The Event Technologist: The Unsung Hero Behind Seamless Large-Scale Events
In today’s fast-paced, tech-driven event landscape, the role of the Event Technologist is more critical than ever. From managing complex event platforms to ensuring flawless execution on the day, Event Technologists serve as the backbone for successful large-scale events.
In this blog post, we will explore the evolving responsibilities of Event Technologists, their impact on event outcomes, and how they work with stakeholders to deliver exceptional attendee experiences. Whether you’re an event planner, vendor, or aspiring technologist, experience the difference these specialists make as they bridge the gap between technology and event execution, driving innovation and success.
In Case You Missed It — How to Successfully Craft an Event Technology Experience
What is an Event Technologist?
The role of the Event Technologist is one of the most pivotal in the event industry. While many see the glamorous side of event planning—lavish décor, inspiring speakers, and a bustling expo hall—there is a complex web of technology that powers everything behind the scenes. This is where Event Technologists shine. Their expertise lies in orchestrating the digital infrastructure so that every attendee, whether onsite or virtual, enjoys a seamless experience.
Defining the Role
An Event Technologist is responsible for selecting, implementing, and managing the tech stack that powers event experiences. Their role spans across multiple platforms, including registration systems, event mobile apps, virtual conference platforms, and audience engagement tools like live polls and Q&A features.
Their core responsibilities include:
- Technology Configuration: Ensuring all platforms are set up and configured correctly to provide a frictionless user experience.
- Troubleshooting: Addressing and resolving any technical issues that arise before or during an event.
- Data Management: Capturing and analyzing data to provide valuable insights to event planners and stakeholders.
Evolution Over the Last Decade
Ten years ago, event technology was relatively simple, limited to basic AV systems and registration platforms. But as the industry has embraced digital transformation, Event Technologists have evolved from AV specialists to strategists who play a crucial role in crafting the attendee experience. The rise of hybrid events, increased demand for real-time audience engagement, and the need for robust data analytics have all contributed to the expansion of their responsibilities.
The Event Technologist’s Impact on Large-Scale Events
When it comes to large-scale events, conferences, summits, and expos, there are several moving parts that must come together flawlessly to deliver a memorable experience. Event Technologists are the unsung heroes in making this happen.
How Event Technologists Ensure Technology Integration
Large events often involve complex logistics, from managing thousands of attendees to synchronizing multiple platforms and devices. Some of the biggest challenges include:
- Scalability: The technology infrastructure must be able to handle a significant number of users without glitches or delays.
- Integrations: Modern events rely on a range of platforms including registration systems, mobile apps, CRM tools, and virtual streaming services. These need to be seamlessly integrated to offer a consistent experience for both in-person and virtual attendees.
- Multiple Touchpoints: Attendees interact with technology at every stage of the event lifecycle, from signing up for sessions and networking through mobile apps to participating in real-time polls and accessing on-demand content post-event.
Event Technologists address all these potential challenges through rigorous testing, early setup, and creating backup solutions in case something goes wrong. They work closely with software vendors to customize platforms to meet the unique needs of each event, from correctly capturing attendee data to flawlessly streaming presentations and more. Their work directly contributes to improved event outcomes, including higher attendee satisfaction, increased engagement, and better data insights for future events.
The Event Technologist’s Collaboration with Stakeholders
One of the most important aspects of an Event Technologist’s job is collaboration. Event success depends on the partnership between multiple parties, including event planners, technology vendors, and the technologists themselves.
Critical Partnerships
- Event Planners: The relationship between Event Technologists and event planners is crucial. While planners focus on creative concepts and logistics, technologists support those ideas through the event’s technology infrastructure. For example, if planners envision a highly interactive keynote session with audience polls, technologists select and set up the right platform to execute that vision.
- Vendors: Event Technologists often collaborate with vendors who provide the platforms and tools needed for an event. Whether it’s working with a virtual event platform provider or integrating a new audience response system, they ensure vendors deliver on their promises and that the technology is configured to meet the event’s specific needs.
- Technologists and IT Teams: Collaboration within tech teams is vital. Sometimes, Event Technologists work closely with a company’s internal IT department so that all systems are compliant with security standards, platforms are integrated with company databases, or proper backup systems are in place.
Managing Expectations and Communication
Clear communication between these stakeholders is essential, especially when it comes to tech limitations or budget constraints. The Event Technologist often acts as a bridge, offering alternative solutions or explaining the ROI of investing in the right technology. Case studies have shown that strong collaboration between these stakeholders leads to highly successful event outcomes, where expectations are met or exceeded and potential problems are avoided early.
The Event Technologist’s Tools of the Trade
The array of tools at the disposal of an Event Technologist is vast. From registration platforms to mobile apps and virtual event systems, the possibilities are endless. However, choosing the right tool for the job requires careful consideration of the event’s specific needs.
The Importance of Selecting the Right Technology
It’s not about the popularity of a platform—it’s about the fit. Every event has unique requirements, and the Event Technologist’s job is to identify the tech that best aligns with those goals. This might mean choosing a system based on its ability to scale for a large event or opting for a platform that offers robust analytics capabilities for post-event reporting. Selecting the right technology elevates the attendee experience and ensures smooth operations.
Balancing Innovation with Practicality
While there are many new and exciting tools available, it’s important to balance innovation with practicality. Not every event needs cutting-edge technology, but every event does need reliable and efficient systems that meet its specific needs. The skill of an Event Technologist lies in their ability to discern when and where new technology offers real value versus when to stick with tried-and-true solutions.
In the video below, M&IW’s Kimberly Stone, Vice President of Event Technology, shares a real-world success story of how our 2024 M&IW Summit leveraged existing partnerships while layering in new technologies.
Looking to the Future
The future of event technology is bright, with trends such as AI-driven personalization, enhanced attendee data analytics, and hybrid event platforms poised to reshape the industry. The tools and platforms available today are vastly different from what existed even a few years ago, and new technologies are constantly emerging. In our next blog post, we’ll explore these trends in detail and discuss how they will impact the work of Event Technologists moving forward.
Experience the Difference
At M&IW, we stay abreast of the latest trends and developments so you don’t have to. Our Event Technologists participate in regular trainings, pursue certifications, attend conferences, and more to successfully advise on the best tools and solutions for any program. Contact us to experience the difference M&IW brings to event technology. Already an M&IW customer? Contact your Customer Success Manager.
Contributor
Chip Begley
Director, Event Technology
Meetings & Incentives Worldwide, Inc.