Event Tech for Agencies: Unraveling the Magic Behind Event Success
Luiz Martins
Dec 20, 2024 7:30:00 AM
Event technology for agencies has become the cornerstone of successful event planning and execution. It's not a luxury to be able to guarantee seamless, memorable experiences anymore, but it is expected. With the right technology, an agency will be able to handle an event of any size with precision and creativity, be it streamlining workflows or amping up attendee engagement.
As competition within the events industry grows further, agencies need to offer innovative solutions that will help them stand out from the crowd. Event technology offers tools not only to fulfill client expectations but to beat them, transforming events into a strategic asset that drives business goals.
This blog explores the essential features, benefits, and strategies behind event tech, diving into how it helps agencies achieve extraordinary results. Whether you’re planning a hybrid conference, a virtual trade show, or a high-profile in-person event, we’ll unravel the magic that makes event tech an agency’s ultimate ally in delivering success.
The Coachella Valley Music and Arts Festival, one of the most popular music festivals in the world, uses new technology to improve their attendees’ event experience. Recently, it partnered with Google to create a virtual reality experience that allowed attendees to enjoy the event like never before. Attendees could explore the festival grounds before they arrived, listen to the discography of new artists, tune into backstage interviews, and so much more.
New-age event technologies are also debuting in other industries. Ninety-four percent of industry leaders say that using event technology has positively impacted their events, and over 78% of event planners leverage event technology to execute their events seamlessly.
But with a vast number of tools available today, how do you choose the most suitable for your events? Read ahead to discover how to select just the right event technology, maximize its potential to drive event success, and find out how agencies leverage event technology.
Event technology is any digital solution or software that makes it easier for you to plan and host a successful event at any scale, be it a virtual, in-person, or hybrid event. It consists of various tools that streamline event processes (management, marketing, audience engagement, networking, broadcasting, etc.), provide valuable data-driven insights, and enhance the attendee experience. The solutions can include digital platforms, mobile event apps, customer management tools, marketing tools, and more.
By transitioning to a virtual format, our customer achieved an impressive reduction of 10,172 carbon emissions, equivalent to saving 12,463 acres of US forest...-6Connex
Why is event technology indispensable in contemporary event management? The reason is simple: to tackle the element of complexity. Events are no longer merely a congregation of people; they need to be an experience for both the attendees and the organizers that creates value, which should be measurable. Event tech ensures agencies meet these demands by automating repetitive tasks, enabling data-driven decision-making, and driving frictionless communication and collaboration.
The benefits of event technology for agencies are transformative in nature:
By adopting event technology, agencies are free to focus on what they do best - to create creative and effective events while technology does all the heavy lifting in the background. This is what makes event technology a must-have for any agency that wants to stay ahead in today's events landscape.
Hosting an event with superior technology can be a differentiator, helping you surpass the audience’s expectations and provide engaging and memorable event experiences. Following are a few ways the right event technology can help drive event success:
Event tech for agencies can help you improve sponsorship experiences by enabling sponsor-led breakout rooms, sponsor promotions in event games and challenges, strategic branding opportunities in mobile event apps and giveaways, etc. Sponsors also have more ways to capture qualified leads, and often, innovative event platforms can even assess the performance of sponsors’ teams by tracking their contacts, meetings, and deals.
Live streaming and on-demand content let you deliver an engaging and immersive experience, especially for virtual events. With live streaming, you can allow audiences to participate worldwide and scale your event attendance.
Choosing a reliable, scalable, and flexible virtual event platform like 6Connex becomes essential here. 6Connex can facilitate live streaming with high-quality audio and video and easily record large sessions with multiple speakers, making them available on-demand, post-event.
Contactless check-in is a significant event tech benefit. Comprehensive virtual event solutions like 6Connex have a team of mobile apps that do just this. We go above and beyond the contactless check-in with built-in ticketing and registration engine to facilitate seamless onsite event management, registration, ticketing, discounts, coupons, badge scanning, etc., eliminating the challenge of managing multiple vendors.
The right event tech for agencies can help create sustainable events and decrease your carbon footprint. Instead of producing printed banners, guides, signs, tickets, event schedules, exhibitor documents, etc., you can use digital alternatives. And event technology can help you leverage green mechanisms such as sensor water-saving taps, lighting systems, solar panels, and charging stations that reduce resource consumption at in-person event venues.
