By Awais Ahmed
Have you ever left an event that was executed flawlessly? From the moment you purchased a ticket until the second you left the venue, everything was taken care of. You weren’t confronted with confusing choices when it came to your ticket selection. You didn’t second-guess which panel was best suited for your industry. And you were even able to navigate the venue without making a wrong turn or waiting too long to use the restroom.
Seamless experiences leave audiences feeling like their time and attendance were worthwhile. They are satisfied with their decision to attend the conference or found the trade show to be valuable. However, most audiences don’t think about what had to happen behind the scenes in order for the experience to be a positive one.
This is the result of event technology infrastructure — calculated planning, complex systems, and countless hours spent by event planners, designers, AV technicians and production teams, and others who come together to orchestrate a seamless experience.
Why Do Seamless Experiences Start Behind the Scenes?
What appears to be effortless oftentimes isn’t. A trained chef who presents a plate of fresh pasta with a simple marinara sauce has spent years perfecting their family’s sauce recipe. A figure skater who seems to glide across the ice as if they’re floating on air has spent hours upon hours at the rink training themselves to be light and airy. And a well-executed conference or trade show that attracts the right types of industry leaders and presents innovative, engaging information has been in the works for weeks, if not months.
The appearances of seamlessness or effortlessness are actually the result of unseen preparations and coordination. To give attendees everything they could want out of the experience, event planners focus on everything from logistics and operations to scheduling and vendor participation. The result is a memorable, professional experience that audiences will continue to talk about.
Most of what goes into a seamless experience is anticipating the “what ifs.” Having a contingency plan — or sometimes a Plan B, C, and D — can impact how the event unfolds. Because the truth is, something unexpected is bound to happen. A planned speaker may not be able to make it due to illness or a cancelled flight. A promised vendor may have run into a supply issue and may not be able to demo their highly-awaited product line. A tech glitch may cause a temporary outage of WiFi, leading attendees to be unable to access their cellular devices.
Planning ahead allows organizers to foresee these potential distractions and have an answer or solution to just about all of them. This, along with real-time problem solving, can erase any fears or trepidations about troubleshooting issues before they become noticeable to attendees.
What Types of Backend Systems Can Help Determine Attendee Satisfaction?
Digital technology has enabled event planners and organizers to tap into advanced backend systems to make their lives easier. These tools and systems can also assist in pulling off a seamless experience — whether it’s a professional conference, vendor trade show, or perhaps a retail activation. Here are just a few types of backend systems that can help determine attendee satisfaction.
Registration
The key to event registration is to make it as easy as possible. You don’t want the barrier to entry to be an overly complicated online form that requires too many mandatory fields or an overwhelming number of options. Instead, focus on making registering for the event foolproof by simplifying the purchase page. Ask for essential information, such as name, email address, contact details, and payment.
Any supplementary information can be asked for closer to the event to provide a more tailored event experience. Using a comprehensive event registration system can truly simplify the preregistration and day-of check-in experience for attendees.
Audio-Visual (AV)
Transforming a blank, open warehouse into a compelling, attractive event space will take a bit of design help. AV specialists can offer a wide variety of high-end solutions, including LED video walls and interactive displays to engage attendees from the start. These specialists can also provide on-site IT support and staffing to ensure everything goes on event day without a hitch.
Event Lead Capture
For many trade shows, getting contacts is just as important, if not more, than the event itself. With event lead capture, attendees can be part of the digital networking experience. With a simple scan of someone’s event badge, vendor exhibitors can follow up post-event efficiently to maximize ROI and continue their conversations. This can lead to increased sales and higher satisfaction for both vendors and attendees.
Digital Signage
Providing real-time, dynamic information to attendees is crucial at events. Digital signage can help communicate important updates, such as a room change for a speaker. This allows planners to be flexible, instead of worrying about printed brochures and schedules that can cause attendees to become confused or miss an important update.
Final Takeaways
Seamless experiences, whether in retail, conferences, or trade shows, appear effortless. But just like the duck that is gliding across the lake but rapidly paddling below the water, events are anything but easy to pull off. Behind-the-scenes efforts that leverage new technology are the secret to creating a seamless experience that will increase attendee satisfaction.
Reviewed by Asim BN.
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