pexels-photo-rsvp-event.jpgWhy do event managers at big corporates, like Momentum, and boutique events management companies, like Lucky No.8, prefer to use our corporate event planning software for their events? We believe it’s because our carefully designed software solution provides top event planners with a single platform from which they can execute and track many of their core event planning activities.

What would an event be without the right guests?

We make the design and distribution of event invitations as simple and easy a process as possible; our corporate event planning software allows event professionals to automate the distribution of their professionally designed event invitations. In this way, event planners ensure that the right people receive their invitations – at the right time.

Once invitations have been sent, our software allows event planners to track their guests’ invitation declines or accepts, as well as email invitation bounce rates, and ‘out of office’ notifications. Event planners can access the backend of RSVP software to see these accept and declines and affect their own call downs to ensure that no guest can slip through the cracks. Consultants who make these calls are well briefed on all your event’s details and capture additional information learned from guests during these calls to ensure that your database up to date.

According to Momentum’s Events and Sponsorship Manager, Denise Pillay, “the back-end of the tool is simple to understand and navigate when you need to make relevant changes and manage your responses”.

What would an event be without up-to-date guest data?

Event planners can use our corporate event planning software to collect crucial information from their invited guests prior to their event. This includes each guest’s unique accommodation, travel and catering needs. Our system can also be used to send guests surveys for the collection of additional data.

Automated emails walk guests through the registration process and prompt them to book their accommodation, capture their travel details and pay for the event, where necessary, using their prefered means of payment. Once this information is securely captured and stored in our database, selected travel agents are able to access this data to book flights for guests and organise their car rentals or airport transfers.

For Lebo Motswenyane, the Managing Director of Lucky No.8, this meant she was able to organise guests travelling from six different continents to attend the 2016 AfroCentric Achiever Awards. Lebo shared with us that, for her, the tracking of guest responses and our additional survey option was one of the key features of our corporate event planning software.

What would an event be without automated reporting?

We know that event planners need to have access to real-time figures. This is why we provide a custom-built and automated reporting structure that can be formated to each client’s needs. Our clients can specify how often they want their status reports spooled and sent to them, and what information they want reporting on.

What would a software product be without the necessary support?

The RSVP Agency’s project management team has been described as friendly, available and willing. We help you communicate key information to your guests and our professional team of hosts and hostesses help you with the hosting of your event and the handling of your event’s registration process.

Download our brochure for more information about the RSVP Agency’s Event Management Software

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apple-camera-desk-office-rsvp-internet.jpgHere’s a fascinating thought: one day, all our devices will be connected and internet-enabled through wireless networks. “Everything will be connected to everything”, says technology futurist, Jim Pinto, in his blog on theAutomation Internet of Things. And this will be true no matter the device’s operating system, network, or IP address scheme.

There’s more though. This wireless connection of devices – more commonly known as the Internet of Things (IoT) – doesn’t just include the connection of mobile devices, laptops, tablets or the likes. When Pinto says “everything”, he is referring to the connection of previously ‘passive’ objects too (like your toaster, garage door, or water sprinkler system in your garden) to turn them into smart devices that can send and receive data, and learn from and respond to the information that they collect.

And, as a blog by The Content Strategist points out, this means that,“[w]ith sensors, [any] product can go from being a tool to an actual medium of communication between the marketer and the consumer.” This sounds like an event marketer’s dream!

The IoT may have a while to go before it becomes an event planner’s daily reality – or does it?

With regard to the events industry, the IoT is bound to augment our event automation activities. This includes the ways in which we collect data about our guests’ interactions with our brand. Paired with existing event automation technology, the IoT can help further “automate, personalise and measure our event management and marketing activities” to increase leads, sales and revenue. This is according to information sourced from a Certain web page.

McDonald’s has already begun harnessing the power of the IoT to learn more about consumer behaviour

According to a blog by The Content Strategist, McDonald’s has already gotten in on the IoT action by partnering with a solution provider called Piper to develop an app that uses Bluetooth to send greeting messages to customers as they walk through a restaurant’s door. The same app pushes other information their way – like free coupons, surveys for them to complete, or quick Q&As for their response. The end goal for McDonalds is to gather data to monitor their consumers’ behaviour and to then put that data to good use for the brand.  

