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The Ultimate Cheat Sheet for the Best Conference Apps


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Are you intimidated by the thought of incorporating a mobile event app into your planning? You’re not alone. While event app technology is taking the event-planning world by storm, it’s still a relatively new concept for many event organizers, and planners are unsure how to identify the best conference apps.

If you aren’t sure where to start, below you’ll find some best practices for adding cutting-edge event app technology to your event.

Define the Goals and Atmosphere of Your Event – The first step to creating an effective and awe-inspiring event is to have a plan. You need a clear understanding of what purpose your event is serving and what type of environment you’re trying to create.

Understand How an Event App Can Help Support Your Vision – Once you understand your goals, you can begin to envision how a mobile event app could help you make your event a success. You shouldn’t implement technology for the sake of novelty. Your event app needs to support your goals and work with your plan.

Leverage Your Account Management and Support Teams – It can be difficult to understand how different event app features mesh with your planning goals. That’s why you need to work with your app provider’s account management and support team.

Unfortunately, every app provider is different. During the demo process, it’s important to ask about the level of support that will accompany your event app and if it matches your needs. Will they be there from start to finish? Does your provider understand your goals and business? Do they offer 24/7 support? You don’t want to be stranded without help if an issue should arise or if you have questions.

MeetingPlay understands how important it is to stand by your side and serve as your business partner. Our team is with you from day one and helps you customize the perfect app to achieve your goals and get a better return on your investment. It’s a critical part of designing the best app for your event and getting the best solution for your money. If your app provider doesn’t have a support team, you may need to find a new app provider.

Find an All-In-One App Solution for Your Event – Don’t make your planning process more complicated than it needs to be. Find a provider that offers all the features you need in a single event app. You don’t need the hassle of managing multiple vendors and several pieces of technology.

Inform Your Attendees of the App Ahead of Time – Sending a pre-event email to your attendees about your amazing event technology is a great idea for a couple of reasons. First, it generates buzz and excitement for your event. Second, it creates awareness and increases the percentage of attendees who will use your app features. Your event app is more effective when everyone is using it, so spread the word.

Tip: We often get asked about the right timing for sending the pre-event email. We recommend sending it one week before the event starts. We've found that attendees tend to skip over a pre-event email if it's sent too far ahead of the event start.

Utilize Push Notifications – Are you dealing with an unexpected change in your event agenda? Do you want your attendees to pay attention to a specific session or piece of content? Use the simple push notifications in your mobile event app to alert everyone in real-time of changes or interesting announcements.

Customize Your App for Your Users – You want your attendees to feel like you planned your event just for them. Customizable event apps offer the opportunity to personalize your attendees’ experiences and user interfaces. Take advantage of the versatility of your event app and create a unique experience for each guest.

Thrill Your Sponsors and Vendors – High-quality event apps allow you to create more value for your vendors and sponsors using a variety of features. Gamification, interactive mapping, virtual contact sharing, and attendee feedback are all great ways to help your vendors and sponsors grow their business. You can help them generate leads, provide useful information, and get a better return on their investment.

Collect Marketing Data – One of the most powerful event app features MeetingPlay offers is our Audience Response Engagement System. This component of our event app allows you to collect feedback from your attendees in real time using brief surveys. The information you gather from your app users’ responses can help you tweak your event as it’s in progress, as well as improve your planning for future events. Get ahead of negative reviews while you grow your business using this powerful tool.

Following these best practices will help you get the most out of your mobile event app and create an unforgettable event that will have your attendees, sponsors, and vendors buzzing.

If you need additional guidance, please get in touch. We’re happy to answer any questions you might have.


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