The Essential Guide to Onsite Event Technology

They say you only have one chance to make a good first impression. When it comes to events, an attendee’s first impression is often made with the technology they interact with; how and where it’s used, how seamless it is, and how it drives convenience as well as engagement.

Despite its importance, event planners still struggle when it comes to fully understanding onsite event technology. They may ask themselves: How do I know what technology is best to use at my event? What will increase attendee satisfaction and event ROI? What will help my event stand out?

This guide was developed to answer some of those questions and to help event planners around the world make better, more strategic decisions when it comes to onsite technology.

Whether you want to improve the technology you already have in place or you don’t know where to begin, the following will help guide you to identify and achieve your goals while increasing your event ROI.

Why Onsite Event Technology is Beneficial

Along with producing a more high-tech experience, onsite technology helps enhance meetings and events in several key ways.

Personalization

Today’s onsite technology can help create a more individualized event experience for each attendee, whether through targeted messaging based on their respective interests or the ability to build their own event agendas.

Convenience

Self-service onsite technologies allow attendees to help themselves when they need it. Event technology also allows attendees to consolidate several useful tools into one, such as with event mobile apps.

Efficiency

When it comes to saving time and money, onsite technology can accomplish both; from reducing wait time and long lines at check-in with remote kiosks to delivering badges in just seconds with the latest printer technology.

Sustainability

Onsite technology can improve the carbon footprint of an event. When more interactions happen digitally or more information is kept online, the need for paper decreases.

Monetization

There are several opportunities to monetize your onsite technology investments, such as sponsored push notifications, lead retrieval, data sharing, and digital ads.

Data Sharing

Onsite technology can help you collect valuable attendee data that you can share with your partners and sponsors to quantify the value of your event. For example, with ultra-high frequency (UHF) tracking, you can gather data on which areas of the event were most popular and during which times. This will allow you to know what attendees liked and which areas or content was less popular.

The Importance of Data and Event ROI

Perhaps the most important thing to keep in mind about onsite technology is the data it can collect about your attendees and the individual journeys they take throughout your event.

Choosing the right technology for your event depends on your unique goals, which is why you should think about what you want to accomplish before you make an investment. Whether it’s to increase engagement and attendee satisfaction, or to learn something about your organization or services, by setting goals before buying, you’ll be able to invest in only those solutions that solve your specific needs.

This is where measuring event ROI comes into play. Technology is crucial to a positive attendee experience and, therefore, event success and stakeholder satisfaction. So it's important to not only collect data to measure your event ROI but to take the time to analyze what areas need onsite technology that will make your attendees and sponsors happy and engaged.

Use the opportunity to enrich data and engage in a dialogue with your visitors during the event. Set clear objectives and measure them throughout the event to steer the organization in the right direction. Connect the onsite data to your online and mobile analytics to create a full profile of your visitors.

How to Use Kiosks to Make Check-In Easy

Check-in is typically the first touchpoint attendees have with an event, but that doesn’t always have to happen at the venue. Self-service kiosks can be set up at local transportation hubs or hotel partners to help attendees get checked in before they even step foot into the event. These remote check-in kiosks help event planners streamline the check-in process and avoid long wait times and lines at their events. Here’s how:

Kiosks at Airports or Train Stations

• Right when an attendee arrives and checks in at a kiosk at a  transportation hub, it can trigger a notification to the shuttle service and inform the driver that the next client has arrived, with name, picture, and destination. The driver can confirm the pickup and meeting spot.
• Kiosks at transportation hubs can also notify an attendee’s hotel of their arrival and put their corresponding room on the priority list for preparation.

Kiosks at Event Hotels

• A welcome kiosk at a hotel can print visitor event badges on arrival a day or two before the event. The system can check ticket validation, settle outstanding payments, and print a badge in less than 10 seconds. The pre-check-in helps to ease peak morning registration at the beginning of the conference. The kiosks can also be relocated in the morning to optimize the use of resources.

While offsite kiosks add a level of convenience for attendees, self-service options at onsite check-in can help further alleviate long lines and wait times, as well as provide a service that today’s attendees want and need. When visitors take control of their own registration by typing in their credentials or scanning a QR code from their phones, they are actively doing something, which makes the check-in process feel quicker and more engaging.