Event automation and smart devices working in tandem in the event’s space is already a reality

The IoT can be used to augment a business’ event automation processes. iBeacons, for example, are low-powered transmitters that make use of a device’s Bluetooth capabilities to push messages to guests and track their consumer behaviour.  At an event, iBeacons can be used to send direct messages to guests on their arrival to remind them to register, for example. The same technology then allows them to ‘check in’ via their mobile devices. Existing event automation and registration software then retrieves, confirms and completes this registration process.

Currently, The RSVP Agency’s event registration software uses QR codes unique to each guest to scan participants in at events using our iPad-based app. Guest’s information, captured during the online registration process prior to the event, can be embedded in these QR codes to help streamline the catering process and give them  their easier access to shuttle transport services, VIP venues, workshops and the likes. iBeacons take this functionality one step further by enabling a more continuous flow of communication between guests and the event organiser.

The idea is that, one day, event guests will attend your events and remain constantly connected to your brand and the event experience via their devices and the IoT. The IoT will become an integral part of your event automation activities.

Download our Event Technology guide for insights into how email invitation software can assist you with running your corporate events.

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laptop-mobile-event-RSVP-1.jpgDoes Event Management Software improve how Cape Town event planners organise, manage, control and host their events? While the title of this blog may seem a bold statement, actual research has been done on the subject to answer this very question, and, not surprising, the results of the research revealed that, yes, event planning software does improve the event planning experience. But the research also shows that an Event Management Software package needs to include certain features and functions for it to 100% optimise the event planning process.


How exactly has Event Management Software benefitted event planners in Cape Town?

According to the study done with five event planners in the Cape Town area, Event Management Software assisted them with automating their event registration processes and enabling them to send their guests bulk messages, either via SMS (text messaging) or email. This helped streamline their events’ overall communication processes. Research participants found that automating these manual tasks saved them a great deal of time, which they could then focus elsewhere.

Event management technology also helped event planners to reduce costs, as fewer staff were needed to perform certain administrative and design functions. An additional feature that was identified as beneficial was the storing of online data in one centralised database, which meant that information could be quickly and easily found. This had definite time-saving implications for event planners.

And where did research participants find room for improvement?

The event planners identified the following gaps in what Event Management Software had to offer them. They found that they:

  •  Weren’t able to customise communications between delegates and organisers as much as they would have liked
  •  Had trouble using the software to call up reports
  •  Found that the software had limited reporting features
  • Felt that the software needed to be more adaptable to planning different types of conferences

They also reported that the software had limited design capabilities, in that it couldn’t help with personalised designs, so many opted to design their artwork manually instead, both to work faster and create designs that were more specific to their needs.

How does the RSVP Agency’s Event Management Software address these identified gaps?

The RSVP Agency constantly updates its Event Management Software and tweaks its event services to meet the evolving needs of corporate event planners.

  • We offer a comprehensive design service that uses your business’ CI guidelines and event themes to create your personalised communications and electronic invitations.
  • Should you wish to use your own artwork or designs, these can easily be incorporated into all electronic communications. Our email invitation templates can accommodate any design to ensure that your guests are left with the best first impression possible.
  • Our online RSVP dashboard allows event planners to see live reports on guest responses to email invitations, and our software also allows you to track email invitation bounces or ‘out-of-office’ replies so that you know with whom you need to follow up.
  • We now offer our clients a custom-built reporting structure, with automated reporting, so that they can specify how often they want their status reports spooled and sent to them, and which information they want reporting on and by when. The backend of our online software system is directly accessible to our clients at any time, which means that they don’t have to rely as much on our services for checking invitation accepts or declines or to affect call downs.
  • Download our brochure for more information about our professional guest list management software solution for your upcoming corporate events.

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RSVP_-_ROI_event_meeting_Blog-1.jpgHow do meetings and events create value? In his online presentation on the subject, Dr Elling Hamso, of the Event ROI Institute, proposes that events only create value for guests when they have to DO something. In other words, stakeholder value is created when there is a change in participant behaviour thanks to them having attended your corporate event.

For your guests’ behaviour to change, you need to ensure that you’ve put (just enough) money where your mouth is

Event guests merely feeling or thinking something different does not mean that there has been behaviour change, or that stakeholder value has been created. Instead, guests have to “physically do something”, says Dr Hamso, either after the meeting or during it, for an event to have created value.

