Getting participants closer to your conference by choosing the right app solution
I’ve had the opportunity to explore various trade fairs, business congresses, and conferences in recent years, and the recurring sight of thousands of printed schedules, information flyers, and event maps has become a familiar scene. For those who have participated in similar events, the impracticality and annoyance of this paper chaos are all too evident. This article aims to guide you towards discovering an easy, modern, and eco-friendly app solution for your event, promising a substantial impact on the overall event experience for all stakeholders — be it attendees, speakers, or exhibitors.
The Need for an App
The question arises: why opt for an app in the first place? Especially if your conference, business congress, or trade fair boasts over 500 estimated participants, positioning you as a major player in your field, the event program may extend over a day or even multiple days, potentially running multiple schedules simultaneously.
While participants typically receive printed and online versions of schedules, conference plans, speaker details, and more, using an app is deemed more efficient, particularly in 2020. This is especially crucial for events with a tech context, where having an app that stands out is imperative.
Resource Utilization
A shift towards using resources wisely becomes apparent. In today’s digital age, the majority of participants no longer seek printed info materials, as navigating through a crowded event with a printed map has become impractical. Opting for analog solutions like thousands of flyers or booklets results in significant waste that accumulates conference by conference and year by year. An app solution emerges as a more eco-friendly alternative to inform participants about all necessary schedules, plans, and noteworthy speeches.
Now, let’s explore why investing in a digital, reusable, and handy application is not only a smart but also an efficient move — and contrary to popular belief, it doesn’t have to be an expensive endeavor.
The User Journey
Reflecting on experiences from attending several German conferences with a high startup or tech focus in recent months, the well-organized nature of these events, enriched with engaging speakers, diverse topics, and well-chosen locations, stood out. However, one aspect played an extremely important role over the conference days: the conference app.
Participant’s Journey
Let’s delve into the participant’s journey, from buying a ticket to the actual conference day. After showing interest in your conference and completing the registration or ticket purchase, the next step for the participant isn’t an additional newsletter registration or an immediate trip to the conference itself. The primary goal of the conference is networking — establishing connections with other participants and making the most out of their time and financial investment. Participants want to delve into the conference details and contents first to adequately prepare themselves.
The pivotal question is: What does the participant expect from the conference experience, and how can organizers meet these needs and expectations? This presents an excellent opportunity to shine.
Core Interests and Information Needs
Conferences may vary, but certain core interests and information needs are shared among participants:
- Where will the conference be held?
- When does it start?
- Where can I find hotels?
- Who else is participating (attendees, sponsors, speakers, etc.)?
- How do I get in contact?
- Are there any workshops or masterclasses beside the speeches?
- What will be interesting for me, and where can I find it?
A Solution to Inspire Participants
Why not offer a comprehensive pre-to-post conference experience by providing a platform where participants can meet their unique needs and interests? After completing the booking process, guide participants to download your app and customize their conference experience. This app becomes a constant companion, residing on their mobile devices from the moment of download until the end of the conference or even longer — an unparalleled closeness to participants.
Maintaining a direct connection with participants and their needs within the app platform opens up new possibilities, making the application worth every penny it will cost.
Advanced Features for Ultimate Engagement
Beyond the fundamental advantages, an app offers advanced features that significantly enhance participant engagement. From personalized profiles for attractive networking to augmented reality (AR) features for exhibitor booths, the possibilities are vast.
Participants can mark speakers or exhibitors as favorites, receive reminders for upcoming sessions, and actively engage in networking even before the conference starts.
Considering App Solutions
Now, let’s explore the different app solutions available, keeping in mind their pros and cons:
- Non-Custom App:
- Pros:
- The cheapest solution
- Strong base functions
- Very fast setup
- Widely supported
- Cons:
- Non-exclusive app, shared with other customers
- Limited custom functions or modules
- Often realized as a Progressive Web App (PWA), less performant than native apps
- Limited influence on updates
2. Generated Custom App:
- Pros:
- Exclusive app
- Fast setup
- Strong base functions
- Widely supported
- Cons:
- Often realized as a PWA
- Custom functions or modules may not fit well or are expensive
- Limited influence on updates
3. Whole Custom App
- Pros:
- Exclusive app
- Fully customized to the needs of the conference
- Often realized as a native app with native features
- Full control of user data and statistics
- Established project team
- Cons:
- Higher price
- Quality assurance (QA) and privacy considerations
- Longer time to receive a store-ready product compared to previous solutions
Choosing the Right App
Consider the role the app should fulfill for your conference, define its use and functions, and weigh how much manpower and money you are willing to invest. Starting with a non-custom app and upgrading later is a valid approach. Choose a partner who fits your project size, and unfold the whole potential of your conferences!
Need support with your decision or app solution? Get in touch.