However, despite the pros of self-service, the value of human connection cannot be diminished during this initial part of the event journey. Here are some tips for getting the balance just right:

• While it may depend on your event, typically one staff member for every three or four stations works best.
• Have a team of traffic managers designated at your registration area to manage traffic flow and make sure the line moves smoothly.
• Have staff check in with each attendee as they walk in to make sure they are in the right line. Ensure that they have the necessary documents ready and give them a warm welcome. A helping hand and a smile are always appreciated.
• At the end of the line, the traffic manager should make sure that attendees have their barcodes ready for scanning or their credentials on hand before sending them to the desk or kiosk. With barcodes on smartphones, traffic jams can be caused by people trying to find their email, opening the barcode, and getting it full screen on the device. Also, remind them to check the luminosity of the display for an accurate read.
• At the registration desks, make sure that there are designated onsite technology staff that know how to fix the printers or system so that lines can keep moving if problems arise.
• Make sure that temporary staff is adequately trained on how to deliver badges and interact with attendees and that they know who to turn to if they are having any issues with the technology.
• Assure that there is backup equipment in case of printer jams, ribbon failure, or low badge stock, and do a full pre-event check of all items necessary for registration. Make sure you also have a backup plan if Wi-Fi goes out and have an additional power supply. Good preparation is key to a flawless check-in process.
• Track data such as entry time, waiting time, and high traffic times for analysis and planning of future events.

Creating a Smooth Registration Process

A smooth, hassle-free registration experience is crucial for both event attendees and organizers, and live badge printing can make a huge difference. With live badge printing, badges are printed on demand as attendees check in, eliminating the need to manage hundreds or thousands of pre-printed badges. This flexibility allows event teams to quickly handle walk-ins or last-minute registrations without delays, enhancing the attendee experience from the moment they arrive.

Real-time printing also means attendee data syncs seamlessly with your registration platform. If any details—like names, titles, or companies—need updating, they can be corrected instantly, avoiding the waste and sustainability concerns of discarded pre-printed badges. Additionally, real-time printing gives organizers access to up-to-the-minute attendance data, helping you track check-ins and monitor attendance patterns across the event. For heightened security, badges can include profile photos captured during registration, ensuring more secure access to VIP or restricted areas.

NFC Badges and Wristbands: Enhancing Engagement and Access Control

For a truly cutting-edge experience, NFC-enabled badges and wristbands go beyond traditional name tags. With NFC badges, event organizers can capture 30 times more attendee data than QR codes alone. This technology allows for easy “tap-and-go” lead retrieval, session check-ins, access control, and passive tracking, delivering valuable insights for event planners. NFC badges can even manage in-event purchases by allowing attendees to load funds directly onto their badge, creating a streamlined, cashless experience.

NFC wristbands offer similar functionality in a more lightweight format, perfect for festivals or large-scale events where attendees prefer not to wear a badge. Both NFC badges and wristbands make check-ins and access control smooth and secure, allowing attendees to simply tap their device on designated NFC hotspots to enter restricted areas or sessions.

Badges as an Access Control Solution

With live printing and NFC technology, badges also serve as access control tools, allowing planners to restrict entry to specific zones or times based on attendee type. For instance, exhibitors can be granted exclusive early-morning access to the show floor, while general attendees must wait until later. NFC readers at each access point make this process smooth and straightforward—attendees simply tap their badges, and the reader indicates whether access is granted.

By combining live badge printing with advanced NFC technology, event organizers can create a seamless, efficient, and enjoyable registration and check-in process that saves time, enhances security, and improves the overall event experience.

The Importance of a Robust Mobile Event App

When it comes to personalization, nothing is more powerful than a mobile event app; the main benefit being most attendees already have their own device to access it on. A mobile app with a robust toolset often ends up paying for itself. Here are just a few ways to incorporate a mobile app at your next event:

Event Information Hub

A mobile app serves as a one-stop shop for all essential event details—agenda, speaker bios, floor plan, and exhibitor directory. With features like a social media activity feed, attendees can stay engaged and share event content without needing to switch apps.

Agenda Building

Integrating with your event management software, the app can sync the entire program and automatically update any changes. Attendees can even build personalized agendas, avoiding the hassle of paper schedules.

