Event organizers put a lot of pressure on themselves. They have to consider everything that factors into an event, including location, weather, budget, catering, staffing, and a million other tasks both large and small.
But, in 2016, there’s another challenge (but also a solution) we should add to the pile: technology.
Technology challenges have increasingly added up, meaning event organizers should spend more time and energy making sure they get technology right at their events. To help cover all the bases, here’s a checklist of 10 technology challenges you can turn to your advantage for your next event.
Using technology to drive attendance
Except for events where attendees have no choice but to be there, the single greatest challenge for event organizers is figuring out how to fill seats. From newsletters and blog posts to social media and video promotions, technologies abound for helping organizers drive attendance.
Make sure to forge a connection with your attendees before the event through truly helpful emails, a comprehensive and easy-to-use website, social media posts teasing speakers and topics, and even pre-event engagement through your event app.
Doing social media right
Whether it’s six months before the event or the day of, knowing how to leverage social media to amp up your event and engage with attendees is essential to the event organizer’s toolbox. It will mean the difference between crickets and an active, valuable conversation online.
Share content on your blog teasing the event, and then distribute that content across popular social media platforms, including Facebook, LinkedIn, and Twitter. If you have a wide audience on Snapchat, Pinterest, or other platforms, obviously engage them there as well.
Picking the right marketplace to sell tickets and staying organized
Today, there’s no shortage of marketplaces to choose from when selecting a place to sell tickets to your event. Make sure to do your research and know what you need, whether it’s full-fledged marketing capabilities or just a bare-bones landing page to send to potential attendees.
Picking the right venue
All event organizers knows the venue matters, but their reasons will rarely hit on technology. Often neglected is the need to ask technology-related questions about potential venues, like what its Wi-Fi capabilities are, whether data service plans are strong there, or what electrical and A/V setup is provided.
Providing strong and reliable Wi-Fi
The technology challenge of Wi-Fi is so important that we recently devoted an entire blog post to it. In short, we live in a tech-enabled world, so you should be thinking about Wi-Fi capabilities from minute one of the event planning process. You don’t want to be stuck in a situation where you have to apologize because the Wi-Fi network doesn’t work.
Audiovisual (A/V) technical details
Most of us don’t take much time to think about the nitty gritty details that go into a solid A/V experience, but all of us have seen what happens when a screen goes haywire or the microphones keep screaming feedback. It can be horribly interrupting, so planning ahead of time can help mitigate issues.
A/V is one of the biggest cost centers for any event. Working with the right vendor is crucial, and communication is paramount. If your event app needs a special laptop for projections with a hard-wired connection to function well, make sure you know far in advance and that you make preparations with your A/V vendor.
Keeping tech-tethered audiences engaged
We get it: you wish everyone in the audience would stop texting on their smartphones and shooting off emails from their laptops. But we’re in a tech-centric world now. The onus is on event organizers to adapt by creating an environment online (like the one provided by Livecube) where attendees can stay engaged with speakers and their peers.
Turn it to your advantage! Many apps are available today that will help audiences engage better with the speakers and their ideas, form connections with other attendees, and ultimately get more value out of your event.
Setting up a live stream worth watching
The technology challenge of setting up a live stream is so important that we recently devoted an entire blog post to it. In a perfect world, we’d have every seat at our event filled up. But sometimes people have good reasons for physically missing the event, so give them a way to see what’s happening from a live stream.
Keeping it environmentally friendly
Truthfully, this challenge applies to everyone, but few people will notice if your small meetings aren’t especially environmentally-mindful. As for the large conferences, however, organizers should make sure to minimize how much information they’re printing on paper by offering digital alternatives. That’s just one example, but there are many ways technology makes your event more friendly to the environment. It’s not just about image; it’s the right thing to do.
Meeting all technology needs without breaking the bank
You may be surprised we were able to come up with nine distinct technology challenges for event organizers to consider. The last one, therefore, may be one you’ve been thinking all along: how do I pay for all this? Everyone will have a different answer, but the key is to think creatively, spend strategically, and get sponsorships when you can. But don’t cut corners: your attendees will notice.
By the way, if you haven’t seen the new Livecube intro video, be sure to check it out!
Visit Livecube and contact us.
If you haven’t yet, ask for a DEMO.Follow Justin Schier on Twitter @justinschier
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