Webinar Recap: Maximizing the New Events Normal with Tech Tools

1. Introduction

1.1. Background on the New Events Normal

The events industry has undergone a significant transformation due to the impact of COVID-19. The pandemic led to widespread cancellations, a shift to virtual events, and a reduction in staffing. As the Delta Variant continues to create uncertainty, event professionals are faced with the challenge of adapting to a new normal where they must do more with less. This shift has necessitated the adoption of innovative solutions to maintain efficiency and engagement.

In this new landscape, leveraging technology has become crucial. Event professionals are now exploring various tech tools to streamline operations and enhance the overall event experience. The ability to adapt and integrate these tools effectively can make a significant difference in navigating the current challenges and preparing for future events.

1.2. Purpose of the Webinar

The webinar, led by Rich Vallaster, Director of Marketing and the Tradeshow Wonka at Personify, aimed to address the pressing issues faced by the events industry. The primary focus was on how technology can be utilized to maximize efficiency and streamline operations. By sharing insights and practical solutions, the webinar sought to equip event professionals with the knowledge and tools needed to thrive in the new events normal.

Rich Vallaster emphasized the importance of embracing technology to overcome the challenges posed by the pandemic. The webinar provided a platform for discussing various tech tools and solutions that can help event professionals manage their tasks more effectively, even with limited resources.

1.3. Key Takeaways

One of the key takeaways from the webinar was the necessity of leveraging technology to improve efficiency. Rich Vallaster highlighted several tech tools that can significantly enhance event management processes. These tools include Association Management Software (AMS), Event Management Software (EMS), and Member Engagement Software. Each of these tools offers unique features that cater to different aspects of event planning and execution.

Another important takeaway was the need for event professionals to stay adaptable and open to new solutions. The ability to quickly assess and implement the right technology can help organizations navigate the uncertainties of the current environment and prepare for a return to normalcy in the events industry.

2. Focus on the Customer

2.1. Understanding Customer Needs

In the new events normal, understanding customer needs has become more critical than ever. Event professionals must take the time to listen to their audience and gather insights into their preferences and expectations. This understanding can help in designing events that are more engaging and relevant to the attendees.

By leveraging data and feedback, event organizers can tailor their offerings to meet the specific needs of their customers. This approach not only enhances the overall experience but also fosters a stronger connection between the event and its audience.

2.2. Enhancing Customer Experience

Enhancing the customer experience is a key focus for event professionals in the current landscape. Utilizing technology can play a significant role in achieving this goal. Tools such as Member Engagement Software can facilitate interactive discussions, forums, and multimedia content, creating a more immersive and engaging experience for attendees.

Additionally, features like personalized agendas, real-time updates, and virtual networking opportunities can further enhance the customer experience. By prioritizing the needs and preferences of the audience, event professionals can create memorable and impactful events.

2.3. Leveraging Feedback for Improvement

Feedback is a valuable resource for continuous improvement. Event professionals should actively seek feedback from attendees to understand what worked well and what areas need improvement. This feedback can be collected through surveys, polls, and direct interactions during and after the event.

By analyzing the feedback, event organizers can identify trends and areas for enhancement. Implementing changes based on this feedback demonstrates a commitment to delivering high-quality experiences and can lead to increased customer satisfaction and loyalty.

3. Technology Audit

3.1. Assessing Current Tools

Conducting a technology audit is an essential step in maximizing the new events normal. Event professionals should start by assessing the current tools and systems they have in place. This involves evaluating the effectiveness and efficiency of each tool in meeting the organization's needs.

By identifying the strengths and weaknesses of the existing technology, event organizers can make informed decisions about which tools to retain, upgrade, or replace. This assessment helps in optimizing the use of resources and ensuring that the technology aligns with the organization's goals.

3.2. Identifying Gaps and Opportunities

Once the current tools have been assessed, the next step is to identify any gaps and opportunities for improvement. This involves looking for areas where the existing technology falls short and exploring new solutions that can address these gaps. For example, if the current event management software lacks certain features, it may be worth considering an upgrade or a different solution.

Identifying opportunities for improvement also involves staying updated on the latest trends and advancements in event technology. By keeping an eye on emerging tools and solutions, event professionals can stay ahead of the curve and continuously enhance their event management processes.

3.3. Implementing New Solutions

Implementing new solutions requires careful planning and execution. Event professionals should start by setting clear objectives and defining the desired outcomes of the new technology. This helps in selecting the right tools that align with the organization's goals and needs.

Once the new solutions have been selected, the next step is to integrate them into the existing systems and workflows. This may involve training staff, updating processes, and ensuring that the new technology is used effectively. By taking a strategic approach to implementation, event professionals can maximize the benefits of the new solutions and achieve their desired outcomes.

4. Strategic Planning

4.1. Setting Clear Objectives

Strategic planning is crucial for the successful adoption of technology in the events industry. The first step in this process is setting clear objectives. Event professionals should define what they aim to achieve with the new technology, whether it's improving efficiency, enhancing customer experience, or increasing revenue.

Having clear objectives provides a roadmap for the implementation process and helps in measuring success. It also ensures that all stakeholders are aligned and working towards the same goals, which is essential for the successful adoption of new technology.

