This Year’s Hottest Tech Tips for Corporate Events
As we step into 2024, the landscape of corporate events continues its dynamic shift. More than ever, technology is a pivotal tool shaping the future of gatherings, conferences, and corporate events. In fact, according to Knowland's 2023 State of the Meeting's Industry report, using technology to enhance the attendee experience remains top of mind for event planners. Leveraging this tech-centric wave, event planners and venues are partnering with cutting-edge solution providers to ensure seamless experiences for attendees and hosts alike. Let's explore some of the hottest tech trends in corporate events going into 2024.
Trend #1: Partner with a Full-Service Conference Internet Team
Digitization in the form of multimedia apps, livestreaming and interactive digital signage is increasingly common at today's corporate events. While many venues provide access to their onsite Internet networks, their infrastructures are often generations old and plagued by connectivity gaps or blackout areas within their indoor and outdoor spaces. This is why it is important for event planners to have access to a dedicated team of experts.
Access to a dedicated team of experts: While your primary point of contact at a hotel or convention center might handle your inquiries via email prior to the event, the critical question becomes: who will be physically present and available when unforeseen issues emerge during the conference? Having experts on your side who are ready and equipped to tackle technical challenges promptly and effectively is indispensable.
Event Internet experts will speak the same language as onsite IT professionals and can clearly articulate challenges and quickly problem-solve with venue staff. Bringing in your own A-team provides confidence during crucial moments, helping bypass complications and delays when addressing urgent issues, even (and especially) at the eleventh hour.
Proactive monitoring of systems and networks: What is happening behind the scenes offers an early warning of potential issues and gives response teams the critical information they need to manage and optimize Internet and WiFi networks. A reliable partner will employ real-time remote monitoring to track bandwidth usage patterns, device connections, and peak usage hours.
Such insights are also instrumental in future budget planning. For instance, when assessing bandwidth requirements for your next event, you might find that rather than blindly enabling a set amount of bandwidth across all spaces, peak times in specific locations require one level, while non-peak times and other locations require a different level. This information will help you better prepare and allocate resources going forward.
Trend #2: Ensure There Are Dedicated WiFi Networks for Your Event
Your venue has allocated a certain amount of bandwidth to support your event. Still, event planners must determine whether that bandwidth is being shared with other guests (like the guy at the pool watching his favorite show on Netflix or the kids in room 312 playing on their Xbox). This is why it is crucial during the planning phase to inquire whether the venue will offer a dedicated network exclusively for your event or if bandwidth will be shared among other venue users.
An outside team of experts can be brought in to custom design a solution that supplements the venue’s existing WiFi networks to cover every inch of the conference area, including indoor and outdoor spaces. Experienced partners will not step on toes but partner with you and the onsite IT staff to address gaps in the venue's Internet and WiFi networks. This includes boosting and enhancing the coverage and bandwidth available during the conference.
Trend #3: Have a Failproof Backup Plan
No matter the size of your corporate event, it is critical to anticipate unforeseen problems. Establishing a failproof backup plan will help minimize frustration and ensure a seamless experience for attendees, sponsors, vendors and staff.
First, verify that the venue has emergency backup measures in place. Ask questions, including whether dual circuits are available onsite to guarantee redundancy if the primary connectivity source fails. And do these circuits originate from multiple providers for added reliability?
Next, keep a master contact list that includes vendor info, WiFi passwords, and any other crucial logistical information essential during emergencies. Ensure your staff has access and print off physical copies to place in planning areas for easy reference.
Lastly, assign a dedicated person from your team to coordinate with the venue and vendors to expedite decision-making, leading to quicker resolutions.
Trend #4: Leverage LED Poster Walls
LED Poster Walls are a favorite among event planners and venues. These versatile, freestanding digital displays can be used for wayfinding, posting live conference updates or brand storytelling using captivating videos and images. These portable displays offer unmatched capabilities compared to print signage, which is static, costly and time-consuming to update.
LED Poster Walls can be networked into the events Content Management System (CMS) or managed separately. The right technology partner will provide the LED Poster Walls themselves and manage and coordinate the content displayed across screens. Consider the full benefits of these magical displays:
Captivate Viewers with Digital Storytelling: With proper space planning and creativity, signs can be networked and placed progressively along a path, allowing guests to visually experience a sequence of multimedia messages from sponsors and hosts.
Effective Content Management: Post real-time updates and accommodate last-minute changes, ensuring screens remain synchronized with speakers, sponsors and the conference agenda.
Maximize Digital Revenue: Boost sponsorship revenue when you are able to provide more flexible storytelling options. LED Poster Walls help better optimize spaces for profitability while reducing costs related to redesigns, reprints and re-installations.
Trend #5: Establish a Technology Advisory Council
Poor vendor coordination poses a substantial threat to the success of any event. The solution lies in establishing a technology council and encouraging all technology vendors to enlist members to participate in the council. The discussion of how streaming will work or how files will be uploaded are items that you expect to work, but how it works should be addressed ahead of time. This proactive approach ensures that the event can run smoothly and all event technology functions as intended.
Consider Partnering With Xpodigital
In 2024, technology remains pivotal in determining the success or failure of corporate events. The latest trends highlight the need for foresight, preparation, and collaboration, which are vital to orchestrating impactful conference experiences.
For over 20 years, hospitality event planners and venues have turned to Xpodigital to support their critical Internet and WiFi networks, optimize their digital signage, grow their digital revenue and improve the attendee experience.
To learn more about Xpodigital’s industry-leading event technology support and service, please set a time to Meet with Us.
