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Event Technology & Registration: A Guide to Selecting the Right Tools
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Event Technology & Registration: A Guide to Selecting the Right Tools

By October 30, 2024January 27th, 2025No Comments

Event Technology & Registration

A Guide to Selecting the Right Tools

by Nolan Frame, SHW Event Tech & Attendee Experience Manager

In the ever-evolving landscape of event management, choosing the right technology can be a game-changer. With countless options available, it’s crucial to make informed decisions that align with your event’s needs and your organization’s goals. Here’s a step-by-step guide to help you navigate the process of selecting event technology.

1. Define & Approve Your Requirements

Before diving into the sea of options, it’s essential to have a clear understanding of what you need from your event technology. Create a detailed list of requirements and ensure these are signed off by your executive team. This step is crucial because:

  • Feature Alignment: Each tool has its own set of features, strengths, and weaknesses. A comprehensive requirements list ensures you select a tool that meets your needs from the get-go. Examples of features to consider include:
      • Session Scanning: For tracking attendee participation and engagement.
      • Sponsorship Tools: To manage and showcase event sponsors effectively.
      • Exhibitor Portals: Providing exhibitors with a platform to manage their participation and interactions.
      • Streaming and Virtual Engagement: Essential for hybrid or fully virtual events.
      • Mobile Apps: Enhancing attendee experience with schedules, networking opportunities, and real-time updates.
      • Analytics and Reporting: For measuring event success and gathering actionable insights.
  • Cost Management: Adding capabilities later can be costly and complex. By having a detailed list, you can avoid unforeseen expenses and ensure the tool you choose is fit for purpose from the start.

2. Secure Your Budget Early

Understanding your budget early in the process can save a significant amount of time and streamline your decision-making. Here’s why:

  • Pricing Variability: Software and tool pricing can vary widely. Knowing your budget constraints upfront allows you to focus on solutions within your financial reach.
  • Efficient Selection: Having a clear budget helps narrow down your options quickly, ensuring you spend time evaluating only the tools that fit within your financial plan.

3. Consider the Impact of AI & Generative AI

AI and Generative AI are becoming ubiquitous in event technology, bringing both opportunities and risks that must be carefully considered when selecting a tool:

  • Potential Legal Risks: Generative AI tools require large datasets to train, and many of these datasets may include copyrighted material. If the provenance of AI-generated content cannot be tracked or credited, your business could face legal repercussions for copyright infringement, especially if AI-generated content replaces human-created content.
  • Data Privacy Concerns: Many AI tools continue to be trained using the data users input into them. This means anything you share with an AI tool could become part of its training data, potentially compromising confidentiality. It is critical to avoid sharing private, confidential, or personal data with AI tools, as this information may become the property of the tool’s developers.
  • Lack of Legal Guardrails: AI technology is still in its early stages, and legal frameworks guiding ethical use are not yet fully developed. Until stronger regulations are in place, it’s important to exercise caution regarding what data you share with AI tools and how you use AI-generated content.

4. Conduct a Thorough Vendor Assessment

Selecting the right vendor requires more than a cursory glance at their website. Here’s how to go above and beyond in your assessment:

  • Run a Full RFP: Engage in a detailed Request for Proposal (RFP) process. This allows you to gather extensive information about each potential vendor.
  • Involve Finance and IT: Your finance and IT departments play critical roles in assessing the viability and compatibility of the tools. Their input can help identify potential financial or technical issues.
  • Seek Client References: Ask vendors for client references and make the effort to call them. These conversations can provide invaluable insights into the vendor’s performance and reliability.

5. Assess the Financial Health of Shortlisted Companies

The event technology landscape has experienced significant upheaval, particularly during and after the pandemic. It’s vital to ensure that your chosen vendor is financially stable:

  • Review Financial Statements: If possible, review the vendor’s financial statements to assess their economic health.
  • Industry Reputation: Check industry news and reviews to see if there have been any recent concerns about the company.
  • Longevity and Stability: Choose a vendor with a proven track record and a stable business model to minimize the risk of disruption.

6. Get to Know Your Account Team

The success of your event technology implementation is heavily reliant on the support you receive from your vendor. Ensure you have a strong relationship with your account team:

  • Identify Key Contacts: Know who your primary points of contact are, their locations, and their roles within the company.
  • Understand Support Processes: Clarify the turnaround times for queries and the process for resolving issues. A responsive and knowledgeable account team can make a significant difference in the smooth running of your events.

Selecting the right event technology is a complex but crucial task. By defining your requirements, securing your budget, considering the impact of AI, conducting a thorough vendor assessment, ensuring the financial health of potential vendors, and building a strong relationship with your account team, you can make an informed decision that will support your event’s success.

At SHW, we have a dedicated team of Event Technology experts, like Nolan Frame, ready to guide you through the RFP process. We hold licenses with numerous event technology solutions, offering our clients a personalized event tech experience. Whether utilizing our tools or working directly with your existing solutions, we are here to augment your planning team and ensure your event’s success. Learn more about our Event Registration and Technology Services!