Preparing for an upcoming event, such as an exhibition or trade show, can be stressful enough. Factor in the increasing demand for enhanced event technology, however, and things quickly become even more complicated from a planning standpoint. Of course you want your event to showcase some of the most innovative and engaging conference technology available today. At the same time, learning how to implement and manage all these new types of technology can be overwhelming—especially for those who aren’t 100 percent comfortable with using technology to begin with.
Fortunately for event planners, there are plenty of educational resources out there that can help you keep up with today’s ever-changing event technology trends. From easy-to-create event mobile apps to on site check in and registration and everything in between, implementing new technologies at your next event doesn’t have to contribute to your stress levels.
Deciding on the Best Technology for Your Event
The first step you’ll want to take is to determine which event tech is worth your time (and financial) investment. With so many new event technologies being used these days, it can be difficult to wade through your options and figure out which are most practical for your event’s needs. However, there are some tips you can follow along the way to make this process a little easier and much more efficient.
Know Your Audience
One of the most important aspects of deciding on a new event technology to implement is simply knowing your audience. By now, you’ve probably done a great deal of audience/demographic research to get a better feel for the types of attendees you can expect to see at your event. Take a look at some of that data and consider it carefully as you weigh a few of your event tech options. For example, if you expect a younger crowd of Millennials at your event, then you’d probably be wise to incorporate some kind of new social media technology or other innovative technology (like VR!) to best appeal to them. On the flip side, if the majority of your attendees are older in age or less experienced in the use of basic technologies (like tablets and smartphones), you might want to pump the brakes on anything too complex.
Consider Your Budget
Unfortunately, the budget for your event can also limit you quite a bit when it comes to deciding on new conference technology. Be aware of the funds that are available for you to allocate to learning and implementing new technology, but also keep in mind that you can (and should) consider this money spent as an investment in the success of your event.
Know Your Venue’s Limitations
By now, you’ve likely secured a venue for your event—so be sure to do your research and speak with the venue staff and coordinators before deciding on a specific type of technology. Running your ideas by them will help to ensure that the venue itself has the resources needed to support the technology you wish to utilize.
Taking Advantage of Resources Available
Once you’ve decided on your new event technology, it’s time to strap on your learning hat. Feeling a little overwhelmed at the thought of trying to become an expert on a new technology before your event? Take a deep breath and remember that there are plenty of resources out there to help you.
Just about any event tech you might be considering should have some type of onboarding toolkit available; you will likely receive access to this once you register or otherwise “purchase” the technology. Depending on the type of technology you’re trying out, your onboarding toolkit may include anything from useful checklists and documents to templates and samples.
Support and Help Center Content
Don’t forget to take advantage of support and help center content, too. Message boards, for example, can be a great resource for asking questions and getting feedback from other users like you. More than likely, the technology company will have also set up a convenient help center with content like an FAQ page, how-to articles, and the like.
If you’re the type of person who learns by watching others demonstrate for you, then video tutorials may be right up your alley. Even if your technology creators don’t have their own video tutorials available on their product website, you might be able to find some user-made videos on sites like YouTube that can be just as helpful.
Above all else, setting aside the time to experiment with new technology and learn how to use it through trial and error is probably the best course of action. This will also help you gain confidence in using the technology in the weeks leading up to your big event, as well as anticipate any potential problems that may arise.
Utilizing Support Contacts to Troubleshoot Problems
Finally, don’t forget that you likely have access to plenty of experienced and knowledgeable support contacts who are more than happy to help troubleshoot any problems you may encounter or answer any questions you may have as you learn how to use these new technologies. Starting an online chat, calling a help hotline, or even reaching out via social media can all be great ways to reach these experts directly. By using the resources that are available to you rather than trying to figure it all out on your own, you’ll be well on your way to success. And while you may not have 100 percent perfect use of any new technology before your event, you’ll be able to handle any obstacles that may present themselves.
Implementing new event technology can be a great way to generate more buzz around your event and ensure that your attendees remain engaged. And by keeping these tips and guidelines in mind throughout the process, event management professionals can learn and incorporate today’s hottest event tech trends into their conferences and exhibitions! Looking to set up your own customized event app? Expo Pass makes this technology easier than ever. Contact us today to get started!
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