How and where technology can help
throughout the event lifecycle
Planning
your event
01
Recruitment
To recruit staff and
volunteers you’ll primarily
use the web or “word-of-
mouth”, but (once you’ve got
them on board) sign-up style
tools can help you assign
roles and responsibilities and
manage their time.
Click to continue
02
Project Management
and Budget Tracking
Get all your staff, vendors
and partners to download
an app that records their
expenses. Then use a
project management tool
with an integrated budget
tracker to ensure you
don’t overspend.
03
Sourcing a venue
Venue searching tools
can assist you in finding
the perfect space for your
event. eRFP portals allow
you to approach multiple
venues and evaluate which
one is the best option for
you. If available, you can
inspect the venue through
360-degree VR video before
attending the venue yourself.
Planning
your event
04
Designing your event
If it’s in a large outside
space, you can use drones
to get a good view of the
area which helps with
planning out your event
design. Then you can use
CAD tools to create a 3D
image of what your event will
look like.
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(Continued)
05
Training for staff and
volunteers
Depending on the nature
of your event you may
have a lot, or only a little,
training to do. There
is a myriad of training
software available so
it’s worth researching
the right one for your
purposes.
Promoting
your event
01
Creating a bespoke
website
This is key for getting
visibility for your event.
You can either download
and use your own
website builder tools
or use third parties to
develop your site for you.
03
Creating social media
presence
It’s no secret that social
media channels are
powerful tools and it’s worth
maximising them. Use
the various social tools to
push ads and promotions,
schedule your posts and
track engagement. Build a
social community who you
can then provide exclusively
with something like RFID
bracelets at your event.
These could be used to grant
them access to a special part
of your event or unlock full
access to any event apps you
have.
Click to continue
02
Marketing your event
You’re going to want to use
emails, social media, ads and
much more to get the word
out. CRM tools will help you
collect, manage and track
data on your attendees. It’s a
good idea to use a CRM tool
that integrates with marketing
automation software so you
can easily promote to, and
keep in touch with, your
attendees.
05
04
Online Ticketing
Software for ticketing
keeps your attendee
Online registration lists organized,
Investing in event manages payments
registration software that for you, and delivers
talks to your marketing etickets directly to the
automation software customer.
will make your life so
much easier. It means
you can keep data all
in one place and simply
communicate with
people who’ve registered
for your event.
Delivering
your event

01
Running your operations
Use an operations
platform like Blerter. You
can manage it centrally in
your EOC, but everyone
across the workforce can
access information through
an app on their phone.
You can manage your
team effectively through a
streamlined in-app comms
channel, manage incidents
efficiently, and record all

03 02
comms and processes so
you’re covered if anything
goes wrong.

Mobile payments Onsite registration

We’re becoming an There are multiple ways
almost cashless society technology can create
so it’s becoming an efficient registration
imperative to enable process. You can use
mobile payments. The more advanced methods
best option is to opt for like beacon technology to
NFC contactless solutions enable automated check-
that use cell phones, in, or there’s now facial
credit cards or RFID cards recognition technology
to pay. available too. Or you can
stick to more basic tech
like barcode scanners and
QR codes. All of these
will ease the dreaded
entrance queue.

Click to continue
Delivering
your event (Continued)

04
App experiences
To enhance the event
experience create a
customised app for your
event that attendees
can download. With
this you can push out
live updates, sync with
beacon tech to help
them see where the
shortest queues are
and you can even add

05
in elements of AR that
create funky media your
attendees can interact
with and share on social
media.
Collecting data
Improve the event while
it’s happening, not just
review post-event for
improvements for next
time. Use wearable
tech, an RFID system,
or even drones to
collect data and review
how things are going.
This also protects you
when it comes to risk
management and health
& safety because you
can show you’re actively
monitoring your event
throughout.

Click to continue
Reviewing
your event

01 03
Recording data
If you use an operations
02 Follow-up comms
Through marketing
platform like Blerter, all Gathering feedback software you can
the communications, automate follow-up
If you run large outdoor
processes and actions comms that helps you
events, you can use
throughout the event will to keep in touch with
drones to review the
be recorded and you can attendees, vendors, and
event site to identify the
access them for the post- volunteers.
patterns of foot traffic.
event review.
That information will help
maximise on the event
space next time. To gather
verbal feedback from your
attendees, vendors and
volunteers, use one of the
plethora of survey tools
available online - they’re
simple-to-use and often
free.

Click to continue
Glossary of techy terms:
eRFP
A platform to manage
all your ‘requests for
proposals’ from venues,
where you can also
evaluate and compare
them.
VR
Virtual reality tools create
an artificial environment
provided by a computer but
impacted by one’s actions.
AR
Augmented reality adds
digital elements to a live
view often by using the
camera on a smartphone.
E.g like some of the filters
on snapchat and instagram
CAD
Computer-aided design
is the use of computer
systems to aid in the
creation, modification,
analysis, or optimization of
a design.
Drones
Are an unmanned aircraft
a.k.a. a flying robot. The
aircrafts may be remotely
controlled or can fly
autonomously through
software-controlled flight
plans incorporated into
their systems that work with
onboard sensors and GPS.
CRM
Customer relationship
management is the method
companies use to manage
and analyze customer
interactions and data
throughout the customer
lifecycle.
RFID
Radio-Frequency
Identification uses radio
waves to read and capture
information stored on a tag,
normally attached to an
object like a bracelet.
NFC
Near field communication
is technology that allows
devices to exchange
information simply by
placing them next to one
another
Beacon tech
Bluetooth devices can
broadcast or receive tiny
and static pieces of data
within short distances.
Consists of two parts:
a broadcaster (beacon
device) and a receiver
(smartphone app).