How Technology is Changing Event Experiences
The event industry is in the middle of a tech revolution, and it's changing everything from how we check in guests to how we measure success. While some might worry that technology makes events less personal, the opposite is proving true. From AI-powered personalization to sustainable digital solutions, tech is helping create more meaningful connections and smoother experiences. We asked five industry leaders to share their perspective on how technology is reshaping the future of events.
"How do you see technology changing the event experience? Are there specific tools or software that have made a significant impact?" Here is what 5 thought leaders have to say.
As a company that hosts multiple virtual events a year, we've seen firsthand how technology is reshaping the event experience. Platforms, like Cvent, have unlocked incredible opportunities for accessibility, scalability, and engagement, allowing us to create events that transcend geographical limitations, while also mirroring the energy and interaction of in-person events.
However, while technology has opened new doors on the virtual side, its most exciting role is how it complements and enhances in-person experiences. Integrating virtual tools into live events not only expands accessibility but also creates new opportunities for engagement and efficiency, particularly when it comes to staffing and attendee management.
One key area where technology makes an impact is in streamlining operations for on-site teams. Platforms, like Eventbrite, simplify registration and check-in, often incorporating features like RFID badges or QR code scanning. These tools reduce bottlenecks at entry points and help staff focus on creating better experiences for attendees.
Another innovation is the use of hybrid event platforms, like Airmeet. These tools ensure that no matter the attendee's location, they can still participate. This also creates additional staffing opportunities for roles like hybrid moderators, tech coordinators, and virtual engagement specialists, who help maintain a seamless connection between physical and virtual audiences.
Even advanced technologies like extended reality (XR), are finding a place in in-person events, creating engaging activations that often require skilled staff to operate. From XR-powered photo booths to immersive product demonstrations, these technologies are not only crowd-pleasers but also create unique roles for tech-savvy event staff.
Ultimately, while technology has brought about incredible innovation, in-person events thrive because of the human touch. By equipping staff with the right tools and integrating tech thoughtfully, we can create events that are as unforgettable as they are efficient. I believe the future of events lies in this synergy between people and technology, bringing the best of both worlds to every experience.
Tiffani Neilson, Chief Marketing Officer, IoT Marketing
Technology has transformed the event experience by enhancing connection, engagement, and personalization. AI-powered tools and data analytics personalize content and streamline event planning. Large language models, including our custom-built GPT 'We Crush Connections,' measure connection scores, helping organizations align better with employees, customers, stockholders, and partners for greater ROI. By leveraging AI to understand clients' personalities and desired event vibes, we can craft unforgettable experiences that resonate deeply and create lasting impact.
Technology is totally changing the event game. I've noticed a huge difference in how we connect with attendees and manage events. Event apps are a lifesaver-no more clunky schedules or getting lost in a massive venue. And social media? Forget just posting pics, it's like the ultimate networking tool now. Plus, with virtual events, anyone can join the fun no matter where they are. Data analytics is also key; we can see what's working and make our events even better next time. Even AI has touched on the event industry, making events more optimized and able to be tailored to different audiences.
Nikki Yep, Sr. Event Planner, Event Solutions
Event planners are turning to digital solutions throughout event experiences to reduce physical waste - like no more paper tickets, printed programs, and disposable signage. Instead, attendees get digital tickets, receive the schedule through mobile event apps, and interact with digital displays (i.e. LED posters) instead of traditional printed signs. This is a big step as more visually engaging event experiences help make events more memorable and as events work to be more sustainable and eco-friendly as they evolve in 2025 and beyond.
Nicole Schroeder, Marketing Director, Wired Production Group
Technology has revolutionized the way events are designed and experienced. From my own work in managed IT services, I've seen how tools like virtual event platforms and smart scheduling systems save time and create smoother experiences for both attendees and organizers. For instance, automated registration systems have drastically reduced check-in times, while features like live polls and Q&A tools make events more interactive and engaging. These advancements ensure that event planners can focus on creating meaningful experiences instead of getting bogged down by logistics.
One memorable example is when we supported a hybrid conference for a client with a global team. Many employees couldn't travel, so we integrated live streaming with localized breakout sessions. The setup allowed everyone to participate, regardless of location, and saved the company significant travel costs. Hybrid events like this offer the flexibility to combine in-person energy with virtual convenience, ensuring accessibility while minimizing expenses and environmental impact.
For event planners, I recommend focusing on "invisible" technologies that simplify the behind-the-scenes work. Tools like data collection software and automated scheduling reduce stress during the planning phase, especially when deadlines are tight. These solutions are not flashy, but they're essential for creating successful events. With the right tools in place, organizers can deliver better experiences for their audience without sacrificing their own well-being.
Elmo Taddeo, CEO, Parachute
Conclusion
As we look at how technology is reshaping events, one thing becomes clear - it's not about replacing the human element, but enhancing it. Whether it's making events more accessible through hybrid solutions, more sustainable through digital alternatives, or more personalized through AI and analytics, technology is helping event professionals create experiences that were impossible just a few years ago. The key to success isn't just adopting new tools, but using them thoughtfully to create more meaningful, efficient, and engaging events that bring people together in ways that matter.