Running an event and unclear what event tech solution will work best? Whether it’s a long standing event or a new addition to the event circuit, it’s always a good idea to re-visit your event tech solutions.
Not only will your needs vary from event to event, but technology is always evolving. Your tried and trusted event app may have been superseded by a more efficient, tailored and cost effective solution.
Here are some scenarios that look at different needs and solutions:
Scenario: Public forum for infrastructure change
A government agency is holding a series of public forums to gauge opinion on a proposed light railway line. The agency needs a polling solution that will offer voters a comprehensive selection of questions. The technology must support open and closed questions. Given the broad cross-section of potential voters, the platform must be easy to use. As a government entity cost is a significant factor.
Solution: A stand-alone polling platform with data analysis.
The agency has a specific and clear need. While the event could be supported by an event app, a dedicated polling platform will deliver a more relevant solution. It is also cost-effective as the agency will only have to pay for the solution it needs.
A mobile enabled polling platform will allow attendees to vote via their personal device. It is important comprehensive data analysis is available to enable the agency to review and interpret responses.
2. Scenario: Annual industry conference with multiple speaker sessions and large numbers of attendees
The event organisers of this conference need an event tech solution that will help them manage multiple elements. They have a large number of attendees, some travelling from overseas. The conference is only running for two days. It’s critical that attendees can gain access to the event quickly and efficiently.
There are over a hundred speaking sessions running over the two days. Giving attendees as much information as possible in advance of the event will help them decide where and when to spend their time.
Solution: End-to-end event tech solution, including event app
For large and complex events, a streamlined end-to-end event tech solution will provide optimum results. With so many different features to manage, it’s important the disparate elements can connect and transfer data seamlessly.
To get attendees into the event fast, organisers will need a registration system that can process check-in quickly. Profiles that can be completed pre-event will save time at the check-in desk.
Registration details should flow straight to the event app, which means no need for duplicate data entry. Whether attendees are participating in Q&A sessions or networking activities, their event app will have their details ready to go.
Once the event wraps, the end-to-end solution must deliver sophisticated analysis of conference features, from event start to event close.
3. Scenario: New trade show requiring strong marketing push and the means to attract sponsors
The organisers of this brand-new trade show need a strong marketing campaign to create awareness and drive ticket sales and registration. They also need to create sponsorship options that will offer genuine ROI.
Solution: Marketing platform that supports email, SMS and social media campaigns plus additional support for lead capture and gamification.
An automated marketing platform will allow the organisers to schedule communication across multiple channels, including social media. The platform should deliver alerts and updates in real time direct to audience mobile devices.
A lead capture platform couple with gamification will offer potential new sponsors an opportunity for qualified leads. Gamification will drive attendees to sponsors’ stands and web pages to ensure high traffic and engagement.
4. Scenario: An established medical conference wants to trial digital abstract management.
The conference organisers are transitioning from paper based abstracts to digital. To make the change smooth and successful they need a platform that is easy to use and can store over a thousand abstracts. They also need the means to assess how the success (or otherwise) of the digital trial
Solution: Event app with abstract management capability plus data analysis.
New features need to be assessed for engagement and user experience. An event app with the capability to store large number of abstracts is the starting point. Not only should the event app have sufficient storage, its search and retrieval functions must be easy and quick.
The data analysis will help conference organisers establish success points. How often was the material accessed, in what numbers and how long did attendees spend reading. It’s an important way to assess how well the new feature worked and where improvements (if any) can be made.