Event Management & Data

Eventtia Tips. Set Up an Event Tech-Powered Infrastructure

Victoria Rudi
May 3, 2019

Table of Contents

Still wondering why an event infrastructure is crucial for your event(s)? Not even sure what this means? Or maybe you only have a vague idea of how to build an efficient tech infrastructure for your next event? Well, in this case, this article is for you.

Event tech infrastructure

Let’s kick off this conversation by learning real quick what event tech infrastructure means.

Although events are different and each one has its own structure, goals, formats, etc., there’s one thing they all have in common: They have multiple planning processes that are sometimes uncoordinated.

It makes sense when you think about it: From designing the event website and setting up the registration procedure to sending mass mailing campaigns and checking the guests in, you’ll bump into a series of actions you need to take to plan an event.

In many cases, only some of these actions are automatized.

However, for more efficiency and impact, you can back up all these processes, using event technology and event management software as the backbone of your logistic and marketing efforts.

This is what it might look like:

Event forefront

Event Forefront - Eventtia

What’s the first contact your potential attendees usually have with your event?

Your event website.

Like it or not, your entire event communication will happen through a landing page. This is where your potential guests will find out more about your seminar, conference, or convention.

Also, this is the portal they’ll be using to register and (if applicable) pay the attendance fees.

However, setting up an event website is not always easy.

Add registration and payment protocols to it and the equation gets even more complicated. To solve the first part of the equation, you’ll want to search for an event management platform that offers you the possibility to build an event website without any engineering background or website design experience.

This will be your first tech infrastructure layer that will get you closer to the impact you want to achieve through your event.

Backlog operations

Backlog operations for event management

Your event website is the forefront of everything. However, the most important things happen behind the curtains.

What do I mean by that?

From setting up your registration form to vetting your attendees, you’ll need a series of automated solutions that align with your event requirements and characteristics.

The backlog operations are the most crucial piece of your tech infrastructure.

A good provider will make sure you have the necessary tools to:

  • Register your attendees
  • Send mass mailing campaigns
  • Visualize the revenue dashboard (for better decisions)
  • Generate attendee badges
  • Set up the check-in procedure
  • Have the attendee information at your fingertips and manage it as you see fit
  • Match the offer and demand for B2B networking dynamics, etc.

As you can see, the list is endless.

Quality event management software will support all these backlog operations and make sure that the event logistics won’t take you too much time or effort.

Attendee management

Attendee management - Event infrastructure

An event has different types of attendees.

Assistants, famous influencers, employees, students, speakers … these are just a few examples.

Considering the vast range of categories (either professional or status-based), you may end up experiencing difficulties when designing a communication framework for all of them.

Segmentation is needed.

By segmenting your event audience, you’ll have a clearer understanding of your attendees’ typology, their needs, and what’s expected from them.

You’ll also be able to set up different registration forms, send personalized email campaigns, set up different registration fees, customize the agenda activities, or enable distinct access areas.

This crucial phase can be your next element in building your tech infrastructure; that’s why we recommend you go for a management platform that offers you the attendee segmentation feature.

Guest experience

Guest experience on event management
  • What’s the check-in procedure?
  • What are the engagement tools your guests can use to express their thoughts or co-create their own experience?
  • Will they enjoy a tailor-made agenda (which we talked about earlier)?
  • What’s their event mobile experience?
  • Are they able to navigate the event venue easily?
  • What’s the quality of their networking experiences?

All these questions—and more—are significant when wanting to assess the attendance experience.

Moreover, apart from being just questions, all these elements are important to consider when planning your event.

Also, it’s crucial to add them to your event tech infrastructure as a sequence of activities that ensure your guests’ satisfaction.

Final thoughts

Obviously, there are other processes that accompany the planning and management of an event. However, the four elements we’ve tackled in this article are essential when setting up the sequences and the tech-powered infrastructure that will lead to your desired results.

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Discover how Eventtia helps world-leading brands digitize and scale their events

Victoria Rudi
Senior Content Specialist
With a Master’s degree in Event Management and a keen follower of SaaS technologies, Victoria is an event content master, producing insightful and valuable for Eventtia’s blog and beyond

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