In addition, by hosting virtual events, you can reduce the carbon emissions associated with catering, transportation, accommodations, electricity consumption, material waste, etc.
As an example, 6Connex collaborated with WSP to examine the environmental impact of shifting from in-person events to virtual ones. One noteworthy case involved an HR Organization that successfully hosted the world's largest virtual HR conference, attracting over 18,000 attendees worldwide. By transitioning to a sustainable, virtual format, they achieved an impressive reduction of 10,172 carbon emissions, equivalent to saving 12,463 acres of US forest—an outstanding accomplishment.
With the help of our cutting-edge event technology platform and dynamic mobile event apps designed specifically for in-person gatherings, we have empowered countless businesses to not only reduce their carbon emissions but also leave a smaller environmental footprint while still creating engaging experiences. Download the full sustainability report here.
With event technology, you can communicate event details and updates effortlessly. Furthermore, attendees can easily network and interact with each other before, during, and after the event. They can start one-on-one or group chat sessions, share virtual business cards, and connect with like-minded attendees.
Event security technologies such as identity verification tools, AI-powered biometric scans, facial recognition, surveillance equipment, etc., can help you deliver a safer event experience. You can also leverage simulation software like SportEvac and INCONTROL to train event and venue staff on handling evacuations, fire threats, and other event risks—especially important for large conferences, festivals, and trade shows.
Furthermore, with mobile event apps, you can easily share safety information with attendees, including emergency procedures and contact information for first responders.
For virtual events, using platforms like 6Connex that strictly adhere to GDPR compliance regulations can help you alleviate the risk of event hacks and data breaches. The platform is also ISO 27001 certified, meaning it follows internationally approved security practices to protect the attendees’ data and provide them with a risk-free event experience.
Event hosting and management is time- and resource-intensive, especially for in-person events. But the right event technology can make a difference. With digital event tools, you can save time by automating various event processes, like sending reminders to registrants, tracking vendor contracts, publishing marketing campaigns, researching venues, etc. Over 89% of businesses using event technology save nearly 200 hours annually, and 20% save roughly 360+ hours.
The list of available event technology for event planners is nearly endless, but it can be divided into the following categories:
Event registration and ticketing tools can help streamline attendee registration and payment processes and track guest lists. You can create an event-specific registration portal or web page and provide registration forms with customizable fields. Some tools have functionalities like venue management, seat reservations, and other features.
Event networking and collaboration tools help facilitate effective attendee interaction and engagement and enable your audience to take advantage of multiple opportunities to connect at the event. Virtual event platforms like 6Connex offer various networking and engagement features, such as a networking lounge, exhibition halls, live text chats with real-time multilingual translation, polls, chatbots, and AI-powered personalization for attendee match-making based on similar interests and content preferences. Other networking tools include JotCast, SpatialChat, Scoot, Interprefy, etc.
Take it up to another level and integrate some networking AI features. 6Connex's AI Matchmaking gathers attendee data from virtual event interactions, registration, social media, career experience, and event platform activity. The data is streamed to their AI-powered tracker, which provides personalized recommendations for sessions, networking, and content.
This enhances your event planning, attendee engagement, and thus ROI. Event planners can utilize attendee forms to connect them with suitable content and like-minded attendees, and other matchmaking recommendations can be offered even after the event.
Various virtual event solutions offer social media integrations that enable you to enhance your event marketing strategies by reaching a broader audience to generate more leads. For example, you can use social walls to increase your audience’s event participation and audience engagement by allowing them to share relevant content on their networks quickly. 6Connex integrates with many popular social networks, including Walls.io, Taggbox, Instagram, Slack, Facebook, etc. You can also measure social media interactions, reach, and followers to gain valuable insights into your event’s overall performance.
Over 91% of event organizers say that their event apps have yielded a positive ROI, and they consider such applications crucial for event success. You can use mobile event apps to seamlessly manage event processes like ticketing, registration, networking, personalizing event schedules, and publishing surveys and polls.
You can also use these apps to customize your events with branding options, including custom backgrounds and logos. Additionally, the more participants who use your mobile event apps, the more data you can gather to improve future events.
Modern virtual event solutions allow you to track and measure various event aspects in real time. You can gain valuable insights from relevant attendee, speaker, and exhibitor data, including behavior, content preferences, participation, interactions, and engagement. With this data, you can personalize and upgrade the event experience for each attendee.
