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How to Choose the Right Event Tech Stack

MeetingPlay

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Behind every leading company is a smart tech stack, or a combination of technologies that it uses to run every part of the business — from front-end and back-end tools to frameworks, databases, and more. To execute virtual events that will deliver ROI not only to your company but to each of your attendees, you also need a smart event tech stack — i.e., a winning mix of tools that help you execute every last detail, including pre, during, and post-event.

You could stack your deck with all the leading applications, systems and software in the events industry, an approach that utilizes “best-of-breed” technology. While thinking about your event tech in this way will help you to mix-and-match, hand-selecting the best individual vendor for each of your needs that can be deployed across your organization, it doesn’t make your job any easier. You’ll need to individually manage each vendor and integrate each one into your billing process, in addition to training your team members on each of the technologies. The overall outcome can look and feel disjointed, without consistent branding, and it can all detract from the larger objective at hand: delivering a successful virtual event.

The converse approach to a best-of-breed tech stack is deploying end-to-end event management software. Consider it a one-and-done system that wraps all your event tech software needs into one. Not only can this come at a reduced cost compared to using individual technology providers, but an end-to-end event tech solution can also help you to implement better operational efficiency overall, a unified look and feel, and a single platform on which to train your team.

To help determine the right event stack for your virtual events program, you first need to determine your goals related to those events. Are you seeking to drive more registrations, increase audience engagement, build awareness of your product, educate your potential customer base, celebrate your teams’ accomplishments, something else? The objectives you define for your individual events and events program will help guide your decisions around choosing the best event tech software approach. Here’s what to keep in mind.

 

Pre-Event Tech Options

Event registration

First impressions are important. If you want to make a good one with your audience, make your virtual event registration process as seamless as possible by choosing an event tech software provider that can streamline registration and event check-in.

Event platform

Evaluate the purpose of your event (why I am holding this in the first place? What outcome do I want?) and what tools you already have at your disposal, then determine what’s missing to guide your search for what you need in an event management platform.

Event marketing software

To get the word out about your event, you’ll need the right tools to find and grow your audience, manage relationships with them, communicate the value of your event and measure their interaction with your event programs.

 

During-Event Tech Options

User experience options

Depending on the size and scope of your event, look for an event management software that offers the foundation you require, with customization options available to create the most engaging, on-brand experience for your attendees and sponsors.

Video formats

Consider where your attendees are located, as a wide range of time zones may determine whether they’ll be viewing your virtual event live or on-demand (or a combination). Providing multiple video formats will ensure they can watch and engage with the content at a time that works for their schedules.

On-site check-in systems

When you’re hosting a hybrid event, you’ll need check-in options for both virtual and live attendees. Choosing an end-to-end event tech solution means you can execute both from a single software provider, including options like touch-free check-in and traffic flow management for your on-site audience.

Engagement tools

Hybrid events are a convenient and efficient way to bring together virtual and live audiences. With the right event management software, you can easily connect all types of attendees and bridge the gap between home offices and your event venue. For instance, MeetingPlay’s “Go Live” function on its mobile app aims to ensure no one feels as if they’re missing out on anything, whether they’re remote or on-site.

Mobile app

Event apps have gone mainstream, no longer a nice-to-have but a necessity, especially for hybrid events. A wide range of features can help you streamline all event details and communications, as well as incorporate gamification, gather feedback from attendees, and delight your sponsors by providing them instant connection options and greater visibility.

 

Post-Event Tech Options

Data analysis

Virtual and hybrid events produce more data than ever before. A major advantage of end-to-end event tech is the ability to collect this data and feedback throughout your event in one place. Post-event, utilize reporting and analytics tools to help demonstrate ROI and improve future experiences for attendees.

On-demand library

The final day of your event shouldn’t be the last time attendees engage with your content. Choose an event management platform that has an option to live on past your event dates, creating an opportunity for attendees to go back and watch sessions they missed or replay any videos they’d like to see again.

Event follow-up

Don’t miss out on the opportunity to collect more feedback from your attendees. The time immediately following your event is critical to send a follow-up survey and share content (such as videos and transcripts from important keynotes), and an end-to-end event tech provider makes this simple.

Communities

Attendees love sharing event experiences with their social followings and connecting with other attendees through social platforms. Encourage sharing through offering social walls, a photo booth and social integrations — for both virtual and on-site attendees — through your event management software, then incorporate those posts in future marketing.

Small Event Needs vs. Large Event Needs

Your event goals play an overarching role in helping you determine which event management software is right for you, but your event size is also important. The capacity of your virtual platform and mobile app are the two key figures to take into consideration here, especially if your audience will be greater than 10,000 professionals.

Be sure to assess your event objectives and your audience size, then evaluate whether your event tech stack aligns with those to create the most powerful experience for your audience.

 

Learn how an end-to-end event tech provider can help you create the right event tech stack for every event size by booking a MeetingPlay demo today.

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