Cost-Effective Technology for Events: Five Tips You Can Use Today
Nearly every business conversation today has at least one reference to AI or some other new technology; the pace of change is at an all-time high. While tech transforms how we plan and execute events, budget constraints make us as planners wary of adopting new innovations. But there is good news: You can incorporate these advancements without breaking the bank! What’s the key to optimize events for efficiency, engagement, and ROI without overspending? Focus on personalization, contactless services, and data.
Vario Production Event App
1. The Power of Personalization
Isn’t everyone looking for something a little personal? Your event does not need to be a one-size-fits-all experience. Personalized event technology — whether through AI-driven matchmaking, customized agendas, or smart badges — can increase and improve the quality of engagement without adding excessive costs. There are plug-and-play solutions that allow planners to scale their adoption depending on event size and goals.
- Smart Badges & QR Codes: These tools replace traditional lead retrieval systems, allowing attendees to exchange contact information seamlessly. QR codes, in particular, offer an affordable alternative, enabling exhibitors and attendees to scan and store details instantly. Check out products such as Vario Productions, Momencio, Bizzabo’s Klik SmartBadges, and ATIV Software’s BadgeScanner.
- AI-Driven Matchmaking: “AI tools are being used to personalize meeting experiences, automate administrative tasks, and even analyze attendee feedback in real-time,” said Daniel Briones, Lamont Associates. In fact, platforms can now connect attendees based on shared interests, ensuring high-value networking opportunities. AI-powered tools analyze attendee preferences, suggesting connections that align with business goals and personal interests. Some ideas include Brella, Grip, or ExpoPlatform.
- Event Apps for Customization: Attendees can build their schedules, receive updates, and interact with speakers — all from their smartphones. While full-scale event apps can be costly, streamlined versions offer essential features at a fraction of the price. One such app comes from Vario Productions, which produces hundreds of events around the world every year.
2. Contactless Services: Enhancing Efficiency and Safety
Contactless technology remains vital to event planning, even as in-person events make a strong comeback. Attendees appreciate the convenience, and planners benefit from smoother operations and increased efficiency.
- Touch-Free Check-Ins & Digital Credentials: To streamline entry while reducing staffing needs, companies like CLEAR (which has expanded beyond airports into events and venues) or Fielddrive will replace traditional check-in desks with self-service kiosks and mobile credentials.
- Event Apps as a Digital Concierge: From answering common questions to guiding attendees through the venue, AI-driven chatbots in event apps provide on-demand assistance without additional staff. Companies like Eventdex use OpenAI in their software, while others like Dreamcast offer AI-powered chatbots. “Event app analytics are priceless. When you see how much data you can collect on attendee engagement, your initial investment becomes an afterthought,” shared Saleem Sabree, of Vario Productions.
- Cashless Transactions & Digital Networking: Whether mobile payments for food and merchandise or seamless badge scanning for lead retrieval, eliminating physical touchpoints improves speed and security. RFID or NFC wristbands can enable attendees to make purchases with a tap.
3. Leveraging Data for Smarter Events
Event planners can no longer afford to ignore data’s role in decision-making. The right tech tools not only drive efficiency or create a visible impression, they can provide valuable insights that help optimize current and future events. By leveraging data and analytics from meetings, planners can demonstrate measurable improvements in attendee engagement, event performance, and ROI. These insights lead to better outcomes, stronger ratings, and increased efficiency—ultimately proving that events are not just valuable touchpoints but integral, revenue-generating components of a company’s marketing and sales strategy.
- Event Apps Capture Key Metrics: From tracking session attendance to monitoring engagement levels, apps provide real-time analytics on attendee behavior. Try Eventify for event analytics. These allow you to not only evaluate how many people showed up, but to understand where they tuned in, where they lit up, where they took note. These insights can allow you to lean into what worked and refine what didn’t, which improves future attendance, NPS scores, and other evaluations, all of which help to support more effective meetings and prove out success for those who have funded the event.
- Live Polling & Post-Event Surveys: “Crowdsourcing during the event allows attendees to vote on the sessions they want to happen in real time,” says Sue O’Sullivan of Veritas Association Management. “We did this and found it incredibly engaging!” At a recent event, O’Sullivan’s team had several variations of a talk on stand-by. As the panel began, they put out a poll to vote on what to focus on, presenting the version of the talk that won the poll. During a session, real-time polls can measure audience reactions or needs. At the same time, post-event surveys provide actionable feedback to refine future experiences. Check out Webex and UpVisit for polling and survey options.
- Hybrid & Virtual Components for Extended Engagement: While entirely virtual events are fading in popularity, hybrid elements — like recorded sessions available post-event — continue to provide value and reach wider audiences. Consider EventMobi or GlobalMeet.
4. Avoiding Budget Pitfalls: Strategic Planning for Event Tech
One of the most common budgeting mistakes planners make is treating AV and event technology as an afterthought. To avoid unexpected costs and limited options, include decisions about event technology as part of the pre-production phase.
- Secure AV Partnerships Early: In-house AV providers often have exclusivity contracts with venues, making last-minute changes costly. Planners should explore third-party AV companies during the sourcing phase to compare pricing and negotiate favorable terms. You can always contact Teneo’s event partner, Vario Productions, for a friendly estimate!
- Prioritize Dedicated Internet for Presentations: Relying on shared venue Wi-Fi for live streams or digital presentations can be a disaster. Hardwired connections for key sessions help prevent connectivity issues. This should be considered as part of the initial contract (and can be negotiated in!).
- Invest in Scalable Tech Solutions: Not every event needs a top-tier app or AI integration. Start with budget-friendly tools like online ticketing and QR codes offered by companies like Wowsly, and upgrade over time based on event needs and ROI opportunities.
5. Tech-Driven Pre-Production & Site Selection: Virtual Event Planning
Technology isn’t just for game day; it’s transforming the pre-production phase, making site visits and venue qualification easier and more efficient.
- Virtual Site Inspections: Tools like TrueTour powered by Visiting Media (now available for more than 130 hotels in the Teneo portfolio) provide immersive 360-degree property tours, saving time and resources that might be spent on on-site visits.
- 3D Diagramming & Space Planning: Planners can create accurate event layouts with virtual measurement tools before ever stepping on-site.
- Aerial & Interactive Views: High-resolution drone imagery and interactive floor plans help planners visualize venue setups in detail, such as those featured in TrueTour Members.
- Seamless Collaboration: Share virtual venue tours with stakeholders, reducing the need for excessive travel and making real-time decision-making easier.
The Future of Event Tech: More Choice, Better ROI
The landscape of event production is changing, and planners have more options than ever before. While large venues have long-standing relationships with in-house AV providers, industry shifts are creating more flexibility. Hotels and convention centers are beginning to recognize the limitations of exclusivity deals, making it easier for planners to choose tech solutions that align with their needs and budgets.
By proactively incorporating cost-effective tech solutions, planners can ensure they maximize their event’s impact while keeping costs under control. Whether through personalization, seamless digital services, or data-driven insights, these technologies are shaping the future of event planning — without breaking the bank.
Want to learn more about integrating budget-friendly event tech? Connect with Teneo’s expert partners, including Vario Productions, to explore solutions tailored to your event’s needs.