4.2. Aligning Technology with Goals

Aligning technology with organizational goals is a key aspect of strategic planning. Event professionals should ensure that the selected tools and solutions support the overall objectives of the organization. This involves evaluating how each tool contributes to achieving the desired outcomes and making adjustments as needed.

By aligning technology with goals, event professionals can ensure that the new solutions are used effectively and deliver the expected benefits. This alignment also helps in maximizing the return on investment and achieving long-term success.

4.3. Measuring Success

Measuring success is an important part of the strategic planning process. Event professionals should establish key performance indicators (KPIs) to track the progress and impact of the new technology. These KPIs can include metrics such as attendee satisfaction, engagement levels, and revenue growth.

Regularly monitoring and analyzing these metrics helps in identifying areas for improvement and making data-driven decisions. By measuring success, event professionals can ensure that the new technology is delivering the desired outcomes and continuously enhance their event management processes.

5. Overcoming Obstacles

5.1. Time Management

Time management is a common challenge for event professionals, especially in the current landscape where they are required to do more with less. Effective time management involves prioritizing tasks, delegating responsibilities, and utilizing technology to streamline processes.

Tools such as Event Management Software can help in automating repetitive tasks, managing schedules, and coordinating with team members. By optimizing time management, event professionals can ensure that they are able to deliver high-quality events even with limited resources.

5.2. Budget Constraints

Budget constraints are another significant obstacle for event professionals. The pandemic has led to reduced budgets for many organizations, making it challenging to invest in new technology. However, there are budget-friendly solutions available that can still deliver significant benefits.

For example, Association Management Software like Wild Apricot offers an all-in-one solution for small associations and nonprofits with limited staff. By carefully selecting cost-effective tools, event professionals can overcome budget constraints and still achieve their desired outcomes.

5.3. Institutional Barriers

Institutional barriers can also pose challenges in the adoption of new technology. These barriers can include resistance to change, lack of technical expertise, and organizational silos. Overcoming these barriers requires a strategic approach and effective communication.

Event professionals should engage stakeholders early in the process and provide training and support to ensure a smooth transition. By addressing institutional barriers, event professionals can create a culture of innovation and successfully implement new technology.

6. Best Practices and Tools

6.1. Recommended Tech Tools

Several tech tools were highlighted in the webinar as essential for maximizing the new events normal. These tools include:

• Wild Apricot: Ideal for small associations and nonprofits with limited staff, offering a budget-friendly, all-in-one solution.
• MC Professional: Helps growing professional associations boost productivity, membership, and revenue.
• MC Trade: Simplifies workflows for trade associations and chambers of commerce, managing finances and complex member relationships.
• ThreeSixty: A powerful enterprise platform for large associations, YMCAs, and JCCs.
• A2Z Events: Trusted by independent show organizers and member-based organizations for floor plans, booth sales, and sponsorships.
• Registration Tech (Formerly GTR): Provides flexible event technology and support for planning and executing meetings, conferences, or trade shows of any size.
• CommUnity: An engaging platform for discussions, forums, multimedia, and connections that integrates with AMS.
• Classroom: Learning management software for continuing education and credentials.
• Job Board: Adds value to members and generates revenue from employers by providing a targeted destination for job seekers.

6.2. Case Studies and Success Stories

Case studies and success stories provide valuable insights into how different organizations have successfully implemented technology to enhance their event management processes. These examples can serve as inspiration and provide practical tips for other event professionals.

By learning from the experiences of others, event professionals can gain a better understanding of the potential benefits and challenges of adopting new technology. This knowledge can help in making informed decisions and achieving successful outcomes.

6.3. Tips for Continuous Improvement

Continuous improvement is essential for staying competitive in the events industry. Event professionals should regularly review their processes and technology to identify areas for enhancement. This involves staying updated on the latest trends and advancements in event technology and being open to new solutions.

By fostering a culture of continuous improvement, event professionals can ensure that they are always delivering high-quality experiences and staying ahead of the competition. This approach also helps in maximizing the return on investment and achieving long-term success.

7. Conclusion

7.1. Summary of Key Points

The webinar highlighted the importance of leveraging technology to navigate the new events normal. Key points included the need for understanding customer needs, conducting a technology audit, strategic planning, and overcoming obstacles. Several recommended tech tools were also discussed, along with case studies and tips for continuous improvement.

By embracing technology and adopting a strategic approach, event professionals can enhance their event management processes and deliver high-quality experiences even in the face of challenges.

7.2. Future Trends in Event Technology

Looking ahead, several trends are expected to shape the future of event technology. These include the continued rise of virtual and hybrid events, increased use of artificial intelligence and data analytics, and the growing importance of personalized experiences. Staying updated on these trends can help event professionals stay competitive and deliver innovative solutions.

By keeping an eye on emerging trends and continuously enhancing their technology, event professionals can ensure that they are well-prepared for the future and able to meet the evolving needs of their audience.

7.3. Final Thoughts and Recommendations

In conclusion, the new events normal presents both challenges and opportunities for event professionals. By leveraging technology and adopting a strategic approach, they can navigate these challenges and deliver high-quality experiences. The key is to stay adaptable, continuously improve, and prioritize the needs of the audience.

Event professionals should take the insights and recommendations from the webinar to heart and explore the various tech tools and solutions available. By doing so, they can maximize their efficiency, enhance customer experience, and achieve long-term success in the events industry.