Why Event Technology (AV) Should Be at the Core of Events

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The COVID-19 lockdown in March 2020 sparked rapid adoption of event technology in the industry. This technology has allowed events to continue remotely during quarantine and permitted companies to select the format most suitable for their needs even after resuming in-person business. Whether you’re seeking a live, hybrid, or virtual presentation, event technology will be incorporated into your event in some way, and it’ll allow you to drastically expand your reach. 


Let’s discuss the various facets surrounding event technology, how the technology is incorporated into each format, and why it can dictate the success of your event.  

What is Event Technology?

Event technology is any digital tool, software, or machine that makes it easier to plan or execute an event. Today, 9 in 10 event professionals agree that technology can positively impact their events. The goal of using event technology is to provide a better user experience for attendees whether they’re virtual or in-person. Here are some examples of event technology: 

  • Audio-Visual services
  • Virtual event platforms 
  • Streaming services
  • Social media tools
  • Engagement tools
  • AI chatbots
  • Registration software
  • Marketing platforms
  • Intelligent lighting 
  • Event management software
  • Wearable “smart” technology
  • Website builders
  • Mobile apps
  • Electronic health and safety equipment 
  • Floor plan diagramming and 3d software 

These technologies are the best way to meet your event goal. They allow you to plan with confidence, welcome more people to your event, and make more informed decisions about the event experience. If you haven’t used one of these technologies previously, now is the time to start.

Formatting an Event Using Event Technology:

When creating an event, event technology has three formats (rather than one) to dominate the space. You can choose to host a live event incorporating event technology with in-person participants. You can opt for a virtual event hosting participants online. Or you can meet in the middle with a hybrid model — some people joining in person and some streaming the event from a distance. 

Here’s a look at all three formats and how event technology fits in:

Live

Live events were incredibly common before COVID-19. Just about any time a company hosted a conference, workshop, or social event, it was live with all attendees physically present in one location. One of the top reasons that people attend live events is because they are interested in meeting and building relationships with other attendees. While you can certainly meet people remotely, it can be difficult to forge strong connections. 

At live events, you’ll most often see event tech during planning and presentation. For example, all the same registration software and planning tools can be used whether the event is live or virtual. Live events also require certain types of planning such as layout —technology like floor plan software and renderings can assist with this, while AV equipment will be implemented to get your message across to attendees.

Virtual

As noted above, virtual events have skyrocketed in popularity during the pandemic. They make it possible for events to happen remotely with audiences around the world. One of the main benefits of going virtual is the broader reach that is able to be obtained. 

For a virtual event, you’re relying on event tech for nearly every aspect of your event. You won’t be face-to-face with your participants at any point, so you’ll need to employ some type of virtual event platform or streaming service to help you connect with your audience. 

Hybrid

Hybrid events offer much-needed flexibility that makes them the best of both worlds. You can host both in-person participants and virtual participants simultaneously with this format. Not only do you reach the greatest number of attendees, but you reduce time and travel expenses for virtual attendees, and you grant everyone additional flexibility and convenience.  

For a hybrid event, you’ll likely use the most event technology of all formats. You’ll employ it for the live event as well as the virtual event to serve all participants. When planning for a hybrid event it is always important to keep both the physical and virtual attendees in mind when making decisions for the flow of the event.

How to Use Event Technology:

One challenge with event technology is integration. Whether you’re not a “tech-savvy” person or your company has some resistance to change, integrating all the event technology you need for success may be a bit daunting. 

Fortunately, you have event planning and production teams all around you that are able to provide guidance on what tools they think may be best for you. Additionally, plenty of event tech tools are at your fingertips to experiment with and discover what you like. The great thing about technology is that it can be used in a variety of ways. If gamification or big bog graphics don’t excite you, then you don’t have to use it, you can utilize event technology for analytics or customization instead. 

Here are some more in-depth examples of how to use event technology if you’re thinking to have it as part of your planning and execution. 

Example 1: Delivery of content

Depending on the type of event your having, there are several different ways that event technology can help you deliver your content. If you are hosting a fully virtual event you may want to look at a virtual platform or different streaming services. If hosting a hybrid or live event you may want to consider touching base with your production company to review different types of audio and video solutions to portray your message effectively to all attendees. 

Example 2: Participant Communication

When you’re planning a virtual event, you need to communicate with your participants time and time again. Fortunately, event technology can help make this possible. You can use different platforms and communication devices to make sure that no one feels left out. 

Example 3: Networking Opportunities

Events are often designed to facilitate connections between participants, but how do you foster this same sense of community when people don’t share a physical space? Many people feel isolated by the distance and hidden behind their computer screen. Is it possible to provide the same networking communities? With event technology, it is.  

Engagement tools and social media are two great ways to provide networking opportunities to your participants. Additionally, some virtual event platforms have built-in break-out rooms or other capabilities that allow you to connect participants during the online sessions.  

Final Thoughts:

One challenge with event technology is integration. Whether you’re not a “tech-savvy” person or your company has some resistance to change, integrating all the event technology you need for success may be a bit daunting. 

Fortunately, you have event planning and production teams all around you that are able to provide guidance on what tools they think may be best for you. Additionally, plenty of event tech tools are at your fingertips to experiment with and discover what you like. The great thing about technology is that it can be used in a variety of ways. If gamification or big bog graphics don’t excite you, then you don’t have to use it, you can utilize event technology for analytics or customization instead. 

Here are some more in-depth examples of how to use event technology if you’re thinking to have it as part of your planning and execution. 

How we can help:

Our team has years of experience producing virtual events and we would be happy to assist in producing yours! Since the onset of COVID-19 we have helped to plan and produce dozens of different events, ranging anywhere from graduations to corporate meetings and fundraising galas. To find out how we can help make your event a success reach out to us:

Phone: 443-384-0040

Email: [email protected]