Platforms such as 6Connex give you 24X7 access to over 35 kinds of in-depth, real-time reports that analyze every aspect of your event and enable you to apply event intelligence at scale so you can continuously optimize and iterate event strategies and improve future events.
Choosing suitable tech demands careful consideration of your event requirements. Following are a few steps to guide you in the selection process:
The right event tech for agencies can help you accomplish all your event objectives, irrespective of your event type or format.
The first step to selecting a technology solution is clearly understanding your event goals. Then, you can identify the tech solutions that align with them. Common goals include increasing brand awareness, improving customer relationships, generating qualified leads, etc.
You can also consider other factors:
Create a clear event budget, estimating expenses, including event technology. Assess the value all your desired event tools bring to your event based on factors like time-saving features, ROI potential, capability to enhance the attendee experience, etc.
When researching event technology solutions, you should
Instead of trying to manage multiple platforms to execute your event, it is best to choose a vendor that offers an end-to-end event management solution, such as 6Connex, which can centralize event management and streamline workflows. Schedule a short consultation here to see how our end-trend event management solution can help your next event.
Following are some event technologies that are beneficial for in-person events:
NFC-enabled smart badges, smart watches, eyewear, or RFID wristbands/bracelets can help you track attendees’ movements and learn about their interactions with booths and activations. You can use them to monitor event traffic, see the most popular sessions and booths, and collect big data for future events.
Email marketing tools like MailChimp, MailerLite, Hubspot, etc., can help you send attendees personalized emails and push notifications about the event. Opt for an all-in-one platform, like 6Connex, that offers email marketing capabilities. You can send personalized emails and push notifications to attendees while also utilizing features like social walls, branded landing pages, and registration forms for event promotion.
With event check-in apps, you can automate and streamline attendee registration, check-in, badging, etc.
You can also consider using remote self-service kiosks at hotel partners and transportation hubs to quickly check in attendees before the event. This avoids long waits during peak times.
Diagramming software like Social Tables, SmartDraw, AllSeated, PlanningPod, etc., can help you design interactive maps to replicate the floor plan and help attendees navigate their way.
AR graphics and pop-up presentations that mimic the Metaverse experience can increase brand awareness during the event. They can also help attendees get wayfinding information and a venue tour. In addition, AR gamification, like virtual treasure hunts, can increase your events’ engagement.
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Dedicated event websites can help you promote virtual events, provide relevant registration information, highlight calls to action, and improve branding. With 6Connex, you can create a fully customizable and branded event registration experience, either as a one-page registration form or a multi-page, fully-designed website.
Numerous virtual event platforms provide integrations with third-party solutions. This functionality lets you connect your virtual venue with a comprehensive suite of applications and engagement tools to enhance the overall attendee experience and maximize the event’s value. Platforms like 6Connex offer a flexible, open architecture that provides seamless event tech integrations such as:
6Connex’s AI-powered Content Hub can help provide engaging and personalized content to keep attendees’ attention while they are in a waiting room or virtual booth before the event. Attendees can access the Content Hub from the navigation bar and view, interact, and engage with relevant content. Other Content Hub features include:
Other virtual event technology solutions include mobile event apps, data analytics and reporting tools, live-streaming, and event planning software.
Following are some effective event technologies you can leverage for hybrid events:
You need a comprehensive virtual event platform with hybrid readiness. Solutions like 6Connex deliver the same engaging experience regardless of whether the attendee is in-person or virtual. You can manage all your event features under one roof, be it global AI-powered networking, marketing, breakout rooms, webcasting, 1:1 meetings, or engagement tools.
Sophisticated platforms like 6Connex offer open integrations that support a 360° camera, so virtual attendees get a complete view of the physical event venue from anywhere in the world. They can explore the event, enjoy a close-up view of the proceedings, and have a more inclusive event experience.
To successfully host a hybrid event, you need venue management tools like Tripleseat, Event Temple, Perfect Venue, Skedda, etc. Furthermore, verify that your event venue has hard-wired Ethernet connections, good upload and download speeds, and fast wifi to help you leverage event tools such as AR, VR, AI, event apps, etc. You'll also want to make sure your venue has suitable projectors, inbuilt speakers, and other advanced live-streaming setups to save you from sourcing and budgeting for these yourself.
