Event Tech: key features - Centralised Content Management and Communication Tool
Every month we explore key event tech features discussing the issues facing event organisers and how technology helps to solve these.
Depending on the size of the event an average UK event organizer spends between £2,000 — £50,000 per event on printing. If one takes into account the fact that 71% of the UK population own a digital device and that 91% of young British adults aged 18–34 own a smartphone, the decision to spend a relatively big chunk of the budget on printing event packs seems quite irrational. Most likely as an event organiser in the 21st century you have already been thinking about introducing a more digital approach to your events. A centralised management and communication platform does not only help make the planet greener but offers various other advantages, which we will explore below.
Issues
As an event organiser you have probably faced one or two of the below issues at some point in your career.
1. Having event-related digital content on different platforms
As an event organiser you have to send out information about the upcoming events: conference programmes, venue maps, marketing materials, information about the sponsors, speaker profiles, etc. But is sending out printed materials and emails or sharing content on social media the best way of doing things? Surely having all the information and the event-related content on different platforms is confusing and counterproductive, and makes an already complicated job even more so.
2. Inability to re-organise the content and update it in real time
We work in complex systems and things don’t always go as planned. Last minute changes do happen, and shouldn’t become a problem. Unfortunately, frequently they do, because we are unable to incorporate them into the event programme as they arise, and communicate this in a timely fashion to all those attending.
3. Lack of communication among attendees, speakers and sponsors
Sharing ideas, exchanging opinions and discussing speakers and presentations, that’s what makes events really come to life. Lack of interaction on the other hand makes events dry and boring.
4. Inability to engage your audience in meaningful ways before, during and after the event
Engaging your audience is difficult, especially if you don’t have the right tools to do that.
5. Inability to coordinate the event and communicate with your team effectively
Effective internal communication between team members is key to avoiding issues and ensuring things go smoothly as the aviation industry has taught us.
Solutions
All of the above issues can be addressed if as an event organiser you decide to use a central content management and communication tool.
1. Content
Having all the event related content on one smart and intuitive platform allows one to search and find things instantly. All the content can then be easily rearranged and edited at any point.
Nowadays, most attendees have smart devices and can access the content via these. Therefore there is really no need to print event materials, which cost money and in the majority of cases will be thrown away without even being read.
2. Communication
Communicating with your visitors, speakers, sponsors and exhibitors on one smart platform is much more efficient. It reduces the use of multiple different services such as email, messages or social media, which result in poor communication and create extra work for you.
A centralised communication tool allows one to keep those attending engaged with new relevant and curated content pulled together from blogs, social media and RSS feeds. The possibility to connect and form rich hubs based on common interests with an organiser at the centre of the action engages your audience in meaningful ways before and after the event. Using push notifications, announcements and discussion boards during the event allows you to effectively communicate with the attendees.
One can take this experience to the next level by using a Social Wall. It lets you gather and display the social content being produced by your attendees in real time at your event. Create a Twitter feed for the event, or a live feed of custom posts and pictures to spark excitement and engagement among your attendees. You can also broadcast ‘newsy’ stuff, such results from any live polls you may be running.
Lastly, with the use of push notifications, internal messaging and discussion boards on one smart platform it is much easier to coordinate the event and the team.
TapFuse’s Centralised Content Management and Communication Platform can help event organisers significantly reduce printing costs and communicate with their team members and those attending the event. Furthermore, it provides attendees, speakers, sponsors and exhibitors with an easy to use platform for finding and sharing content as well as increasing brand awareness and community engagement before, during and after the event.
