Event technology continues to evolve at an exponential rate. With myriad new software and applications touted as the next big thing, it’s hard to know which event tech trends are worth paying attention to. One thing we know for sure is that event technology will continue to change the face of events as we know them – for the better. We’re hedging our bets on the following five trends that are shaping events around the globe.

Event tech trend # 1: Apps are the order of the day

Bespoke apps created specifically for an event were, until recently, a luxury few brands could afford. Just like Uber, Order In and Uber Eats have become commonplace; event apps will soon be too. The most obvious benefit of an event app is that it encourages engagement (another event tech buzzword that we’ll get to in a bit) In addition, you can gamify data collection and present it in a way that’s user-friendly to boot. From simplifying the check-in and registration process to collecting crucial guest data, bespoke event apps will not only enhance the guest experience – but that of event managers too.

Event tech trend # 2: Virtual payments will become de rigueur

Your guests are already using cashless payment systems like Snapscan, FlickPay, Master Pass and the like. While virtual wallets have been popping up at events like Kamers and the KKNK, they’ll soon become the industry’s preferred method for financial transactions at both corporate and commercial events. You can also expect virtual payments at events to move beyond the virtual wallet: last year saw the launch of Mastercard’s ‘Selfie Pay’, a system which uses facial recognition. The app has been rolled out in various European countries, with plans to launch in SA in the coming months.

Event tech trend # 3: Social media makes live streaming events easier than ever

Social media behemoths Facebook, Instagram and Twitter’s Periscope embraced the power of video and launched live streaming options at the end of last year, making what was previously a costly and complicated task as easy as opening your smartphone’s camera. Live streaming your event not only increases exposure, but also connects guests and speakers who would otherwise be separated by geographical boundaries. As well as being able to broadcast your event around the globe with the swipe of a screen, live video will also act as an add-on to other digital content, further enhancing the overall experience. As event attendees come to expect video on demand from events, robust on-site wifi connections will become more important than ever.

Event tech trend # 4: Attendee engagement will become an increasingly important metric

As this article from Corbin Ball & Co. points out, the more engaged your guests are with your event, the higher the resulting ROI. As such, brands will increasingly focus on engagement levels, measuring metrics from a number of engagement facilitating technologies and sources. These include social media sentiment and activity, on-site and mobile surveys and polls, event app analytics, live streaming apps, event registration software and more.

Event tech trend # 5: Data analytics will come to the fore

We’ve written a lot about how the right data is crucial to successfully using your events as a potent marketing tool. 2017 will see increased advances in the use of data analytics to improve your guests’ experience, as well as the way you interact with them. There are myriad ways to go about collecting all-important attendee information, from event apps and RSVP software to mobile polls and surveys and social media. It’ll become increasingly easier to integrate and analyse data from multiple sources thanks to advanced cloud-based systems and robust, custom built APIs (like our very own RSVP software) Possibly one of the biggest advantages of integrated event software will be the ease with which brands can calculate event ROI – a task that has been notoriously difficult to do.

We’re excited to see what else the future holds for the events industry!

Download our brochure to learn more about our RSVP software that streamlines the RSVP process and gathers crucial guest data.


Event-technology-Rsvp-1.jpgFrom being tasked by a client to organise an in-flight tattoo artist for guests winging their way to an event, to crazy, last-minute requests for a snow machine at a celebrity party – event planners have probably seen and heard it all. This is why, to best keep track with their clients’ evolving expectations and needs, event organisers need to keep their mad planning skills, contact network and event management tools as current and adaptable as possible.

 

Each corporate event is unique, so event organisers need tools that easily adapt to their planning requirements

This is what makes customisable event technologies so great: event planners don’t necessarily have to find new technologies or do a complete overhaul of their existing event planning tools to fulfil a corporate client’s unique requests. Instead, new functionalities can be built into existing event technologies to improve and streamline the event planning process.

At the beginning of 2014, for example, The RSVP Agency decided to add several new functional elements to our event management software services. This included the development of an iPad-based registration application to integrate into our invitation management system and simplify the on-the-day event registration process.

