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6 Must Have Technologies For Every Event Planner

By Author: david lee
Total Articles: 533

When you casually go up to an event planner and ask about what kind of technology they use at their events, their expected reply would be using big screens, or projectors in between the sessions. Certainly those things are important, but when it comes to event planning technology, they have just reached the ‘tip of the iceberg’!

Sadly, several event planners (apart from those who are tech savvy) shy away at the mention of the word ‘technology’. They may be aware about some new technologies, but they do not make use of them on a regular basis; thereby missing out on remarkable opportunities.

The downside being if you do not embrace the current trends in technology for all your events and stage systems, your audience, or clients will dig ways to use the technology on their own! So, the sooner you befriend technology; better chances of your event coming under the spotlight.

Let’s look through some of the must have technologies, to be used while planning your next event-

Before the start of your event, communicate with your speakers, via Google Hang out It is important to communicate your goals to the speaker (s), before the start of the event. Gone are the days to interact using telephone, or email. Now is the time for Google Hangout, where up to ten people can come together for a video conference. This will build the rapport between the speakers and the whole team.

Make use of social media to promote your event

As soon as the event nears the date, start tweeting about it on Twitter, and add cool and interesting status updates about it on Facebook and LinkedIn. Splash interactive videos all over the social media and garner publicity, to encourage people to register and show up for the event.

Make mobile friendly event materials

Printed event materials are passé! Introduce your program and handouts on a PDF format. This will make it convenient for the audience to get the materials on their tablet, or smartphone. Now, worrying about losing shreds of paper is history, instead, release your creative side and create a mobile app for the event- an easier and less expensive way.

Internet access is a must during the event


A lot of hotels provide free internet access, but they do not provide it for free in the conference rooms. Due to this, several event planners think not to use internet altogether. Big mistake! If your audience can’t get access to the internet, post a tweet, or check their email, soon enough they will leave the conference room to do it- and possibly, they may never return. The sign of a great event is when the audience can interact and communicate freely with each other.

Implement an audience response system

It is a whole different ballgame to want the audience to participate. Leave the boring interaction techniques like raising your hand, or talking to the person next to you techniques behind. Instead use the audience response system, or the voting keypad system. Turning the passive audience into active audience is the best way to make the event a hit.

Keep the phones switched on during the event

Yes, you heard it right! Allow the audience to keep their smart phones switched on. Further to that encourage them to interact with the speaker through text messages. This will make the event spontaneous and alive. They can ask questions and get them answered right away, during the event.

Summary

Technology must not be used just because a certain technology is trending, or it is cool. It must rather be used wisely to upgrade your stage systems and event business. With technology, you can carve your route to an enhanced and successful event.

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