Top 20 Questions About Choosing an Event Technology Partner

Selecting and hiring the right event technology partner can be challenging. To help you make an informed decision, we've compiled the most frequently asked questions about event technology partnerships. Here's what you need to know:

Top Questions To Consider While Hiring Event Tech Partner For Events

Let’s delve into the top questions that should be asked with the selected event tech partner and be sure about your assistance:

Question 1: What should I look for in an event management platform?

A modern event management solution should offer comprehensive features, including event registration management, a custom mobile event app, ticketing solutions, onsite event badging, attendee engagement tools, and detailed data analytics. Look for platforms that provide both virtual and in-person event capabilities, robust mobile app support, and customizable branding options.

Question 2: How much does event technology typically cost?

Event technology costs vary based on features, number of attendees, and event complexity. Most providers offer tiered pricing models. Basic packages might start at a few hundred dollars, while enterprise solutions can range into thousands. Always ask for transparent pricing that includes all features and potential add-ons.

Question 3: Can event platforms handle both virtual and in-person events?

Yes, modern event registration platforms typically support hybrid capabilities. They should seamlessly integrate in-person and virtual experiences, offering features like live streaming, virtual networking rooms, and interactive sessions for both audience types.

Question 4: What security measures should event technology have?

Look for platforms with SSL encryption, secure payment processing (PCI compliance), data encryption, and GDPR compliance. They should also offer secure login methods and protection against unauthorized access to event content.

Question 5: How can I ensure my event platform won't crash during peak times?

Reliable platforms should have a robust infrastructure with autoscaling capabilities. Ask about their maximum concurrent user capacity, server redundancy, and past performance with similar-sized events.

Question 6: What kind of support should I expect from an event technology partner?

Expect 24/7 technical support through multiple channels (phone, email, chat). Look for interactive event technology providers offering dedicated account managers, onboarding assistance, and emergency support during live events.

Question 7: How customizable are event registration forms?

Event registration forms should be fully customizable with options to add custom fields, multiple ticket types, group registrations, and promotional codes. The platform should also allow for branded designs and mobile-friendly registration processes.

Question 8: What attendee engagement features are most important?

Key engagement features include live polling, Q&A sessions, networking tools, chat functions, and gamification options. Look for platforms that offer interactive features that match your event goals and audience preferences.

Question 9: How can I measure event success through technology?

Look for platforms offering comprehensive analytics, including attendance rates, engagement metrics, session popularity, networking activity, and attendee feedback. The system should provide real-time data and exportable reports.

Question 10: What integrations should my event platform have?

Essential integrations include CRM systems, marketing tools, payment processors, and social media platforms. Ensure the platform can connect with your existing tech stack through APIs or direct integrations.

Question 11: What mobile capabilities are essential?

Mobile capabilities should include a responsive event website, native mobile apps for both iOS and Android, offline access to event content, easy one-to-one networking via mobile app and mobile check-in capabilities.

Question 12: How user-friendly should the platform be?

The platform should be intuitive for both organizers and attendees. Look for drag-and-drop interfaces, clear navigation, and minimal training requirements. Test the user interface before committing.

Question 13: How can technology help with networking at events?

Look for features like AI-powered matchmaking, appointment scheduling, private messaging, virtual business card exchange, AI-powered chatbots for events, and interest-based networking groups.

Question 14: What backup plans should be in place for technical issues?

Providers should have redundant systems, backup power supplies, and clear emergency protocols. Ask about their disaster recovery plan and average resolution time for critical issues.

Question 15: How can event technology help with sustainability?

Digital solutions can reduce paper waste through mobile tickets, digital handouts, and virtual badges. Look for platforms that support sustainable event practices through paperless solutions.

Question 16: What data privacy features should I look for?

Ensure the platform complies with international data protection regulations, offers data encryption, and provides clear privacy policies. Ask about data storage locations and retention policies.

Question 17: How can technology improve check-in processes?

Look for features like QR code scanning, RFID/NFC technology integration, self-service kiosks, facial recognition options, turnstile event check-in and real-time attendance tracking to streamline the check-in process.

Question 18: What branding options should be available?

The platform should offer custom branding for all attendee-facing elements, including event registration pages, emails, mobile apps, and virtual environments. Look for easy-to-use customization tools.

Question 19: How can technology help with speaker management?

Look for features that help manage speaker submissions, presentations, schedules, and communication. The platform should provide speaker portals and easy content-uploading options.

Question 20: What should I know about platform scalability?

The platform should easily accommodate growth in attendee numbers and event complexity. Ask about their largest successful events and how they handle sudden scaling needs.

Final Thoughts

Look for a solution like Dreamcast that meets your unique needs and offers reliability, security and world-class support when choosing an event technology partner. Before committing to larger events, test the platform's potential with a smaller event first. Remember, choosing the right event technology partner is about more than just features; it's also about finding a provider that can effectively help you achieve your event's goals.