What’s more, for an event to be successful, stakeholders’ behaviour needs to be changed “at the lowest possible cost”, so that money isn’t wasted. According to Dr Hamso, money can either be lost if more is spent than is necessary, or if too little money is invested in an event for it to resonate and bring about the desired change in behaviour. The bottom line is that an event that has no proven ROI is a money- and time-wasting activity.

The Event ROI Institute has developed a few steps for ensuring an event sees a ROI

In his presentation, Dr Hamso provides a step-by-step approach for ensuring event ROI. This involves setting key objectives to know what needs to be done and which targets need to be reached to bring about behaviour change through your event experiences. When planning an event, you will need to set objectives for:

  • The event’s bottom line impact
  • The guest behaviour that will generate this impact
  • The learning experience that will change participant behaviour
  • The ideal learning environment to host this learning experience

Lastly, you will also need to identify the ideal target audience to invite to this learning experience, whose behaviour you want to change.

Measuring the success of an event starts with an honest assessment of your target audience and ends with measuring event ROI

Dr Hamso shares that for measuring event ROI you need to flip the above points on their head and start with an assessment of your target audience. Did the right people attend your event? If not, you may just have wasted a great deal of your company’s time and money.

Measuring the learning environment

The following questions can be used as a guideline for measuring the effectiveness of the learning environment you have created:

1. Was the learning environment hospitable enough?
2. Did the food and venue selection resonate with your guests?
3. Were guests satisfied with the content delivered?
4. Were their expectations met – did they learn and experience what they came to learn and experience?

Measuring the learning experience

According to the good Doctor, “behaviour will change only as a result of cognitive change”. After measuring the learning environment, event planners need to assess the learning experience that their event has offered their guests. Has the information about your company’s values, products, knowledge and skills been useful and valuable enough for it to be remembered and applied? Or did you just waste a whole lot of your attendees’ time with an inapplicable or boring information download?

Measuring impact

Your event’s impact is measured by what event guests then go on to do with their newfound knowledge. Ideally, you would want them to go out and buy your product, enlist your services and encourage others to do the same.

Measuring profit

“ROI is the profit as a percentage of the cost”, says Dr Hamso. Measuring event ROI (or profit) entails adding up all the impacts from your event and then subtracting the cost of your event. For this, you will need to know how to isolate the impact of your event from other in-house advertising or marketing activities that might be driving product sales or demand for your services.

Event professionals need to know how to monetise the outcomes of their events. In his presentation, Dr Hamso provides the example of better management being a positive behaviour change in participants from a management course they attended. Event organisers need to know how to assign ‘better management’ with monetary value to prove their event’s ROI.

Event management software can help event organisers measure impact and changes in client’s behaviour

Intelligent event management software allows for more streamlined event relationship management (ERM™) as it enables event managers to automate the gathering, storing and analysing of guest’s data to provide event managers with key insights into their ideal target market’s behaviour. These insights help event professionals create learning environments and learning experiences that resonate deeply with their guests and affect change in their behaviour.  

The RSVP Agency’s event management software, for example, allows for real-time updates of guests’ responses to automated electronic invitations (sent by the same software system), so that event organisers can correctly gauge the effectiveness of their email marketing and change their strategy accordingly.

Our software solution also allows event professionals to set up online surveys, before, during, or after the event, to gather insights into guest preferences, or valuable feedback about their learning experiences. Here, event participants can be asked directly about any changes in their behaviour after an event to assist event managers with measuring event ROI.

For more information about The RSVP Agency’s event management software solution, download our brochure.

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Top corporate event planners are either good at their jobs – brilliant, even – or they just aren’t. The brilliant ones know the value of each event for promoting their company’s corporate branding, and seem to have enough creative tricks up their sleeves to pull off experiences that resonate deeply, engage and impress.

Another key quality that successful event planners possess is their exceptional organisational skills. They are good at juggling the finer details, reassuring their clients or bosses that all is under control, delegating tasks, pushing back on ideas or requests when they have to – and they have effective time management skills.

In fact, effective time management skills are quite ‘up there’ on the professional expertise list for any event planner – because if you don’t know how to orchestrate your own work life and manage your own work commitments, then how could you possibly do it for your corporate events?

