It’s hard to picture life without technology. Even now, as I write this blog (from my laptop, of course), it’s a humbling reminder that technology is an essential part of our daily life. It brings people together, and it’s constantly evolving.
The same can be said of event technology: this exciting, bourgeoning segment of technology is absolutely necessary for planning, promoting, and hosting events. But how do you keep track of this ever-changing tech?
Let’s explore the latest event technology trends that are shaping the industry and how you can leverage them to create unforgettable experiences for your own event attendees. Buckle up and get ready to discover the cutting-edge event technology solutions that are taking the industry by storm!
What Is Event Technology?
Event technology encompasses a wide variety of digital resources, software solutions, and gadgets that serve to simplify and improve the planning, coordination, and facilitation of events.
With the right event technology, meeting and event professionals can enhance the overall attendee experience, streamline event operations, and increase ROI.
How Event Technology Can Help Planners
With so much technology available, where do you begin? Let’s talk about how event technology can help planners, including a few key pieces of tech every planner should have in their arsenal.
- On-site event check-in software can streamline the registration process and provide you with real-time attendance data.
- Find your next event venue quickly with a venue sourcing platform that connects you to the right global hotels and venues for any sized event.
- Source experienced vendors for your in-person, virtual, and hybrid events. Browse and discover thousands of service providers to accommodate your event requirements.
- Utilize virtual Photo-realistic 3D technology and augmented reality to produce immersive virtual exhibitions and view venues from your computer.
- Automate room block management and booking processes to save time and get insight into data without the manual work of updating spreadsheets.
- Get the insights you need to source bids from hotels, negotiate contracts, and benchmark and audit your program with corporate travel management software.
- Leverage attendee data tracking to help you understand which event programming is most successful, and present your insights to prove ROI…
- … and so much more!
8 Event Technology Trends for 2024
Staying ahead of new event technology is crucial for event planners and marketers. In the next few years, we can expect to see some exciting developments in event technology that will revolutionize the way we plan, execute, and experience events.
From the use of AI and virtual reality to the rise of sustainability, let's dive in and talk about the exciting 2024 event technology trends we expect to see.
1. Rev Up Your Event with Virtual and Augmented Reality
Despite already making a significant impact on the events scene, virtual and augmented reality are continuing to evolve and become even more impressive with each passing year. With advancements in technology, these tools are becoming more accessible and affordable, even for those with smaller budgets.
These technologies can be used in many ways, including enhancing branding, increasing engagement, and adding a "wow" factor to any event.
For example, imagine you're planning a product launch event for a new car. You want to showcase the car's features and take attendees on a virtual test drive. With virtual reality, you can create an interactive experience that allows attendees to explore the car's interior and exterior, take it for a virtual test drive, and even customize certain features.
2. AI Chatbots: Your Personalized Event Assistant
AI chatbots are becoming everyone’s best friend. I would be lying if I said I never use AI to improve efficiency in my writing. In the context of content creation, AI-powered event tools can help writers simplify and refine their language, making their content more accessible and engaging to a wider audience.
There are endless possibilities where AI is concerned. If leveraged effectively, AI has the power to enhance the event experience in so many ways. This technology can serve as an additional means of communication with attendees, improving engagement and creating a more personalized experience.
For instance, a chatbot might be an effective way to let attendees ask questions about your event and receive an immediate answer. A chatbot could provide attendees with recommendations on local attractions and activities, let them know which speakers they won’t want to miss, and answer any other FAQ-type questions.
3. Facial Recognition: Streamlining Event Security
Although it is facing privacy challenges, facial recognition technology is becoming increasingly popular for tracking event attendees and streamlining the check-in process. Not only is it more secure than other methods of digital check-in, but it also helps address physical security concerns.
However, as privacy laws continue to change around the world, it is important to keep an eye on this trend and ensure appropriate measures are taken to protect attendees' privacy and meet all privacy requirements of the state or country in which your event takes place.
4. Design Your Dream Event with Event Diagramming Tools
Event diagramming tools are continuously evolving, providing the flexibility to lay out your events in any way you desire, resulting in better planning and increased control. These tools are becoming more widely accessible, making it easier for teams of all sizes to incorporate them into planning processes.
