12 Benefits of using event technology

Are you ready to make your event planning a breeze? Whether you’re organizing a large-scale conference or an intimate meetup, utilizing event technology is a great way to manage and keep track of your speakers.  

In this blog post, we’ll discuss 12 benefits of technology to improve the overall event experience, making it easier for all involved.  

Buckle up and get ready to explore the advantages of why investing in tech for events can help streamline processes and take the stress off your plate! 

What is event technology? 

For those who are unaware, event technology uses various digital tools and applications to help plan, execute and evaluate successful events. Event technology has transformed the landscape from QR codes for check-in to interactive applications that you can use to gain real-time insights from attendees or polls. 

It enables organizers to understand audience needs and behaviors better. Technology also saves time and money, heighten engagement levels, and create memorable experiences for participants. Event technology is here to stay as it evolves with today’s ever-changing technologies. 

How can you leverage event technology to manage your speakers? Let’s explore all the 12 benefits of event technology below. 

Benefits of event technology 

What will you get when you leverage event technology? Here are 12 benefits that you should know about.

1. Streamlined conference Management

Event technology can streamline your conference management process. In addition, it makes it easier to keep track of and actively engaging with your speakers much more accessible. 

With event tech, you’ll be able to create a seamless system for managing information, documents, and communications with your speakers. There’s no need for complex and time-consuming processes. 

Tracking

Instead, you can use tech to track the progress of every speaker at your confernece quickly and easily. 

Event technology can also provide added convenience by making data entry from multiple sources easy. It allows you to spend less time on administrative tasks and more time ensuring that each individual is engaged in their speaking role.

2. Automated communication

Automated communication is another perk you’ll get with event technology. 

With automated communication, event organizers can send out customized messages to all in advance about their day-of schedule and travel plans. This ensures that all are on the same page regarding what is expected during the event. 

Also, automated communication helps to streamline administrative tasks such as collecting speaker bios and headshots. By using automated communication systems, event planners no longer have to manually follow up. They can spend their time elsewhere.

3. Improved event scheduling

Using event technology to manage an event can help improve event scheduling in multiple ways.  

Event planners can track speaker availability, create detailed agendas for each event day, and customize the schedule for various sessions or breakouts. 

Continued automation

With automated alerts for changes or updates, event organizers can ensure that their speakers have all the necessary information when scheduling their time. This helps ensure speakers’ schedules run smoothly and efficiently while avoiding any potential last-minute scrambling. 

4. Reduced budgetary overhead

Managing multiple speakers for an event can significantly drain your budget. How many hours have you spent manually entering data into spreadsheets or dealing with endless email chains? 

With event tech, all that information is stored in one centralized location. Ultimately, this means less time you have to spend completing administrative tasks and more time you can dedicate to managing your speakers.  

Plus, those manual processes often lead to costly errors that could have been avoided had they been automated.

5. Easier access to documents

As we said, with event technology, all your speakers’ information is stored in one place. Some information you can store includes: 

• Contact information 
• Documents 
• Bios
• Headshots 

This makes it easier than ever for you to quickly locate whatever document or piece of data you need. In turn, minimizing the need to search through stacks of folders or emails.  

You don’t need to worry about misplacing key documents either since everything is stored securely in the cloud-based system — it’s always accessible when needed!

6. Increased engagement opportunities

Event technology offers an innovative solution for those struggling to connect with remote or international speakers. By providing a platform for clear communication between all parties, managing speakers becomes much simpler and more efficient. 

Foster relationships

Not only does this give event organizers a chance to stay in touch with their speakers, but it also allows presenters to foster relationships with other event staff members.  

In addition, its easy-to-use feedback systems to enable every speaker to share their thoughts on their event experience. Improving engagement levels, sets the stage for a smoother, more positive atmosphere for the entire conference.

7. Enhanced collaboration between speakers and planners

Enhanced collaboration is another key benefit you’ll get from event tech. 

The benefits of technology make it easy for planners and speakers to collaborate in real-time on conference details such as: 

• Presentation topics 
• Travel arrangements 
• Engagements 

Using this platform makes it easier for planners to track who needs what information and when and respond quickly to any questions or changes from their speakers. 

In addition, each speaker will have access to a personalized dashboard where they can view all their details in one place — relieving them of having to go back and forth between emails or different websites.

8. More efficient onboarding process

Utilizing event technology for onboarding speakers has multiple benefits that can save time and money.  

For starters, event technology can automate the components needed to prepare the speaker for their engagement. 

Automation

This includes creating digital marketing materials, collecting any additional information, setting up registration pages, and informing attendees about the event details. All the while, eliminating much of the cumbersome paperwork associated with traditional onboarding processes. 

Attendees

Event tech-savvy attendees also benefit from this streamlined process as they can expect timely updates on last-minute changes and other essential notifications delivered straight to their phones and inboxes. 

Furthermore, incorporating event technology into your onboarding process is the best way to ensure your speakers are efficiently prepared while your guests remain up to date — all without any headaches!

9. Greater accuracy in conference program content

When organizing a successful conference, the last thing you want is for something to go wrong. 

That’s why event technology is essential — it gives you peace of mind by keeping everything in one central location, accessible at all times. 

No more worrying about whether those last-minute changes made it into the printed program. If something needs to be updated or amended, simply access and change the automated system! It’s reliable, secure, professional, and efficient.

10. Seamless payment processing

Speakers often come to events expecting honorariums, but processing these payments can be complicated. 

With traditional payment processing methods, this can often become a hassle as it requires multiple steps, such as bank transfers or checks. 

However, with the benefits of technology and integrated payment features, you can streamline this process and easily manage payment processing for honorariums within the same platform. 

This eliminates the need for extra steps and paperwork while ensuring that your speakers get paid on time without hassle!

11. Better overall event experience

Another great benefit of using event technology is that it helps make sure your entire event runs smoothly from start to finish. With integrated tools like speaker profiles and message boards, you can easily track each speaker’s information and communicate with them directly within the platform. 

No suprises

This ensures everyone is on the same page so that when it comes time for your event, you don’t have any last-minute surprises or hiccups! In addition, you can use these features to ensure that all speakers are prepared beforehand by providing them with any necessary materials ahead of time.

12. Optimized prep time before events

Event planning can be daunting, so it’s a bonus when technology can help make life easier for the people in charge. 

Before the event, speakers can quickly and easily submit their presentations through speaker management software — making it easier than ever for event planners to review and approve them with plenty of time to spare. 

That’s a win-win situation — freeing up time you would have spent hunting down those presentations so that it can be devoted to tasks like marketing or logistics. 

Final Thoughts 

With so many events requiring management, event technology allows you to relieve the stress associated with managing multiple aspects of a conference. Adopting the right technology and creating an excellent experience can make your event even more successful.  

Event technology makes managing those events more accessible and efficient than ever. It helps streamline processes from booking and check-in to auditing. 

We encourage you to explore event technology as an essential part of being an effective event manager. 

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