The good news is that there is an abundance of advice for those event planners who need to improve their time management skills

According to a Mind Tools blog, goal setting, prioritisation, managing interruptions, and minimising the chance of procrastination are key components of effective time management. We also add ‘appropriate technology’ to the list of measures that event planners can use to manage their time more efficiently.

Goal Setting

Setting daily, weekly and monthly goals is one way to ensure that you manage your time correctly. Goals should always be SMART: Specific, Measurable, Attainable, Realistic and Time-based. The best way to develop SMART goals is to write down a statement for each that reflects each letter of the acronym. For this, a Your Coach blog suggests asking yourself the following questions to flesh out each of your SMART goals and objectives:

  • What exactly do I want to achieve? 
  • What steps do I need to take to reach this goal?
  • By when will I need to achieve this goal? 
  • Who do I need to involve? 
  • What are the conditions and limitations for the task?
  •  Are there possible alternative ways of reaching my objectives?


Goals are prioritised according to their importance and urgency. Being able to appropriately prioritise a task involves the ability to understand relationships between different activities. How might one task affect another? How much time does one activity need compared to the next? Here, a simple project management tool may come in handy to set time frames and help event planners think through all the variables.

Managing Interruptions

Even if an event planner has all their ducks in a row, there are bound to be interruptions to their workflow and processes. This is the nature of life and event planning. Effective time management skills include the ability to reprioritise goals and tasks so that processes can still run to schedule. Again, a project management tool can be useful here to recalculate and set new time frames for a team. Working to a too tight schedule, which cannot accommodate such interruptions, is never a great idea, so event planners need to provide for wiggle room in all their planning for unforeseen interruptions and time delays.  


Just don’t’ is the advice here. Different personality types handle work pressure differently, though. Some people thrive on doing things last-minute, others may drag their feet because they don’t know how to get a job done, so an event planner needs to know themselves and their team members well enough to understand the different work styles and who to allocate to a task. Putting the right people on a job and delegating tasks according to each person’s strengths and preferences is one way to prevent any feet-dragging out of disinterest or lack of skill.


Effective time management skills can be augmented by using appropriate RSVP software for events. RSVP software can help corporate event planners streamline their online registration and guest management processes – freeing up more of their time to focus on achieving their goals.

The RSVP Agency’s Event Compliance Checklist is another tool that event planners can use in their event planning process to dot their i’s and cross their t’s – to prevent last minute emergencies by ensuring that they’ve properly followed event compliance procedures.

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Online-registration-software-4.jpgWhen it comes to choosing an online registration software solution that best suits their corporate event management needs, event planners are more than just a bit spoiled for choice these days. In fact, it’s probably safe to say that they are drowning in product options. For example, a search on the Capterra website for their top rated online registration software yields over 100 search results. How does an event organiser even begin to select the right platform for their event registration and planning requirements?

 We were a bit curious about this too, so we did a quick product comparison…

According to Capterra’s rating system, all the top online registration software solutions can do the following:

  • Manage guest attendance, contacts and event registrations
  • Support both online and onsite event registrations
  • Enable guests to self check-in at an event
  • Include a badge printing and badge management app
  • Provide online support to event managers throughout the event management process
  • Provide access to the necessary training documentation for clients to learn how to use the software

Features that are shared by some (but not all) products include:

  • A free product trial period to experience the software first hand
  • Cloud, mobile and web deployment – so that an event planner can access this planning tool across multiple devices
  • Targeted event email marketing
  • Calendar management – either through a plugin on a client’s event page or through a cloud-based system.
  • Secure and online payment processing
  • 24/7 live reporting via an online dashboard for event planners to access data in real-time
  • Surveys and feedback functions for pre- or post-event data collection

Depending on the type of package purchased, event planners could also expect the software to provide them with box office features for ticket sales and assist them with hotel and venue sourcing, advanced social media integration, ticket scanning, event budget management and post-event data reporting and analysis.

All of the above online registration software functions can save an event planner a great deal of time and money and should be enough to convince even the most cynical of critics to move their corporate event planning processes online.

The RSVP Agency’s dynamic event management software gives the competition a good run for its money

Our online registration software boasts many of the above mentioned functions and capabilities. It not only manages guest lists and handles online event registrations – it also automates email invitations and serves as a useful data collection tool for capturing guests’ information. All The RSVP Agency’s processes are POPI compliant, which means that our clients can trust us to protect their guests’ personal information at all times.