We also added a new event referral feature that allows invited guests to easily invite their own clients and contacts to an important event; here, email forwards and responses are tracked in the back-end of our system so that event planners can have an accurate and real-time record of guest list numbers and guests’ details.

It’s important to be aware of clients’ pain points to develop the most appropriate digital solutions possible

In the event tech industry, it’s good to repeatedly revisit the proverbial drawing board to keep a finger on the pulse of what’s hip and happening in the field.

The RSVP Agency recognised that our clients needed to collect different information from their event guests (depending on the type of event and its location and purpose) and a ‘one-size-fits-all’ approach to data capturing wasn’t going to cut it. So, in 2016, we’ve added conditional drop downs to our online event registration form fields. Our online registration forms can now be built to specification to collect the exact guest information that our clients need for the event planning process.

For example, conditional drop downs can be developed to prompt guests to select their mode of transport, capture their preferred travel dates and times, and choose where they would like to stay during the course of the event. This data can then be used by event planners, and their associated travel agents, to book flights, arrange guests’ airport or bus transfers, and make plans for guests’ accommodation.

For more information about our complete event management software solution, download our Event Technology guide below.

Image Credit: pexels.com


What is Professional RSVP?

What makes a successful event? Is it champagne and sushi served on silver trays, goody bags, or an upmarket venue? While all of these factors certainly do contribute to an event’s success; something much more important (yet often overlooked) actually makes or breaks an event – how many people attend.

Getting people to attend your event

Enticing the right guests to attend your event is crucial – you don’t just want numbers, but people who are genuinely interested in what you have to offer and who are more likely to become brand advocates. So how do you ensure your email invitations are delivered and opened?

  • Create an initial guest list from your database
  • Invite more than the number of people you expect to attend to accommodate for dropouts. Bear in mind that the dropout rate can range from 40-70%. A good rule of thumb is to over-invite by 40% for paid events and by 60% for free events
  • Scour your contacts on social media sites. Invite anyone amongst your Twitter followers, LinkedIn connections, or Facebook friends/fans whom you may not know personally but with whom you’d like to connect and who you feel might benefit from learning about your brand offering
  • In your communications, emphasise why it’s important or beneficial to attend your event
  • Choose the date, day and time of your event wisely. Take into consideration factors like peak-hour traffic, religious days, sporting events, and time of year.

The RSVP

One of the best ways to up attendance at your event is to correctly manage your RSVPs. At the end of every invitation, you’ll see the letters RSVP – an abbreviation for the French, repondez s’il vous plaît (please reply). This is a polite call to action, asking your invitees to let you know whether or not they’ll be attending your event.

Although it’s etiquette to inform people if you can or cannot attend, unfortunately, in these busy times, it often not top of mind. In fact, in the haze of correspondence they receive on a daily basis, they may forget about your invitation altogether!

That’s why it’s important to manage your RSVPs by following up and getting in touch with invitees to remind them about your event and confirm their attendance. We have come up with the term ‘eventtiquette’ – the RSVP Agency term for event best practices and politeness.

Professional RSVP

Managing RSVPs can be difficult – some people will RSVP by telephone, some in person, some by email, and others via social media networks. Manually pulling all these RSVPs together and placing them into an Excel spreadsheet or writing them up in a notebook is a time-consuming and a labour-intensive chore.

If only there was an easier way!

Fortunately, there is: a web based invitation and event management software platform from The RSVP Agency. The RSVP Agency’s event registration service streamlines the process, maximising your event by ensuring the highest possible guest acceptance rate and freeing up your time so that you can focus your energies on producing the best possible event.

Events management tool

This easy-to use events management tool is an online software system which manages the entire RSVP process, right from save-the-date, to onsite registration. Amongst other things, this professional RSVP service, allows you to create multiple guest lists (for which you can customise communications), personalised invitations, send reminders via email and SMS, automatically integrate the event to attendees’ calendars, and upload and download guest information to a spreadsheet.

Knowing your delegates preferences and needs is critical to successful event planning; and to do this, you need an RSVP system that ensures comprehensive and accurate guest list information that is easily captured during the invitation phase. No event planner should be without this indispensable event management system. Contact The RSVP Agency today to find out more about how you can make RSVPs work for you.