Event-planning is an amalgamation of multiple aspects pertaining to the event. From the venue, budgeting, speakers, logistics, promotions, registrations to feedback, every step has to be properly planned and executed.
The upsurge of technology has paved its way into the event planning industry. So, how can an event planner leverage the event tech to optimise the planning process?
Multiple event tech-trends have emerged in the market that have simplified as well as optimised various aspects of an event, be it audience engagement, feedback, etc. One of the most significant tools among them is an event app. It is one of the most popular event tech tools this year.
According to a recent article, the number of smartphone users had reached upto 4.6 billion users worldwide in 2016.
Keeping the statistics in minds, it is very much a possibility that most of the attendees at the event will be using their smartphone either way. So why not use it to your benefit?
Here are a few reasons as to how an event app will be beneficial to the event organisers:
1. Simplifies the registration process:
Old-school registration forms often tend to complicate the registration process. Automation of registration process through an event registration app simplifies it entirely for the event planners. You can also link it to ticketing as well as your mailers to further optimise the task.
It eliminates the unnecessary hassle of managing hard-copy registration forms and in-person ticketing, thus making it easy for the event planners to keep track of everything from one single event registration app.
2. Hassle free ticketing:
To further simplify registrations, the entire ticketing process can be automated through the app itself. Using e-tickets, through an event application will decrease the hassle. The tickets can be integrated with a payment portal.
Furthermore, the event organisers can also get auto-generated event analytics reports based on the number of tickets sold which makes keeping a daily track really easy.
It can be further optimised by linking ticketing directly to the networking platform. So, as soon as an attendee registers, they’re a part of the event community, ensuring audience engagement.
3. Easy check-in:
Individual check-ins at the event venue on the day of the event can be tedious at times when done the traditional way. With an event application, the whole check-in process can be digitised. One way to do it is through the bar-code scan.
Attendees with the event app can each get a bar-code which in turn will be scanned at the venue and they can be digitally checked-in. This will simplify managing the attendees for the event planner and will also help in maintaining event-security.
4. Live polling:
With an event application on hand, it is possible to get real-time feedback from the audience through Audience response technology. Attendees can interact with event organisers in real-time in terms of live-polling seconds after the sessions.
Event organisers can take immediate feedback from the attendees on areas of their concerns, may it be sessions, presentations, the overall organisation of the event, etc.
This helps the event planners to engage their audience, receive credible feedback. Also, they can map out the overall attendee experience for the current as well as future events.
5. Leveraging speakers through promotion:
A line-up of good speakers ensures good content. The event planners take a lot of efforts in reeling in great speakers for their events. All this effort should be put into use by leveraging these speakers and their popularity in the community.
Speakers, their designation and their work can be listed down in a separate section of the app. Updates, discussions, speaker interviews, etc. can be posted and promoted through the app. The social networking platform also plays a major role in this.
6. Audience engagement through social media:
One of the benefits of having a mobile app for events is that it can be directly linked to various social media accounts such as Facebook and Twitter. The audience may be encouraged to make use of the event app prior as well as during the event.
The live updates as being posted on Social media can be made available in the app itself. This can prove to be a really good promotional as well as audience engagement tool.
7. Promoting Sponsors:
Sponsorship is extremely essential to any event. An event application can be leveraged in a way to gain as well as promote sponsors. Pop-ups, additional features, etc. can be displayed in the app as a way to promote your sponsors.
The analytics pertaining to attendee engagement can even help you gain more sponsors. Thus a mobile app for events goes a long way in terms of sponsorship.
While registering for an event, attendees are always looking forward to making new connections and network apart from gaining knowledge and experience. An event app will provide you with a networking platform for your attendees.
They can interact among themselves and find right-minded people on the platform. This will help you increase audience engagement prior to the event itself.
9. Leveraging one event app for multiple events:
One of the major concerns that organisers, as well as attendees tend to have is the lifespan of the event application. One of the major benefits of having a mobile app for events is that it can be re-used for future events as well.
A single event app created by event organisers for one event can always be leveraged for multiple events. An event application is useful for easily managing multiple events.
An event application helps you generate updated reports on multiple aspects of the event such as event website, promotions and engagement, etc in the form of event app analytics. This helps the event organisers in monitoring the growth of an event.
These event app analytics can also be used to attract sponsors as well as other speakers. Engagement of the attendees prior to an event, the number of registrations received, interests of the attendees, etc. can all be tracked through event app analytics.
Apart from this, another major benefit of using an event application is the amount saved on prints.
Event tech is rapidly growing in the market and has become essential to the event-planning industry. Event app as an event tech tool has great potential. Event organisers can optimise this potential and reap multiple benefits from an event app.
So, how do you create an Event App?
When it comes to event-tech, a few event organisers may shy away from the same due to lack of technical experience. The question that they may be faced with is how to create their own event app and make it go live?
Here is where an event management software like Hubilo can help you out with end-to-end automation. An event organiser can create their event app within minutes. You don’t need to be tech-savvy for this one!
Want to know how?