With venue diagramming tools, you can upload your guest list, draft seating arrangements, and access post-event reports. With Photo-realistic 3D technology and the ability to collaborate on your diagrams, you can see your event come to life and keep all stakeholders on the same page as you continue making important event decisions.
5. Unleashing the Power of Virtual and Hybrid Event Technology
Virtual and hybrid events have become popular due to their flexibility and accessibility. With virtual events, attendees can participate from anywhere, while hybrid events offer a combination of in-person and virtual components.
Virtual and hybrid events allow you to reach a wider audience and engage with attendees in new and innovative ways, such as through interactive virtual event platforms and live streaming. In addition, these types of events can be more cost-effective and environmentally friendly than traditional in-person events.
As technology continues to advance, the possibilities for virtual and hybrid events are endless, making them a trend to watch in the events industry.
6. Personalize Event Experiences with Mobile Event Apps
Mobile event apps have evolved from being a ‘nice to have’ add-on to a must-have tool for facilitating successful events. In particular, the focus has shifted toward using these apps to facilitate more personalized, interactive, and engaging experiences for attendees.
Features such as personalized agendas, real-time updates and notifications, and adding networking opportunities to calendars can all play a big part in enhancing the overall event experience and increasing attendee satisfaction.
7. Get Social: The Rising Trend of Integrating Social Media in Event Planning
Social media plays a vital role in event marketing and promotion and allows planners to leave some of those promotion efforts to their event attendees. We can expect to see more events integrating social media platforms into their overall event strategy, including live streaming content, sharing attendee-generated content to encourage real-time engagement, using event hashtags to grow online awareness for your event, and so much more.
As technology continues to evolve, we can expect to see even more creative uses of social media in event planning and management, making it a trend to watch in the event industry.
8. Going Green: Growing Sustainability Initiatives
There is a growing focus on sustainability in the events industry, and we can expect to see more events incorporating eco-friendly practices, such as reducing waste, using renewable energy sources, and minimizing carbon footprints.
Event organizers are finding new ways to incorporate sustainability into their event design and planning. This includes using sustainable materials for event signage and decor, sourcing food and beverages locally and organically, implementing recycling and composting programs, and of course, using technology wherever possible to reduce the carbon footprint.
Event technology can be a game-changer in the sustainability space, from swapping printed agendas and venue maps for mobile event apps to eliminating badge printing for no-show attendees using on-site printing. The possibilities are endless, and as sustainability continues to be a growing concern globally, we can expect to see more events adopting eco-friendly practices and incorporating sustainability into their event technology strategies.
What Technologies Do Event Planners Use?
In today's fast-paced world, event technology is rapidly transforming the events industry. From virtual events and hybrid experiences to more digital in-person events, event technology tools are revolutionizing the way events are planned, executed, and experienced.
With event technology trends continuously evolving, keeping up with the latest tools and solutions can be challenging. Here are some of the most common technologies used by event planners to plan, promote, and execute their events:
Event Management Software
Event management software is used to manage all elements of event planning and execution and can help streamline the entire process by bringing all stakeholders together. While there are many event management tools out there, with Cvent, you can get everything you need in a single platform – including all the different types of tech we’ll list below!
Event Budgeting Software
Event budgeting software is invaluable for tracking your budget and monitoring spend, offering automated data that helps you easily understand your event's financial health and demonstrate ROI.
Venue Sourcing Software
When planning an in-person event, sourcing the right venue is… a pain, to say the least. But it really doesn’t have to be. With venue sourcing software, you can search for event spaces in your chosen location (or multiple locations), check out venue details online, send RFPs to all properties of interest, and compare contract terms – all in one place.
3D Event Space Technology
With Photo-Realistic 3D Technology, you can tour venues all over the world within seconds. This helps to visualize the event space, create event diagrams, lay out seating arrangements, and make quick and informed decisions about event logistics without having to conduct expensive and time-consuming site visits.
