Stay ahead of shorter lead times with the latest technology trends.
Short lead times for event planners are here to stay, and the latest event tech emerging to manage every aspect of an event has helped ease off the pressure for planners. We look at some of the latest technology trends currently expanding the event planning template.
Venue Sourcing Tools
Shorter lead times are ramping up pressure for planners to cast the net wider when sourcing the perfect venue at the right price. Simplifying the process with smarter filters and reports, venue sourcing platforms are continually evolving to help planners secure an event space early with extra breathing room to move ahead in the planning. Venue sourcing tools are now making RFP processes particularly easier to work with by automatically drawing side-by-side comparisons for all bids while calculating costs and savings for users to make the best decision. Notes and reviews on each venue submitted by other planners can also be viewed, providing first-hand information otherwise undisclosed by the venue holder.
Event Diagramming Programs
With the right venue booked in, mapping out the entire event with diagramming software will keep up the pace of planning while helping to maximise bookings and improve coordination between all event managing teams. With easy options ranging from drag and drop diagramming and seating software to 3D walkthroughs, diagramming tools can draw up accurate floor plans quickly while using VR to visualise even the smaller details such as where microphones, speakers, and signage will be placed in the chosen event space. Now available as a cloud- based tool supporting multiple language, this tech also draws advantages for international teams or travelling colleagues who can access the diagrams on the move.
Speaker Management Systems
An integral part of modern marketing automation software programmes, digital speak management tools are also streamlining the time-consuming process of coordinating and managing speaker sessions. Compatible for keynote speakers to upload their own bio, images, and speech content, the software eliminates any incorrect details or last-minute confusions while allowing planners to supply all necessary information about the event to help the guest prepare. Speaker’s website pages can also now be uploaded to the event website and mobile optimised for a better user experience for prospective delegates browsing on smart phones.
Data Visualisation Reports
Reconciling data from multiple sources, the latest data visualisation tools can now automatically crunch event metrics and generate their own compact and easy to understand reports on event progress and performance, beating the usual time consuming and error prone process of submitting reports manually via a standard spreadsheet. By capturing data on all areas of the planning process, including registration figures, marketing emails, and audience surveys, visualising the information clearly also guarantees planners more visibility and control over their meetings and event ROI in real time. Consistent data reports can now also be seamlessly fed back to colleagues during larger projects where multiple teams need to stay in the loop during the event planning process.