You can embed your event’s live stream by integrating streaming platforms with your virtual event solution. This will help your audience access all the relevant event content in one place. Some popular hybrid events live streaming and webcasting tools with which 6Connex integrates include Webex by Cisco, Webinar.net, PGi, GoToMeeting, Zoom, Vimeo, Facebook Live, YouTube, IBM Cloud, and Microsoft Teams.
With technology continuing to evolve, the future of event technology is going to change the ways in which agencies plan and deliver events. Innovative trends, including AI, AR/VR, and hyper-personalization, set a new bar for audience engagement, efficiency, and creativity. Agencies that open their arms to such novelties are going to be much better positioned to deliver cutting-edge experiences that engage and inspire audiences.
Artificial Intelligence is revolutionizing event planning by automating very time-consuming tasks, including scheduling, matchmaking, and post-event analytics. AI can analyze attendee preferences to create personalized experiences, predict trends to optimize engagement strategies, and even handle live customer support with chatbots.
AR and VR have really changed the way people consume event experiences. From virtual tours through the booths of exhibitors to being fully immersed in breakout sessions, creative ways exist for agencies looking to make their events differently special. With AR/VR, agencies can move their attendees into unique environments, completely interactive, that couldn't be created in formats used thus far.
Actually, what the attendees increasingly expect are experiences tailored to their preferences. Advanced segmentation and personalization tools within event tech platforms allow agencies now to create customized agendas, recommend sessions, and deliver really targeted content. This personalization enhances satisfaction and encourages deeper engagement.
With growing environmental concerns, agencies are looking toward green technology to reduce the carbon footprint of events. Virtual and hybrid formats reduce travel emissions, while digital solutions like mobile apps and e-tickets eliminate paper waste. Agencies adopting sustainable practices not only contribute to a healthier planet but also appeal to the values of environmentally conscious clients and attendees.
This trend in using technology for agency-led events is only going to increase further. Innovations such as blockchain for secure transactions, the Internet of Things for real-time tracking, and advanced analytics for predictive insights continue to reshape the landscape of events. With every step, agencies will leverage event technology not only to meet customer demands but to anticipate those that lie ahead.
The future indeed looks great for agencies willing to allow the transformative power of event technology to take over. By embracing new tools while putting a premium on sustainability, agencies can conceptualize experiences that are innovative and relevant to all stakeholders, be they meaningful or creating an impact.
Given the rapid technological developments, new event tech tools, and more tech-savvy event attendees, it is essential to incorporate new-age solutions in your events and learn to use them effectively in the events industry.
The benefits of event technology are unmeasured. By leveraging comprehensive event platforms like 6Connex, you can access a wide range of valuable digital tools to help you streamline your event management processes and upgrade the event experience for your attendees. Request your virtual event platform demo today to learn more about how you can transform your next event with the end-to-end solutions from 6Connex.
Dive into the future of events with our insightful webinar, "Embracing AI in Events: Navigating Opportunities and Challenges,". Join our esteemed speakers: Dahlia El Gazzar - Founder of DAHLIA+ Agency, Stephen Kaufman - Chief Product Officer at Inriver, and Henry Tran - CTO at 6Connex
Explore the transformative potential of AI in event planning, and engagement, and the challenges it may bring. Stay informed and inspired as we navigate the thrilling opportunities and challenges that AI brings to the dynamic world of events.
References:
https://yourstory.com/2021/08/new-age-tech-influencing-events-industry
https://canapii.com/blog/how-event-technology-is-changing-the-event-industry/
https://canapii.com/blog/why-you-should-use-event-technology/
https://www.agencyreporter.com/event-industry-championing-new-age-technologies/
https://blog.swapcard.com/event-technology
https://www.g2.com/categories/event-registration-ticketing
https://www.hubilo.com/blog/event-technology
https://www.vfairs.com/guides/in-person-event-technology/
https://blog.pcnametag.com/event-technology
https://stova.io/onsite-event-technology-guide/
https://hirespace.com/blog/what-technology-do-i-need-to-host-hybrid-events
https://www.eventbrite.com/blog/hybrid-event-technology-ds00/
https://www.socialtables.com/blog/event-technology/virtual-event-technology-tools/
6Connex is the leading provider of in-person, hybrid, and virtual event technology for enterprises worldwide. Our cloud-based product portfolio includes event management tools, in-person event apps, virtual venues, webinars, learning management, and more.
From internal meetings to large scale conferences, we allow you to engage and transform big ideas into real-world results.
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