Our online registration software enables secure online payments and allows guests to place group orders for event-related stationery and supplies; it also walks guests through the accommodation and travel booking process.

The RSVP Agency’s support services further extend to include customised invitation design, call downs to clients who have not responded to email invitations, and iCal reminders to guests to attend the event.

Download our brochure to find out more about our locally-developed RSVP software for events.

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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.

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corporate-event-trends.jpgCorporate branding involves the communication and promotion of an organisation’s values, vision and culture – it’s ‘vibe’ – to inspire brand loyalty in their customers, employees, and stakeholders. Loyal brand ambassadors are ones who feel that a company’s ethos and culture aligns with theirs’.

In many ways, the public relate to and engage with a company’s brand as if it’s an actual personality. This is why the recent Volkswagen (VW) emissions scandal was so bad for business: VW was meant to be trustworthy, and the fact that the organisation (knowingly or unwittingly) deceived its customers was more scandalous than the flawed product itself. VW let its people down.

Positive sentiment towards an organisation’s brand ultimately drives sales, profit margins and a business’ overall success

This is why effective corporate branding strategies are so important. Marketing managers are responsible for developing an organisation’s corporate branding and, whether they like it or not, corporate events form part of this marketing strategy.

So, how do marketing managers plan and execute events so that these experiences strongly resonate with attendees and have a positive spin-off for their organisation’s corporate identity and brand?

1.Start at the beginning – it’s a good place to start

An interesting research article by Professor Simon Knox and David Bickerton suggests that getting back to the basics may just be part of the answer. Management (both in marketing and senior leadership) first needs to make sure that the company’s vision, culture and image are aligned so that they can correctly position the organisation’s brand. As management develops a better understanding of their organisation’s unique brand identity and image, they can then more effectively communicate this across the organisation – and beyond – through their brand management activities.

When it comes to running corporate events, a company’s corporate branding must be intentionally communicated through the type of event experiences that the business organises. An organisation’s core vision, culture, values and image need to be well represented at every point of engagement with event guests.

2.Work on articulating brand statements and ensuring brand consistency

When (re)constructing a brand, Knox and Bickerton recommend that a set of brand statements be developed to describe the organisation’s corporate branding position. This will help to develop a unified corporate language for an organisation’s formal and informal communications.

According to the Knox and Bickerton, consistency in communications is also key for effective corporate branding. Communication for corporate events needs to align with the company’s brand statements and style guide, and remain consistent in style and tone, to help build on (and not break down) what guests already know about the organisation’s brand identity.

In many ways, email invitation software is ideal for ensuring consistency in corporate branding communications: To find out more, download our Event Marketing Guide.

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event-management-software2.pngWhether it’s adjustments to program logistics or unexpected complications with vendors, last-minute changes and client requests can easily upset an event planner’s proverbial apple cart. According to a Meetings Net blog, eleventh-hour changes (of any form) are ranked as one of the top stressors for coordinators in the events industry.

This same blog – a brief summary of a survey done with 215 meeting planner respondents – identified the top solutions for making the event planning job easier as being:

  • More time and staff
  • The automation of manual tasks
  • Better reporting of data  
  • Help in reducing costs

The International Institute of Events Management pointed out in one of their blogs that following “standard and repeatable event management processes” can also reduce the chance of last-minute issues cropping up. These management processes need to be well communicated to all involved so that each person can understand their role and responsibilities – minimising the opportunity for important tasks to fall through the cracks.

The RSVP Agency has designed an online system to manage the entire RSVP process so that corporate event planners are 100% freed up to focus on guests’ event experiences

In answer to corporate event planners’ automation needs, The RSVP Agency has developed a professional Event Management Software solution that handles all the complexities of the corporate event RSVP process. Our system manages online invitations and RSVPs, on-site registrations at events and live reporting on guest attendance and their preferences.     

Customised form fields: When it comes to corporate conferences and seminars, customisable form fields and workflows allow invited guests to select their preferred accommodation packages, which includes their choice of hotel from a predetermined selection and whether they would like to stay in a single room or share with another guest. They can also request airport transfers – all done online, while following prompts included in emails and correspondence. These features are unique to our Event Management Software solution.

