Should Event Planners Work with Event Technologists?

 


Technology is always pushing the boundaries on how we plan and run events as well. Yet the scale of innovation we have seen over the past few years is making it difficult for event professionals to keep up also.  Many also feel that they don’t have the time or skills to manage very effectively all the different technology systems they now use around their events in Best event management companies in Madhya Pradesh, Event management companies in Madhya Pradesh.

What is an Event Technologist?

What is the primary role of the event technologist? Simply put this, it is to manage all the technology and data related aspects of an event. This mainly includes:

  • Working strategically with the event director to plan the technology requirements for an individual event as well
  • Planning the event journey for each delegate type also
  • Setting up the event website and registration process as well
  • Configuring the event app also
  • Leading the badging system used onsite also

Assessing all the different event technology needs onsite as well in Best event management companies in Madhya Pradesh, Event management companies in Madhya Pradesh.

 

Just as important as assessing the needs for a single event, the event technologist should have the capacity to evaluate technology needs across all events – preferably over three years at Best event management companies in Madhya Pradesh, Event management companies in Madhya Pradesh. This will help with sourcing the optimal system or systems strategically, as well as keeping costs down through standardisation also.

Addressing the Challenges of Event Technology

In addition to that, there are many other areas that organisers typically struggle with that could be addressed by working with an event technologist also:

  • Creating different registration paths – clients, staff, speakers, management and VIPs all may need to have customised registration processes, which can be time-consuming to understand and configure it also
  • Accommodation – hotel rooms may be allocated, but additional nights before and after the event dates (shoulder nights) may require payment by the delegate as well. Setting up inventory for these days and collecting payment can be complex also
  • Importing data – most systems provide templates to import data, ostensibly making it easy to structure your data ahead of an import. However, the data you have may not be in the right format like – e.g., your data has the full name, but the template has different fields for first name and last name (or vice versa). Or you may be missing a mandatory field as well. In reality, a data import often requires a lot of Excel time (and skills) and repeated import attempts before a successful data import also
  • Event communications – from ‘Save the Date’ emails to post-event feedback, event emails can be automated also. However, creating different email templates and understanding all the ‘data tags’ is not easy, nor is to set up all the automation workflows as well

Website images – getting all images the right size (both in pixel size and byte size) requires some basic image resizing knowledge and understanding the difference between as wel .png, .jpg and .gif. One common problem is to get a logo just the right size (possibly with space around it) so it renders correctly on any device or screen size also at Best event management companies in Madhya Pradesh, Event management companies in Madhya Pradesh.

 

 

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