How Can Technology Improve Event Management Efficiency

Events, conferences, and meetings are becoming increasingly detailed experiences. And event managers are searching for modern solutions that will help them to keep up with the heightened expectations of attendees. They’re also finding new technologies that can help them overcome the ever-present issues of doing more work while being time-pressed and having a low-budget.

As such, event planners are using more and more innovative event management technologies to assist them in their work, and for a good reason. According to studies, event technology adoption can increase productivity by 27%, increase attendance by 20% and decrease event costs by as much as 30%.

All these innovations changed the landscape in which the industry leaders are inundated by new technologies and products on a day-to-day basis. Everyone is wondering where technology is going next and which investment will create the most ROI.

In this article, we will explain about new and old event technologies that will certainly have an impact on attendees and industry professionals alike.

Using big data

In the last few years, big data has become a hot topic in discussions. Gathering and interpreting huge amounts of information was never easier. But big data is most useful when used in the right way.

For instance, event managers can utilize Google Analytics to find out which online campaigns were most successful for influencing registrations or which were most discussed on social media.

There are also innovative options of tracking movements of attendees through Wi-Fi, iBeacons, GPS or low-energy Bluetooth to see which events they’re visiting. Or, event managers can send out surveys or second-screen solutions to find out the feelings and actions of attendees before, during and after the event. There also available platforms for acquiring and analyzing real-time data to see in which events are attendees and sponsors most interested.

Managing Attendees

Marking late arrivals and managing visitors time of arrival was never easier. New technologies can improve the management of attendees, their time of arrival, entry points and time of leaving the event.

Innovative visitor management app allows you to receive live notifications about your visitor’s time of arrival. These notifications include useful information such as the visitors’ contact details and photo, while other notifications, either through an Email or SMS, give you the ability to sign out visitor once they leave the event. Its benefits are obvious – visitors get to enjoy the reduced wait time and fast and efficient greeting on arrival.

Some of these apps even include VIP and Security Alerts. You get to highlight certain individuals as VIP’s and receive notifications about their arrival in real time. With these new technologies, it becomes much easier to see who is on site and when. Your staff will have an easier time to administer visitors in a more efficient manner.

Mapping Projections

Projections mapping is about creating an augmented reality experience through using projectors. While usual projectors cast pictures on flat screens, with projection mapping you have the option of projecting light onto any surface imaginable and turn everyday building and structures into 3D interactive displays.

This technology enables event managers to add beautiful transformational design elements into any space they would like. From stages to cars to landmarks, this innovative visual technology creates an efficient and cost-effective way to create optical illusions in any event location possible.

Since there are no clear boundaries of what you can do with project mapping, event managers are able to stretch their imagination and create inventive modern displays. Whether it’s a social media wall, a map of convention booths or an interactive art display, the technology is flexible enough to create a variety of displays – that can be used everywhere, from meeting and conferences to concerts and parties.

Increased Networking Capabilities

Social media can be applied to many fields of event managing. Social media makes it simpler for attendees to share their feelings of an event, while event managers can receive feedback from attendees more efficiently. Thus, you can use social media as a feedback system for improving future events.

Besides this, social media marketing is a great way of advertising any event. With social media people around the globe can be easily reached, a task that would be impossible without it and the Internet. Attendees are also able to share the event with other people, creating an almost free advertising platform.

You can also use email marketing for event promotion. When email marketing is combined with marketing automation, you have the option of sending more personalized emails about the event to attendees.

 

Event management technologies can save time, money and efforts of event managers while enhancing the experience of attendees. Your work requires fewer efforts thus giving you time to focus on the core part of the event. These technologies can help with all aspects of event managing from managing the attendees time of arrival, their satisfaction levels to receiving proper feedback, so make sure to test at least some of them for your next event.

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How to Create Eye-Grabbing Posters [Infographic]

Venngage Infographics Templates

As an HR professional, you probably don’t have a whole lot of graphic design experience.

But with so much attention being given to the benefits of visual modes of communication, it’s worth it to try your hand at some design. After all, many companies don’t have an in-house graphic designer handy for quick projects like posters and handouts.

Say your team is planning a workplace event. You could seek out an external designer but that will be time consuming and costlier than if you were to just design the poster yourself. Even if you’re not a designer by vocation, you can still create beautiful poster designs.

All you need is an understanding of some basic principles of design and a bit of practice.

It also helps if you start with a template, especially if you’ve never designed anything before. There are plenty of sites offering poster templates. 

Here are the four main things you need to keep in mind when designing a poster.

Create a hierarchy of information

Because the purpose of an event poster is to get the attention of passers-by and to inform them about an event, you don’t need a lot of text. Generally, all you need to include is:

  1. Name of event.
  2. Company or department title.
  3. Short description of the event or a catchy tagline.
  4. Date and time of the event.
  5. Location of event.
  6. If necessary, where they can find more information (like a website or social media page).

Grab readers’ attention with a beautiful design

There are a couple of easy hacks for creating a beautiful design that you can keep in your back pocket.

  1. Make the title the focus of the poster. Use a bold, easy to read font, big sized enough to read from a few meters away.
  2. Use one focal image. The image should be bright and not have too many small details that will be hard to see from far away.
  3. Pick a color scheme that communicates the mood of the event.
  4. Use borders to section information.
  5. Leave ample negative space (space between design elements) so that your poster design isn’t cluttered.

Design specifically for print

If you’re designing your poster to pin it up on a wall, there are a couple of print-specific tips to keep in mind:

  1. Use CMYK colors, since printers print in CMYK color palettes.
  2. Design your poster for a standard A1-A5 printer paper, so it will be cheaper and easier to print.
  3. Export your image in a high resolution; no less than 300 dpi.
  4. Set crop marks to accommodate bleed (when your design touches the edge of the page).

Design specifically for email

There are less restrictions when designing to web.

The most important thing to consider is the size of the image. An image that is too big will be annoying to receive in, say, an email.When in doubt, an 1080 x 1080 dpi square is a safe size.

You also have the option of animating your poster! An easy way to animate your design is to create a series of images with different colored background and to turn the image series into a GIF.

This infographic walks you through the steps for creating a beautiful poster:

Event Poster

Event Poster Design | Infographics


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