Hey there, Event Rockstars! So you’re diving into the dazzling world of event tech? Buckle up, because it’s a wild ride filled with endless possibilities that can make your event go from “meh” to “OMG, this is epic!” But hold your horses; before you swipe that corporate card, let’s get real about what you need to ask to make sure you’re not buying a lemon.

What’s the Big Deal with Event Tech?

Event technology, or event tech for short, is your new best friend in the event planning world. It’s the umbrella term for all the software and hardware that helps you plan, manage, and execute events from a event tech POV. Think registration platforms, ticketing systems, event apps, even live streaming solutions, and so much more.

Why Should You Care?

1. Streamlined Workflows: Imagine automating mundane tasks like sending invites or tracking RSVPs. More time for cocktails, anyone?
2. Efficiency Boost: Get real-time insights and make data-driven decisions. Say goodbye to guesswork!
3. Enhanced Engagement: Interactive polls, live Q&A, and networking platforms can make your event as engaging as a TikTok binge.

Before you sign up for the next event tech platform that slides into your Inbox, here are some of The Million-Dollar Questions to ask yourself.

What Are The Event Goals?

First things first, what’s the mission, should you choose to accept it? Whether it’s brand awareness, fundraising, education, networking, or just throwing a killer activation, knowing your goals will help you pick the tech tools that align with them.

Takeaway: Write down your goals and match them with tech features. For example, if networking is a goal, look for tech that offers virtual breakout rooms or attendee matchmaking.

What’s the Budget and Time Situation?

Event tech can be as cheap as ramen or as pricey as a Michelin-star dinner. Set a budget and stick to it. Also, consider the time you have for setup it all up and training your team.

Takeaway: Use a spreadsheet to compare costs and time investment. Don’t forget to account for any hidden fees or required add-ons!

What Features Make You Swoon?

List out the features that make your heart go pitter-patter. Need online registration? Check. Analytics to measure event success? Double-check.

Takeaway: Create a wishlist and prioritize. This will help you avoid getting swayed by shiny features that you don’t actually need.

Is It User-Friendly?

If it takes a Ph.D. to figure out how to use the platform, it’s a no-go. Your tech should be as easy to navigate as your favorite online store.

Can You Count On It?

The last thing you want is for your tech to ghost you on the day of the event. Make sure it’s reliable.

Pro Tip: Say good-bye to endless demos with Event Mender.

In 6 questions get a shortlist of the most suitable platforms for your event needs and goals.

Want to learn more about Event Mender and what it can do for your event? Look no further than our podcast recording with one of the founders of Event Mender, Merjin Van Buuren. 




Bonus Questions:

  • Tech Support: What’s the 411 on customer service? Can you reach them faster than you can say “tech emergency”?
  • Integration: Does it play well with your existing software? You don’t want a tech war on your hands.
  • Security & Privacy: How tight is the vault? Make sure your attendees’ data is safer than a treasure in Fort Knox.
  • Attendee Engagement: What’s the buzz on keeping attendees hooked? Can the AI tool make your event more engaging than the latest binge-worthy series?
  • Data Collection: What’s the scoop on gathering insights? Can the AI tool collect and analyze data faster than you can say “audience behavior”?
  • Sustainability Goals: How green is this machine? Can the AI tool help you meet your sustainability goals faster than you can separate recycling and compost?
  • Inclusivity: What’s the word on making everyone feel welcome? Can the AI tool ensure your event is more inclusive than a rainbow coalition?

Because we’re not just throwing events; we’re creating experiences.

The Cherry on Top

Now that you’ve finally navigated the labyrinth of event tech options and zeroed in on the perfect stack for your next soiree, you deserve a high five! But wait, don’t pop the champagne just yet. Now’s the time to ponder a juicier question: Is AI friend or foe in the long run for events? Could it be the disruptor that sends us all packing, or is it the superpower that’ll make us indispensable? Buckle up, because we’re about to delve for a sweet moment into the AI paradox –  our best friend today, job stealer tomorrow? Let’s break its impact down.

Long-Term Impact of AI on Events

  1. Increased Efficiency: A lot of the grunt work? Gone. This leaves you free to focus on strategic decisions and creative elements.
  2. Personalization at Scale: Imagine tailoring an event experience to each attendee without burning out. AI’s got you covered.
  3. Data-Driven Decisions: No more guesswork or going by gut feelings. AI can crunch numbers and provide insights like a champ.
  4. Accessibility: Real-time translations, voice-to-text features—AI can make your events inclusive without breaking the bank.
  5. Dynamic Pricing: AI algorithms can optimize ticket pricing based on a plethora of factors, maximizing revenue.

Threat to Meeting Professionals?

  1. Lower-End Jobs at Risk: Jobs that involve repetitive tasks might be automated. But let’s be real—you’re not in this industry because you excel at repetitive tasks!
  2. Skill Gap: There could be a growing need for tech-savvy professionals, making it crucial for event planners to upskill.
  3. Human Element: Some people fear that automation might kill the ‘personal touch,’ but honestly, AI is far from replicating emotional intelligence.
  4. Data Security: With great power comes great responsibility. AI systems can be a goldmine for hackers if not secured properly.


Here’s the deal: AI is a tool, not a replacement for human creativity, strategy, and intuition.


The key will be to adapt and find ways to make AI work for you, not the other way around. And given your knack for quick pivots and innovation, I’d say you’re more than up to the challenge!

So, AI apocalypse for meeting pros? I don’t think so. More like a game-changing ally. What’s your take on this?  Comment below.

Your Next Step: Hire a Technical Event Producer

So you’ve got your event tech sorted, but what about the rest of your event production needs? That’s where we come in. Our Technical Event Producers are here to make sure your event runs as smoothly as a freshly Zamboni’d ice rink. From lighting and sound to stage design and beyond, we’ve got you covered. Ready to elevate your event to rockstar status?

Contact us today to hire a Technical Event Producer who will take your event to the next level! Happy Planning!