7 REASONS WHY DIGITIZATION IMPROVES ATTENDEE EXPERIENCE

-Richard Stallman

The above-mentioned quote by Richard Stallman is something most of us probably take for granted in today’s day and age. While most event managers and companies do use technology to enhance their event management skills, do they really make sure that they have utilized the available technology to the fullest? The number of people digitizing event management has been increasing over the last few years. 52.6% of event professionals are invested more in event tech than the previous (2018) year. (EventMB, 2019) Digitization can make the event planning process more efficient for you while making the event experience a lot more convenient for the attendee. Hence, a higher chance that people will attend your events again!

Mentioned below are a few ways you as an event manager can work towards making sure that your attendees get the best event experience they possibly can: -

1. E-BROCHURES

Event managers usually tend to use printed brochures for their events. In the case of physical brochures, you are limited to the amount of space on that paper. Instead why not go paperless? Digitally displayed event information is so much more informative and convenient. You can have a whole lot more data shared with attendees, for example, sharing venue location, links to maps, itinerary details, sessions & speaker details, sponsors links (imagine how happy that would make them!). You could also add links to more information about your company, products and their features etc. This gives your attendees higher chances of lead generation, and better networking = efficient events.

2. INVITES or should we say E-VITES

Without digitization, you would have to go through the effort of writing out names and addresses on many many invitations to be sent by snail mail. That can be very tedious and also takes up an extreme amount of effort.

You could instead, send out fancy e- invites to your attendee. This will ensure that your attendees get a good first impression of your event. You can either send out the same automated “e-vites” to everyone or personalize invites based on each guest. This way attendees can RSVP there and then itself.

3. KEEP PEOPLE IN THE LOOP… ALWAYS

What do you do if a speaker suddenly becomes unavailable during a specific given time-slot, and you have already printed all your brochures? Once the brochures are printed, they cannot be changed.

Digitized event information can be updated as and when changes are needed to be made, isn't that so much more flexible. If, due to any unforeseen circumstance, there needs to be a change made in the venue of an event, or it needs to be postponed because of a technical error, your attendees will automatically have an updated view. Your attendees don't need to worry, because you have a digital platform through which you share all information about your events.

4. DIGITIZED TICKETING SYSTEM

Once you have sent out invites, get people to buy their tickets online. Instead of going through the effort of going to the organisers, they would have to stand in long queues at the ticketing counters outside the event to buy tickets. Instead, attendees can simply book tickets to the event online. Attendees could download the digital ticket. This would save you the task of printing and selling physical tickets. Apart from that, think about the amount of paper you could save. 😊

Never have a problem of attendees losing those tickets ever again. As my mom says, “keep them in a safe place” which eventually no one can ever remember. I guess that’s never going to be a problem again!

5. EASY CHECK-IN AND REGISTRATION

Imagine… You took your time dressing up and trying to look your best for an event. You reach the venue and realise, A HUGE LINE!!!? Painful and annoying right? Obviously, you don’t want people who are attending your events to go through this.

The next time you organise an event, Go Digital! With the help of QR codes, allow easy entry and avoid the hassle of long lines. Not only does this help avoid long lines , but you could also get an idea of how many people are present at your event and how many are yet to arrive, through an automated registration system.

6. LIVE UPDATES OF EVENTS.

When you’re at a conference and there are many talks happening simultaneously, it can get difficult to keep track of the ones you want to attend. Easy way to keep track is to allow your guests to bookmark the speakers' talks they wish to attend, and give your attendees the opportunity to set personalized agendas for themselves, and get reminders for specific events. Not just in the case of conferences, but even tradeshows and exhibitions too. Get live updates on the different events 10 minutes before they start, or a reminder to visit a particular stall at an exhibition.This way attendees can worry less about missing any session and enjoy the event more.

7. EASY ACCESS TO ALL DOCUMENTS

Ever attended an event and wanted access to information about what the speaker was speaking about, but the organizers said they’d eventually send it to you, and probably just forgot…

Allow easy access to all information shared by speakers to all your guests by simply uploading all the content on a digital platform. View exhibitors, other companies portfolios and documents all in one place.

AND REMEMBER…

It’s always more convenient when you use an app that is easy to navigate, has all the required features and allows you to customize and make sure everything is just as required. Mavent Tech, an event management app is one such all-in-one app that offers multiple features to help you organise and manage your events better and give your attendees an enriching event experience.

So, for the next event you organize, be sure to explore the various digital solutions available. Go digital! It will certainly make your life a whole lot easier.