Networking and Matchmaking

With in-app messaging and an attendee directory, networking is easy. Matchmaking features can connect like-minded attendees and help them set up one-on-one meetings.

Live Polling and Q&A

Engage attendees during sessions with live polling and Q&A features, allowing them to participate directly from their smartphones. This makes sessions more interactive and fosters a personal connection with speakers.

Enhanced Communication

Push notifications and iBeacon alerts allow for timely updates and announcements, ensuring attendees receive important information instantly on their devices.

Monetization Options

The app offers revenue opportunities through sponsored push notifications and exhibitor listings, providing additional value to sponsors and exhibitors.

Tracking the Attendee Journey & Behavior

NFC and mobile tech are transforming event tracking, giving planners insights into attendee movement and behavior while offering benefits for attendees too.

• Seamless Check-in: Attendees can quickly check in and out of sessions by scanning their badges, replacing paper sign-ins and supporting credit collection for training or education.
• Effortless Contact Exchange: With mobile tech, attendees can easily share contact details or collect digital materials from exhibitors, streamlining information storage.
• Personalized Alerts: Attendees receive tailored notifications based on interests they set during registration, helping them find relevant sessions or exhibitors.
• Post-Event Review: Attendees can view their event journey afterward, showcasing event value to colleagues and justifying attendance.

Planner Insights and Benefits

• Session Data: Attendance tracking helps planners assess which sessions are popular, guiding future event content.
• Booth Analytics: Traffic data reveals popular exhibitors, helping planners attract relevant sponsors and demonstrate event value.
• Audience Profiles: Individual tracking helps planners understand attendee preferences and demographics for more targeted programming.
• Expense Management: By tracking redeemable perks through the app, planners can identify waste and better manage future event budgets.

Making Sponsors Happy with Lead Retrieval

An attendee type that many event planners sometimes forget about when it comes to onsite tools is your sponsors or exhibitors! They are easily one of the most important attendee types at any event because they are choosing to invest in your event because they believe they will see some return. One of the primary ways that event planners fall short in maximizing their event ROI is by not providing a lead retrieval option for their exhibitors, and so unless exhibitors have a set lead retrieval provider for all of their shows, they miss out on this key technology.

At the end of the day, the reason why exhibitors exhibit at events is ultimately to gain new customers and increase sales, and the best way to do this is by following up with attendees after the event. However, in order to follow up with attendees and have those interactions lead to sales, exhibitors must have a way to correctly collect and qualify leads.

Lead retrieval solutions help exhibitors do this in a variety of ways:

• First, with NFC badges, the lead gathering is as easy as tapping the attendee’s badge, and with QR code badges, leads can be gathered by scanning the QR code with the lead gathering device. Devices can be rented, or some companies offer “Bring Your Own Device” solutions, where exhibitors can use their own devices by buying licenses and downloading the app.
• Second, after leads are collected, exhibitors can qualify those leads with custom surveys, notes, or on-demand content delivery.
• And third, those leads can then be directly uploaded into the exhibitor’s CRM or MAS system, to ensure that a salesperson is aware of the lead and knows to follow up.

Lastly, lead retrieval can also be a great source of income for event planners, as many lead retrieval companies will share profits with their clients.

With custom systems and technologies, there are truly innumerable amount of ways that event planners can enhance the event journey with onsite technology. From implementing mobile apps and beacons to exploring the world of NFC and RFID, with so much new technology to choose from, the decision of what to use at your event to increase ROI can be overwhelming.

Remember that the most important thing to do to guarantee success is to identify your priorities and define your goals and objectives. With this in mind, you will be able to identify the best technology for your event and develop a roadmap for successful implementation.

As you can see, however, it’s crucial to analyze every area of your event, as technology can be used in even the most unlikely of places, like sponsored hotels or show floor stores. Consider how you can improve event ROI with technology in the areas of sustainability, security, personalization, monetization, and more.

Finally, realize that implementing new onsite technology isn’t a one-time process. Just as your attendee and sponsor need to change over time, your technology needs will change over time as well. It’s always a good thing to have continuous ROI measurement in place so that you can stay on top of your onsite technology game and avoid outdated practices like pre-printed badges!