Getting Techy with Your Event

Now is a good a time as any for hosting events like conferences, galas, and panels. With technology right at your fingertips, there are so many accessible ways to elevate your guest experience and really take your event to the next level. 

One tech piece to include even before your event takes place is an app or software that allows you to create a digital floor plan for your venue. Social Tables is a program that allows you to customize the dimensions of your event space and even the type of flooring it has whether it’s carpet or hardwood floors. With it’s simple drag-and-drop feature, you place a number of different things on your floor plan from different styles of tables and chairs, staging, A/V equipment, and even smaller details like plants and other décor elements. Creating detailed floor plans is one of the many things Social Tables has to offer. It can be used as a one-stop-shop for things like finding the right venue, creating seating arrangements, calculating how much food you need to order per guest – you name it! 

Eventbrite is a great online tool that allows you to outline the details of your event, share them with potential guests, and have them RSVP or purchase tickets right within the site. In addition to making it easy for guests to find information on your event and purchase tickets, Eventbrite offers a streamlined check-in and registration process that comes in handy for ensuring the line is moving along quickly when guests show up at your event. Standing in line for a long time to get into your venue can put a damper on the guest experience right from the get-go. But with Eventbrite, guests who purchase tickets or RSVP are immediately sent an email with an e-ticket they can print or keep in their email to present at the door. They can also store their e-ticket in the Wallet app on their iPhone for easy access. Guests are also sent a QR code that can be quickly scanned by the team managing your check-in table, upon arrival.  

If you’re hosting a conference, using something like a live Twitter stream to share information and bring attendees together can really add an extra layer of value to your event. Create a hashtag unique to your event and encourage attendees to use it while tweeting about sessions they’re attending, things they’ve learned, or questions they might have for your team or guest speakers. Use a platform like HootFeed to bring it all together in a live stream that can be displayed on a TV or projector screen on stage or in a common area of the venue. This is a great way to display conversations and get attendees involved in different discussions. 

Any event where you have a panel or guest speaker, making time for a Q&A session is key. To side step the pressure of trying to spot which audience member had their hand up first, try using a platform like Slido. With Slido you can create a link your audience can use to submit questions to the speaker(s). Other members of the audience can view questions as they’re submitted, and vote on their favourites. The questions with the most votes will then pop up on your TV or projector screen, and your speaker(s) can go down the list and answer as many questions as time allows.

It’s amazing how much can be done with the click of a few buttons. There are so many platforms available to you that are easy to use, affordable, and even free in most cases! There are lot of things to think about when you’re planning an event, but remember to keep your guest experience top of mind. We’ve given you a few resources to get you started, but find the time to do a little extra research to find the platforms that work best for you and the goals of your event.