Friday, September 27, 2013

6 Must Have Technologies For Every Event Planner

When you casually go up to an event planner to ask about the kind of technology they use in their events, their expected reply would be the use of big screens, or projectors during the events. Certainly, those things are important, but when it comes to the technology of event planning, they have just reached the 'tip of the iceberg'!
Sadly, several event planners (apart from those who are tech savvy) shy away at the mere mention of the word 'technology'. They may be aware of some new technologies, but they do not make use of them on a regular basis; thereby, missing out on some remarkable opportunities.
The downside being, if you do not embrace the current trends of technology for all your events and stage systems, your audience, or clients will dig for ways to use the technology on their own! So, the sooner you befriend technology; better chances of your event coming under the spotlight.
Let's look through the 6 technologies, which you need while planning your next event-
Before the start of your event, communicate with your speakers, via Google Hangout
It is important to communicate your goals to the speaker (s), before the start of the event. Gone are the days when you used to interact through telephones, or emails. Now, Google Hangout is the latest trend, where up to ten people can gather for a video conferencing. This medium helps in building a rapport between the speaker(s) and the entire team.
Make use of social media to promote your event
As soon as your event nears the date, start tweeting about it on Twitter, and add cool and interesting status updates about the event on Facebook and LinkedIn. Splash interactive videos on the social media and garner publicity. It will encourage people to register and show up for the event.
Make mobile friendly event materials
Printed event materials are passé! Introduce your program and handouts on a PDF format. This will make it convenient for the audience to get the materials on their tablets, or smartphones. You can even create a mobile app for the event- an easier and less expensive way to get noticed.
Internet access is a must during the event
Several hotels provide free internet access, but some of them do not provide it for free in the conference rooms. Due to this, several event planners avoid the use of internet altogether. Big mistake! If your audience can't get access to the internet to post a tweet, or check their emails; soon enough, they will leave the conference room to do it- and possibly, they may never return. The sign of a great event is when the audience can interact and communicate freely with each other.
Implement an audience response system
It is a whole different ballgame to want the audience to participate. Leave the boring interaction techniques behind like raising your hand, or talking to the person next to you. Instead, use the audience response system, or the voting keypad system. Turning the passive audience into an active audience is the best way to make an event hit.
Keep the phones switched on during the event
Yes, you heard it right! Allow the audience to keep their smart phones switched on and encourage them to interact with the speaker through text messages. This will make the event spontaneous and alive. They can ask questions and get replies right away during the event.
Technology for an event must not be used just because it is trending, or it is cool. It must rather be used wisely to upgrade your stage systems and event management business. With technology, you can carve your route to an enhanced and successful event.

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