Mistakes often happen when new tech is introduced on events. There are many opportunities for things to go wrong, for human errors as well as tech errors. It’s never an easy deal trying out new technology, turning it on and then sharing it at your event. There is so much more to it. So, if you want to make sure that your event is flawless and seamless, you should take a look at some of these tips on current event technology implementation.
Approach Event Tech With Strategy
The most common mistake of introducing new technology to events is bringing it because everyone is talking about it instead of bringing it because you actually find it useful. Other reasons like the fact that your competitor is doing the same thing or that it’s fun shouldn’t be at play here either. Be strategic and make sure that you do have a use for the tech you want to incorporate.
After the event you should examine what you could have done better and then determine what needs to be done to make the event go smoother next time around. A process fix can be a good option as well.
If you want your technology to be success at your event while working with your active event technology, you should do your research. “Read everything and anything from various experts in the industry and talk to experts as well. Read various reviews and take the advantage of being on top of things and knowing more” says Blaise Brock, an event planner at Big assignments and Ox essays.
Always conduct proper research before exploring anything new to avoid larger obstacles and challenges that your event could face.
2. Focus On The Problems And Their Solutions
People who create event technology of course understand the benefits of the software and what it can do a lot better than the person who buys this technology.
Making more changes to your event tech at hand would mean that they can’t make it in time. Big changes to your technology and equipment are okay if you give your team enough time to train for these changes. Asking them to learn multiple new technologies however is a whole new ball game. All of this mixed with the stress because of the event itself is a recipe for disaster with out proper time and training courses.
Understand what your teams can or cannot do before implementing new technology.
3. Ask About Training And Resources
Which brings me to my next point, before getting any new event technology, it’s best to ask for training and support in learning that technology because you don’t want to spend huge amounts of money on something that you can barely use or that you can't learn about. Use these resources before the event launches. Even the simplest tech needs time to get to know their new technology. You can't just start using it when the event starts. Give yourself time and give your team time.
4. Create A Schedule
Implementing tech takes a lot of time and it’s usually more than you think. You need to create various accounts, get started with softwares and get training going right away. This is a huge deal in events because the deadline is set and you can’t move it. It’s going to happen whether you like it or not and with or without you.
“When you sign a contract, you can have a meeting first with the customer success rep and then use this to create a schedule that defines when each task will be done. Getting feedback and making sure that everything is ready is also crucial,”says Franklin Brickman, an event manager at Academized and Australian help.
5. Test Your Tech
This is an obvious one but it’s also not uncommon to see companies running an event without testing their technology out. You can always improve more things and fix more mistakes but taking the time to test things out before starting out can be crucial in helping everyone get ready for the event; this including getting ready for all of the problems and issues that can and most likely will happen.
6. Report All The Time
There is a huge amount of event or conference technology data that you can collect to gather and use and in a way that can actually benefit your company by providing insights. Meaning, you can have more data for future events. But you shouldn’t deal with this as an one-off task but rather as something continuous that should last through the event. Address your KPIs, measure and adjust.
Implementing event tech is never easy but it can be made slightly better and easier if you understand what you need to do to have minimum mistakes. It also takes a lot of thinking, analyzing, learning and planning. Follow these tips on what to do with event tech implementation and you’ll have a positive experience.
Author: Ellie Coverdale