What Digital Tools Are Available for Events

The digital development we have seen in recent years has definitely found its way into most industries, not least the event industry. Here we have seen major changes in both how we organize events and what possibilities exist for managing participants or how to maximize the event experience. By reviewing the possibilities for using digital tools for your next event, you can definitely take your event to new heights. We have compiled a summary of the digital tools that have become increasingly established and the benefits they bring.

Planning Tools

You will be able to save a lot of time and streamline your work by finding a complete planning tool you are comfortable with. Previously, event agencies bought expensive systems to manage and plan their events, but it has become increasingly common for less experienced event planners who may not book and manage events as frequently in their work to also use various tools. With a good digital planning tool, you will be able to gather all information and communication in one place, minimizing the work of informing suppliers or searching for information in various spreadsheets. A good digital tool for planning your event also enables an invaluable overview of all parts of your event, from budget to information about participants, seating arrangements, or other event details.

Participant Management

Digital tools for participant management were primarily created to facilitate larger trade fairs and congresses but have quickly expanded to be used even for conferences or meetings. Participant management includes all interaction with the guest before, during, and after the event. It can initially involve inviting guests and collecting information about everything from arrival times to dietary requirements, but also informing guests about logistics, speakers, or directions. Digital tools for participant management also greatly streamline and facilitate guest arrival. This step is a common bottleneck, and now the guest can, for example, have access to the ticket on their phone and easily check in at the event with a QR code. There are also many digital tools for participant management during the event, such as a polling app for voting or an event app where you can ask questions to a speaker directly from your phone.

Social Activation

During the event, there is a lot of fun you can do with the help of various digital tools, and it is really only creativity that sets the limits. You can, for example, build a company-customized mobile game with different stations where guests check in and answer questions or vote. You could also let guests at a trade fair check in at each booth to get more information about the company. You can also set up larger screens or similar for social activation, such as competitions and games or a photo booth where guests can take pictures of themselves and post on social media for positive exposure of your event.

Evaluation

To evaluate an event, it is important to find a way to collect data. Only then can we determine what we need to develop and improve for the next event, as well as what we can feel confident about. We need to know whether the event met our set goals and how the participants experienced it. There are many digital solutions for collecting and compiling data before, during, and after the event.