Conference Event App Set-Up Milestones

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Are you planning a conference and considering using a conference event app? If so, you may be wondering what takes to go from purchasing the app to launching it for your event.

In this blog post, we’ll review the key milestones between finding and launching a conference event app. We’ll also provide tips on what event planners should expect from their platform provider to ensure a successful launch.

Your timeline will depend on the complexity and size of your event. For example, a small single day trade show in one location is likely to require less set-up time than a multi-day, multi-location national event.

Your platform provider should undertake a detailed planning process with you, and give an indication of likely timelines and milestone dates.

Step 1: Research and Demo

Before purchasing a conference event app, it’s important to do your research and demo different options. This step can take anywhere from a few days to a few weeks, depending on how many apps you are considering and how quickly you can schedule demos.

When researching and demoing conference event apps, here are some questions to ask your platform provider:

  • What features are included in the app

The app should come equipped with a wide array of features designed to enhance the user experience. Some of these features may include a user-friendly interface that is easy to navigate, a personalised agenda, and a built-in calendar feature. Additionally, the app may offer social media integration, in-app messaging, push notifications, and a variety of settings that allow users to tailor the app to their individual preferences.

  • Can the app be customised to fit the event branding?

You want to ensure that the app seamlessly integrates with your overall branding and maintains a consistent aesthetic. This customisation could include incorporating your logo, colour scheme, and imagery to create a cohesive look and feel throughout the app.

  • How easy is it to set-up and use the app?

When it comes to setting up and using the app, the process should be straightforward and user-friendly. Even those who are not particularly tech-savvy should be able to easily navigate through the various features and functionalities.

  • Is there a limit to the number of attendees or sessions that can be included in the app?

This is a key question, especially if you’re running a virtual event with unlimited or very high attendee numbers. Additionally, find out if there are any restrictions on the number of sessions that can be listed within the app.

  • What type of support is available during the setup process and during the event?

What types of support can event planners expect to receive both leading up to the event and during the event itself? Will there be a dedicated team available to provide guidance and assistance in ensuring everything is properly organised and ready for the big day? Or is it a SaaS type solution with limited support options.

Finally, once you have a short-list of 2-3 potential providers, look for independent reviews on aggregate sites such as Trustpilot. Or talk to people in the industry about their recommendations and experiences with your preferred platform providers.

Step 2: Purchase and Set Up

Once you have chosen a conference event app, the next step is to purchase and set it up for your event.

The set-up will involve working with your platform provider to upload necessary event info and designs. Your provider should give you a clear brief that outlines exactly what information you need to provide or have have available to upload. Required information may include:

  1. Event schedule and agenda
  2. Speaker information and bios
  3. Sponsor details and logos
  4. Event branding assets (logo, color scheme, imagery)
  5. Attendee registration data
  6. Session descriptions and timings
  7. Any specific features or functionalities required for the event
  8. Push notification content and schedule
  9. Social media integration details
  10. Venue maps

Once you’ve established the required info. your provider should be able to give you an indication of how long it will take to set-up your conference event app. Don’t forget to ask them to include a testing phase in the timeline plan. Testing enables you to iron out any bugs and glitches ahead of time.

Step 3: Customise and Test

After the app has been set up, the next step is to customise it to fit your event branding and test it to ensure everything is working properly.

During the testing phase, your platform provider should consider the following:

  • Testing the functionality of all features: Ensure that all features of the app work as intended, such as agenda viewing, speaker information, sponsor details, and any interactive elements.
  • Compatibility testing: Check if the app works seamlessly on different devices and operating systems that your attendees may use.
  • User experience testing: Evaluate the app’s ease of use, navigation, and overall user experience to ensure it meets the expectations of your attendees.
  • Security testing: Verify that the app is secure and that sensitive information shared through the app is protected.
  • Performance testing: Test the app’s performance under different conditions, such as high user loads, to ensure it remains stable and responsive.

By thoroughly testing the event app before launch, you can identify and address any issues or bugs, ensuring a smooth experience for both event planners and attendees.

Step 4: Launch and Promote

When an event app is launched, it marks the end of the planning and preparation phases.

The launch involves making the conference event app available for download and use by attendees. During this phase, event organisers need to ensure that the app is fully customised to reflect the branding of the event, all necessary information is accurately uploaded, and the app has been thoroughly tested for functionality, compatibility, user experience, security, and performance.

Promoting the event app before the event starts is crucial for several reasons:

  1. Increase Adoption: Promoting the app beforehand increases awareness among attendees, encouraging them to download and familiarise themselves with the app before the event. This can lead to higher adoption rates during the event.
  2. Enhance Engagement: Attendees can explore app features, understand how it can enhance their event experience, and engage with interactive elements.
  3. Drive Interaction: Promoting the app allows organisers to communicate important event details, encourage networking among attendees, and facilitate interactions through features like in-app messaging and social media integration.
  4. Gather Feedback: Early promotion of the app provides an opportunity to gather feedback from attendees, address any concerns or questions they may have, and make necessary improvements before the event begins.
  5. Measure Success: Organisers can track the number of downloads, monitor user engagement, and assess the effectiveness of promotional strategies. This data can help in evaluating the success of the app and making adjustments for future events.

Promoting the event app before the event starts is essential for maximising adoption, engagement, interaction, feedback collection, and overall success of the app during the event.

Your event app provider may have in-built features and services, such as EDM delivery, that can hep with your conference event app promotion.

Step 5: Event Day

On event day, have a plan in place for managing the conference event app and addressing any technical issues that may arise. Your event app provider should ideally offer the following support and resources:

  1. Technical Support Team: a dedicated support team that’s available during the event to assist with any technical issues that may occur. This team can help troubleshoot problems, answer questions, and ensure the app runs smoothly throughout the event.
  2. Monitoring Tools: monitoring tools track the app’s performance during the event. These tools can help identify any issues or bottlenecks and ensure that the app is functioning optimally.
  3. Feedback Mechanism: It’s beneficial if the event app provider offers a way to gather feedback from attendees about the app in real-time (this might be using a hashtag on social feeds). This feedback can be invaluable for making immediate improvements and addressing any concerns that arise during the event.
  4. Communication Channels: Your provider should establish clear communication channels for event planners to reach out in case of emergencies or urgent technical issues. Having a direct line of communication can help resolve issues promptly and minimise disruptions to the event.

By having these resources and support from the app provider on event day, event organisers can ensure a successful launch and smooth operation of the conference event app.

Step 6: Post-Event Analysis

After the event is over, it’s important to analyse the success of the conference event app and gather feedback from attendees.

To gather feedback on the conference event app, it is important to have mechanisms in place that allow attendees to provide their input easily.

The app can help planners do this by incorporating features such as in-app surveys, feedback forms, rating systems, and interactive elements that encourage users to share their opinions and suggestions.

Additionally, real-time feedback mechanisms like live polls or chat functionalities can enable immediate responses and insights from attendees during the event.

By actively seeking feedback through the app, planners can assess user satisfaction, identify areas for improvement, and make necessary adjustments to enhance the overall event experience.


There are key milestones between finding and launching a conference event app. Working with your platform provider and addressing any queries is crucial for a successful launch. By adhering to these steps and seeking the necessary clarifications, you can ensure a successful conference event app that enriches the experience for both attendees and event organisers.

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