
Technology has proved to be the ultimate aesthetic in the
globalizing sphere of business and corporate planning of events. In simple
aspects like the management of events to even the productivity of an individual
event attendee, event planners are employing the use of advanced technology to
create some of the best events. The business events economic sector which
stands at $286 billion worldwide in 2023 reveals that it is expected to upsurge
at a of 10.3 % following the incorporation of the event planning technology.
While seeking to organize compelling events which create value for the
stakeholders, management must accept the use of technology.
Today there is software for event management events
applications and virtual event platforms that redefine the answers to problems
such as logistics, communication and attendees. In a survey published by
EventMB, the importance of technology has been found where 81 per cent of
global event professionals claimed that technology is an important factor in
their events. Regardless of whether the seminar is face-to-face, the conference
is online or a hybrid event like the gala dinner, it is a technology that forms
the basis of planning the agenda and facilitating it.
This blog post discusses how technology has changed the way
companies plan their events. From event registration software to event
budgeting tools, we’ll explain what every planner should know, including best
practices and trending solutions.
Event Planning Technology: The Core Pillars
1. Streamlining Organization with Event Management Software
Event management software is a task-organizing system that
puts all plans for scheduling, finances, and planning in one place. Cvent and
Eventbrite have been popular software on the market, which include features
such as an attendee list, event ticketing solution, and reminders with an
autoresponder. Since they do not require coordination by several tools, time is
saved, and the potential for errors is minimized to create outstanding
experiences.
2. Optimising Engagement with the Audience Using Virtual and Hybrid Event Solutions
As true for all forms of events, Virtual event platforms
like Hopin and Hybrid event platforms like Bizzabo have brought flexibility to
hosting events. These platforms offer opportunities for polls, breakout
sessions and networking areas to maintain the participation of the attendees.
Post the pandemic, the concept of hybrid has indeed evolved into an event with
the warmth of a Live and also with the convenience of a virtual event. For
instance, 73% of the event planners surveyed said that hybrid events deliver
higher audience coverage than conventional events.
3. Streamlining the Registration and Ticketing Process
Event registration software and event ticketing software are
critically important for planning entry facilitation. Services such as Ticket
Tailor and RegFox let planners design the registration page, take payments, and
monitor those who signed up. When incorporated with event marketing services,
these tools can be used to develop a fabulous and coordinated front end from
registration through to follow-up emails.
Event Planning Tools: Features That Transform the Process
1. Event Marketing Tools
Marketing is one of the paramount issues of attending;
taking fliers, and knowledge that Mailchimp and HubSpot Events can assist when
promoting the event. To succeed in social media, event planning agencies can
integrate their profiles into this platform, send out e-mail newsletters with a
list of events, and can also have real-time stats about their performance at
the event.
2. Event Budgeting Tools
Budgeting is always a challenge for most people, yet with
platforms such as Zoho Expense and Budgetly, budgeting becomes easier. It also
enables planners to monitor the various expenses and come up with necessary
financial estimates to meet the various cost charges attached to invoices.
Budget tracking in real-time means that no additional and unexpected expenses
can create significant issues with the event.
3. Event Analytics Tools
This is important because the behavior of attendees
generally determines the events to hold in the future. With Google Analytics
for Events and Tableau Event Insights, event organizers get attendance rates,
engagement levels, and session popularity insights. These statistics will help
the planners to potentially make better decisions geared towards improving ROI.
Technology and Event Management Best Practices
1. Embrace Automation
This means that an often tedious process such as sending an
invitation or creating a report is a huge boon. In most software comparison
studies of event planning tools and applications, the efficacy of the
automation feature is featured prominently. Programs, such as Asana and
Monday.com, are used for event team management and ensuring they stick to the
schedule.
2. Leverage Event Planning Apps
Available mobile apps which support events planning include
Trello and Whova to ease the flow and management of an event. These apps
embrace real-time updates where everyone in the team is informed even during
the ongoing event.
3. Integrate Platforms
Making use of planning tools with architectural
compatibility enhances coherence. For instance, ticketing software used for an
event must sync with virtual event software used to create digital experiences
from registration through the event to the post-event.
Event Management Trends and Emerging Tools
1. Virtual Reality (VR) and Augmented Reality (AR)
Interactive technologies are onto something new as VR and AR
deliver high-engagement experiences. For instance, in augmented reality
applications in event planning, planning applications allow the attendee
to visualize the setting up of events and even in product applications where
the attendee can interact with an actual product virtually.
2. AI-Powered Chatbots
The use of AI chatbots has become more or less mandatory in
event planning services today. To support attendee engagement and uniquely
strong support, platforms such as Drift and Intercom take charge of answering
the questions attendees have, recommend options that are quite relevant to them
or even assist them should they need help at any point, be it during the day or
night.
3. Sustainable Event Technology
Environmentally friendly technologies like completely
virtual ticketing and environmentally friendly event planning checklists are
trending. The planners are using technology as a tool to reduce waste as part
of the planning process and to fit the sustainability goals.
Event Planning Tips for Maximizing Technology’s Potential
1. Start with a Comprehensive Event Planning Guide: Before
choosing tools, identify objectives and goals, the target audience and use key
performance indicators.
2. Conduct a Detailed Event Planning Software Comparison:
Features, price and ratings are the most salient criteria one ought to look at
while choosing the most appropriate product.
3. Use a Robust Event Planning Checklist: It calls for a
proper coordination of all elements starting from the financial one to the
post-event evaluation.
4. Invest in Training: Educate your team about how to
navigate, optimize for events and work with event planning apps and software.
5. Prioritize Attendee Experience: Select tools that make
interaction exciting, for instance, interactive virtual event tools like
Add-to-Event.
The Future of Event Planning Services
This has time and again been demonstrated as technology
advances to encompass event planning as well. Nowadays, AI, machine learning
and blockchain are expected to transform virtually every aspect of ticketing
systems and attendee’s service. Being aware of these trends guarantees that
planners devise and offer unique experiences that engage the audience and
advance organizational objectives.
Conclusion
It is, therefore, mandatory for technology to become a part
of corporate event planning rather than being an extra feature. Platforms for
event registration, event budgeting software, and hybrid events are changing
the approach to logistics, increasing engagement, and evaluating events. The
integration of such technologies enables planners to work with improved
efficiency, imagination and effectiveness.
In terms of event planning therefore, it can be argued that
for businesses that would want to make a statement, the use of this technology is
the best strategy. From creating memorable experiences to tracking the results of events, it is possible for technology to help the planner go beyond
the standard and achieve more. Whether you are scheduling a small board meeting
or a conference for a big company you have to know that the right tools are
critical and technological nowadays are countless.
Felicities
Bringing Coroprate events to life with expert planning, management, and seamless execution for events that leave a lasting impression.