Event Planning 2.0: How Technology Has Changed the Face of Event Organizing

June 19, 2017

Himani Sheth

Himani Sheth is a marketing executive for Hubilo, an Event Automation Platform that helps event planners organize events in a more efficient and tech-savvy manner.

From big trades to trivial activities such as grocery shopping, technology has made its way into our daily lives and it’s here to stay. One such field that has embraced the technological revolution is event planning.

Technology has changed the way events are planned, executed and managed. The past decade has seen multiple innovations, some bordering on brilliant that have completely transformed, and in a way, simplified the way we execute events and how attendees see them.

Here are five ways technology has transformed event planning.

1.     Event Automation

Event automation is a boon to event planners. Taking traditional event management software to the next level, event automation tools help automate multiple aspects of event planning including the creation of event websites, registrations, e-mail marketing campaigns, social media marketing as well as feedback.

Such tools also help in keeping track of the event management process with the help of reliable metrics. An additional bonus to event automation is the ability to customize. Hence, event automation makes life really simple and convenient for event planners while facilitating personalization and event branding.

2.     Simplification Through Mobile Apps

Event technology has led to the elimination of a lot of earlier complications in traditional event planning and has simplified many aspects of the process, such as registrations, event schedule, navigation, etc. Pen and paper registration forms, printed schedules and paper maps are all passé.

Event bots are also a fast-emerging trend in event apps. For example, the event app for the 20th E-governance conference held in India last January had a virtual assistant integrated within the app that guided attendees based on their profile in terms of whom to meet, which booth to check out, etc., thus making their experience easier and more convenient.

3.     Active Interaction

Virtual reality concepts at trade shows have been known to generate a lot of interest from planners and audiences equally. Beacons can also be used to make the event even more interactive and personalized. When an attendee passes by a booth where beacons are installed, an exhibitor can access certain information about them with the help of a Bluetooth-enabled device.

For example, beacons were used at the 2016 GSMA Mobile World Congress in various innovative ways, including one that led attendees to premium exhibitor stands.

Beacons can also help in the geo-tagging of attendees. Thus, the attendees can be actively engaged in the events in a more personal way.

4.     Near-Field Communication System

Near-field communication (NFC) is a major technological innovation. As a wireless system that allows the exchange of information between two devices, NFC can be incorporated into events via wearable gadgets.

NFC can also help events avoid the hassle of security checks, payments and entry verification via simple NFC-enabled digital bands that can be beeped at the show’s entrance, thus handling all those complex processes in one go.

5.     Targeted Promotion

Geo-filters help event planners promote their events to a specific audience at a specific location. For example, an event in New York City can advertise through multiple digital and social media platforms within that city using geo-filters.

Apart from this, it is possible to target selective audiences based on their interests using their social media profiles, through which planners can get data on potential attendees that may be interested in their events and advertise accordingly.

This is just the tip of the iceberg. Technology is bringing about the revolution and the only constant is change.

Add new comment

Partner Voices
Overview: The award-winning Orange County Convention Center (OCCC) goes the extra mile to make every day extraordinary by offering customer service excellence and industry-leading partnerships. From their dedicated in-house Rigging team to their robust Exhibitor Services, The Center of Hospitality brings your imagination to life by helping you host unforgettable meetings and events. With more than 2 million square feet of exhibit space, world-class services and a dream destination, we are committed to making even the most ambitious conventions a reality. In October 2023, the Orange County Board of County Commissioners voted to approve allocating Tourist Development Tax funding for the $560 million Phase 5A completion of the OCCC. The Convention Way Grand Concourse project will include enhancements to the North-South Building, featuring an additional 60,000 square feet of meeting space, an 80,000- square-foot ballroom and new entry to the North-South Building along Convention Way. “We are thrilled to begin work on completing our North-South Building which will allow us to meet the growing needs of our clients,” said OCCC Executive Director Mark Tester. “As an economic driver for the community, this project will provide the Center with connectivity and meeting space to host more events and continue to infuse the local economy with new money and expanding business opportunities.” Amenities: The Center of Hospitality goes above and beyond by offering world-class customer service and industry-leading partnerships. From the largest convention center Wi-Fi network to custom LAN/WAN design, the Center takes pride in enhancing exhibitor and customer experience.  The OCCC is the exclusive provider of electricity (24-hour power at no additional cost), aerial rigging and lighting, water, natural gas and propane, compressed air, and cable TV services. Convenience The Center is at the epicenter of the destination, with an abundance of hotels, restaurants, and attractions within walking distance. Pedestrian bridges connect both buildings to more than 5,200 rooms and is within a 15-minute drive from the Orlando International Airport. The convenience of the location goes hand-in-hand with top notch service to help meet an event’s every need. Gold Key Members The OCCC’s Gold Key Members represent the best of the best when it comes to exceptional service and exclusive benefits for clients, exhibitors and guests. The Center’s Gold Key memberships with Universal Orlando Resort, SeaWorld Orlando and Walt Disney World greatly enhance meeting planner and attendee experiences offering world-renowned venues, immersive experiences and creative resources for their events. OCCC Events: This fiscal year, the OCCC is projected to host 168 events, 1.7 million attendees, and $2.9 billion in economic impact.  The Center’s top five events during their 2022-2023 fiscal year included:  AAU Jr. National Volleyball Championships 2023 200,000 Attendees $257 Million in Economic Impact MEGACON 2023 160,000 Attendees $205 Million in Economic Impact Open Championship Series 2023 69,500 Attendees $89 Million in Economic Impact Sunshine Classic 2023 42,000 Attendees $54 Million in Economic Impact Premiere Orlando 2023 42,000 Attendees $108 Million in Economic Impact