show up and they help execute everything that you need with the latest technologies and a staff that understands how to execute everything you need."

She goes on to say, "In all my years of doing convenings and convening people, I think that it's essential to make sure that you have the right people at the right time, at the right place. You want to make sure it's impactful and that you're accomplishing your outcomes."

Want More Information About Event Technology?

Event tech can be used to wow audiences and leave a lasting impression on your delegates. And it is undoubtedly only going to play an ever-increasing role in the future of event planning.

Contact us to hear more about how we use event tech to enhance audience experiences.