Virtual and Hybrid Event Platform
Virtual event technology allows you to host online and hybrid events with ease, with features such as live streaming, virtual networking, and interactive exhibits. While these capabilities have been around for a few years, 2024 will see new ways to use this technology to make these events even more immersive for attendees.
Event Marketing Technology
Event marketing technology encompasses digital tools such as social media, email marketing, and mobile apps that help planners promote their events, improve event attendance, communicate with attendees.
Partner Communication and Planning Software
By using a single event platform accessible to everyone involved in the planning process, venues, vendors, and planners can easily to collaborate and share information, ensuring everyone is working toward the same goals and that all key event requirements and decisions are agreed upon. This can help to prevent miscommunications, reduce errors, and ultimately lead to more successful events.
Custom Event Websites
Using customized event websites will allow you to showcase your unique branding for every event you host. Event websites are an essential tool for promoting events, providing attendees, sponsors, and exhibitors with detailed information, and collecting registrations and payments in one centralized online location.
Event Registration Software
Event registration software will help you streamline the registration process, increase attendee engagement, and provide valuable data management tools.
Mobile Event Apps
Mobile event apps provide attendees with real-time event information, schedules, speaker bios, and maps. They also offer a way for you to engage with attendees through surveys, live polling, and push notifications with real-time event updates.
AI Event Tools
Need some help streamlining your event content creation? AI writing assistant tools can be a huge help in creating polished content for your events. Want to provide attendees with a 24/7 chat to ask questions about your event? Set up an AI chatbot on your event website!
Attendee Engagement Tools
With the right tech, you can engage attendees before, during, and after your events. Using attendee engagement tools like gamification, interactive live sessions, polling, live chat, Q&A, and on-demand streaming, you can expand attendee engagement.
Attendee Tracking Technology
Attendee tracking comes in many shapes and sizes these days, from handheld or “tap-N-go” badge scanners to passive RFID readers. This technology can be used to track attendee movements and engagement at an event, providing you with valuable data to prove ROI and optimize the event experience.
Event Data Measuring and Reporting
Collecting all that attendee data is great, but you must also be able to measure and activate that data to report on your findings, determine actionable insights, and make data-driven decisions.
Whether it be an in-person, virtual, or hybrid event, event data solutions are a powerful tool for capturing insights throughout the entire attendee journey to improve the attendee experience, prove event ROI, and measure the success of marketing efforts.
Event Vendor Marketplace
Sometimes, you can’t do it all on your own, no matter how much great event tech you have at your disposal. When you’re in need of some extra tech or assistance for your event, whether it be A/V equipment, catering, or support planning fun local activities, event vendors can help! Where better to start looking than a vendor database dedicated to helping planners search for reliable, local partners?
Event Tech Integrations
Just like your vendor partners, sometimes it pays to partner with other tech providers. The trick is integrating your event tech seamlessly.
Partner with Event Technology Vendors
Event technology is the backbone of any successful event – but you might not be able to provide all of it yourself. Whether you're planning a conference, trade show, or small meeting, the right event technology vendors can help you create an immersive and engaging experience for attendees.
Here are a few examples of event technology vendors you might consider for your events:
- VODIUM is a teleprompter software designed specifically for virtual speakers who are on video. With this tool, you can enhance your virtual presentations and ensure a smooth delivery.
- Looking to be more sustainable with your next event? Trees4Events can provide you with a comprehensive emissions calculator to help make meetings and events climate positive.
- If you're looking to keep your tech charged at your large upcoming conference, chargeFUZE can help. With their customizable mobile charging solutions, you and your attendees can stay charged on the go.
- Keep Interacting provides a range of engagement, communication, and collaboration solutions to help event professionals plan and execute events.
- Need some help with your A/V setup? Audio Visual Productions Inc. can help, providing the tech and expertise your team might be missing.
Keeping Up with Current Event Technology
To stay ahead of the curve and deliver exceptional experiences to attendees, it’s critical to keep up with the latest event technology trends and solutions. With so many event technology solutions available, though, it can be challenging to know where to begin.
As you embark on your event tech journey, don’t forget: you’re not alone! Set yourself up for success with the right event management technology, but where you need some help filling in the blanks, don’t be afraid to partner with event technology vendors!