Automated data capturing: If guests request to share a room with another guest they can send an automated invitation to this individual for their response (see image below). Responses are automatically captured into the backend of our system so that event planners don’t have to manually keep track of these themselves.

Our Event Management Software solution automates email reminders to guests to pay their event fees and confirm their attendance at your event

The RSVP Agency’s Event Management Software captures guests’ billing details so that payments for accommodation, airport transfers and conference fees can be done online. Online payments are made secure through our use of Pay U – an online payment provider that secures payments through their double firewall and use of SSL encryption, 3D Secure, and fraud detection software.

Email confirmations are sent to conference guests throughout this entire process so that they can keep track and have proof of their registration and payment process.  

Our RSVP software for events automates manual tasks, reduces staffing needs, helps event managers with accurate reporting of data and saves time and money.

For more information, feel free to contact us at any time or download our event technology guide to learn more about the many benefits of using professional Event Management Software solutions.

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latest-event-technology.jpegHave you ever watched a far-fetched Sci-Fi movie like The Terminator, or a Star Wars release, and felt relieved that the intelligent robots in these films were still a concept of the distant future? Not anymore. Ongoing advances in programming software are bringing devices with deep learning and artificial intelligence (AI) capabilities right to our proverbial doorsteps – and these may be knocking on our doors (and changing how we run our events) much sooner than we think!

A quick overview of the latest developments in AI reveals that this tech is everywhere

According to a RoboCup 2016 press release, intelligent household robots – designed to help with domestic chores like vacuuming, for example – are just the tip of the iceberg of what’s to be expected from the robotic household assistants of the future. One such helpful robot, Jibo (pictured below), can sense, respond and learn from human interaction and is being marketed as a glorified personal assistant, babysitter and friendly companion for the elderly.

NAO Evolution, another humanoid robot, can recognise shapes, people and voices; To date, NAO Evolution robots have been used as stars in a choreographed dance show, competitors in a robotics world cup event and as multilingual concierges at a theme park hotel.

AI and intelligent robotics are mixing up customer services and a whole range of other industries

When it comes to customer services, according to one Marketing Week blog, web-based, intelligent virtual assistants are already used by Swedish banks to speed up the customer service process, while a tool called DigitalGenius has been developed to have human-like conversations with customers, via SMS, to walk them through the sales funnel until they are ready to speak directly with a dealer or sales agent.

An Information Week blog post details the continuous development and release of tools and systems (by companies like Nvidia and Google) to advance the capabilities of AI and machine networks. Here the focus is on enhancing security and surveillance, creating autonomous vehicles, improving healthcare and ultimately pushing the envelope of deep learning development capabilities.

How might AI effect event technology of the future?

Existing AI systems could greatly enhance the latest event technology on the market. Among other things, this latest event technology assists event organisers with data gathering and analytics to improve their corporate event planning. As it stands, this information has to be digitally captured into a software system for reporting. The event tech of the future may well incorporate the use of AI to gather data in real-time. This could be achieved through event guest’s direct engagement with intelligent robots, or other AI interfaces used as interactive touch points placed throughout an event space.

  • Humanoid robots like NAO Evolution could be used to welcome guests at the event and answer any of their event-related questions.
  • Virtual, or web-based, assistants could be incorporated into existing online event registration systems, such as The RSVP Agency’s guest list management product, to build rapport with guests and talk them through the online event registration process.
  • The latest event technology could be combined with deep learning capabilities to improve guest experiences: using audio and visual sensors, robots could be designed to gather data about crowd responses to certain music, presentations, speakers, entertainment or catering options to adjust future event’s offerings accordingly.  
  • Existing event access and security systems can be augmented with humanoid robots and AI systems to  track guests’ whereabouts and observe their behaviour patterns around a product or brand experience.

A Smashing Robotics blog describes 13 advanced humanoid robots that are already for sale. Many of these are priced well above what any corporate event planning budget can afford (with some of them reaching figures as high as US $9600 per unit), so it will be a while yet before these humanoid robots enter mainstream services. But once they are more affordable, it will be interesting to see how their use at corporate events takes off.

For more information on the latest event technology and insights into how far guest list management software has actually come over the years, download our Event Technology guide

Image credits: (Jibo)