You’ve probably heard of event apps and may have registered for many events through them. Ever wondered about the backend integration of these apps with event registration systems? Well, all thanks to the dynamic world of event management, we now have a vital tool to streamline operations: event app integrations.
However, with the continuous growth of the event industry, event app integration in event platforms has become crucial for success. But what is it? In simple terms, event app integration refers to connecting an event management application with various tools and systems to enable smooth data sharing and improve functionality.
In this blog, we’ll explore what event app integration is, its impact and why it’s a must-have for all event professionals. Also, we’ll cover major integrations and best practices to consider. Let’s dive into the details:
What’s Event App Integrations?
The event app integration is simply a process of merging, synchronizing and optimizing valuable data or workflows between two different applications, systems or subsystems. In this way, a new cloud application is created with a legacy on-premise application.
In simple terms, event app integration enables two distinct apps, tools or systems, usually developed by different companies, to exchange data seamlessly. As a result of this integration, if there’s any update made in one system, then it automatically gets reflected in the other. This further eliminates the need for manual data uploads or imports.
Moreover, event app integrations typically operate in one of two formats and they are as
- Single-Direction Integrations: This type involves automatically syncing event data from various sources, such as event registration platforms or event websites, into the event app. In this scenario, information flows into the mobile event app from multiple systems, consolidating everything into a single platform.
- Multi-Directional Integrations: In this type of app integration for event platforms, engagement data such as attendee profiles, session attendance, and survey feedback, all can be automatically transferred from the event app to other systems after the event. However, this approach also incorporates the benefits of single-direction integrations. Essentially, this means that data can flow both ways, allowing for a more dynamic exchange of information between systems.
The Impact of App Integrations on Event Success
- Event technology, especially with app integrations, can significantly streamline operations for businesses. Approximately 89% of companies have reported saving more than 200 hours each year thanks to their event tech stack, and 20% have saved over 360 hours annually.
- As hybrid and virtual events become more prevalent, it’s anticipated that 90% of large-scale events will adopt these formats within the next two years. This trend underscores the necessity of integrating apps that can seamlessly support both in-person and virtual experiences.
The 7 Best Reasons Why Event Organizers Need Event App Integrations
Here are the top benefits of event app integration in event platforms for event organizers, let’s know more about them.
1. Seamless Data Management
Data collection in an event is considered one of the crucial factors for organizers. Event app integrations assist event professionals by centralizing all the valuable data from multiple sources. However, this eliminates silos and provides an accurate source of gathered data. This unified approach reduces errors like inappropriate data sampling, plus it also improves the authenticity of data. For example, when attendee registration data is integrated with the mobile event app, attendee profiles are automatically updated and it ensures consistent information across all platforms.
2. Real-Time Analytics and Reporting:
One of the benefits of event app integration in the event platforms for organizers is that it allows them to access live event data, which further helps in on-the-spot decision-making. Organizers can quickly adjust session capacities based on real-time attendance data or modify the event schedule to match unexpected changes. Not only this, event planners can take actions based on resource reallocation, emergency protocol activation, engagement-boosting strategies, and technical issues.
3. Enhanced Attendee Engagement
By integrating attendee tracking tools and engagement tools like gamification, breakout sessions, social media, and networking opportunities, organizers can create a personalized experience for attendees. Moreover, this could include tailored content recommendations based on session attendance, targeted networking suggestions, or personalized push notifications. As a result, such customization in event app integration in the event platforms can be effective in increasing attendee satisfaction and participation.
For instance, when an event concludes, engagement metrics from the event app like session attendance and feedback are sent back to the marketing platform for follow-up campaigns. This shows the performance of engagement strategies.
4. Simplified Event Registration and Check-In
Integrating event registration solutions with event apps streamlines the attendee registration process, from event sign-up to on-site attendee check-in. This can include app integration features with self-service kiosks, a mobile app for check-in, and automated badge printing. This reduces queues and improves the attendee’s experience right from the moment, whenever they arrive at the venue.
5. Personalized Event Experience
Data from integrated systems can tailor content and recommendations based on attendee preferences. For instance, an event app might suggest specific exhibitors or sessions based on previous attendance or the expressed interests of attendees. This feature is named, AI-matchmaking, and this level of personalization not only enhances the attendee experience but also increases engagement by making relevant information easily accessible.
6. Improved Sponsor and Exhibitor ROI
Integrated analytics in the event app provide sponsors and exhibitors with detailed insights related to attendee interactions and help them measure their return on investment more accurately. However, this includes the collection of data based on booth visits, content engagement, and lead quality. For example, by tracking booth visits and attendee engagement metrics, sponsors can refine their strategies for follow-up communications after the event. This benefit of event app integration is a fully data-driven approach for sponsors to justify their investment and optimize future participation.
7. Advanced Security Features
In an event, security is paramount. Event app integrations can benefit event organizers in such a way that they can enhance security through features like secure logins (e.g., Single Sign-On) and data encryption. This ensures that all the attendee data is secure, and rest assured, all sensitive information is protected while also providing a smooth user experience. For events that require specific authentication methods, such as corporate events or large conferences with VIP guests, these advanced security measures are critical.
Read More: For third-party integration for Event Registration.
Key Event Technology Integrations for Mobile Apps
Honestly, a mobile event app can be integrated with many other software or tools available in the market. But, to streamline event management, an event app has the below-mentioned major event technology integrations and they are:
Event Registration and Ticketing Solutions
To create seamless attendee experiences, event registration and ticketing solution integration in the mobile event app are must-haves. It bridges the gap between initial interest in the event and active participation of the attendees in an event. It ensures a smooth attendee journey from event sign-up to check-in.
For instance, in a large corporate conference where many attendees are expected. With this app integration in event platforms, as soon as an attendee registers online, their information is automatically synced with the event app. So, whenever they arrive at the venue, they’ll be simply able to scan a QR code on their phone to check in, and their badge is printed instantly. As a result, this event technology integration not only reduces wait times but also minimizes the risk of data entry errors.
Key Features:
- Automated event badge creation
- Automated Data Syncing
- Real-time ticket sales updates
- Customizable Registration Forms
- Comprehensive reporting on attendance trends and engagement
- On-site registration capabilities
- Dynamic pricing models
- Waitlist management
Benefits of Event App Integration With Event Registration & Ticketing Solutions
| Event Organizers | Attendees |
|---|---|
| Simplified Workflow (Centralization of all event operations) | Seamless Event Registration and Check-in Process |
| Automated Processes (confirmation emails, badge generation, check-in, etc) | Personalized Experience |
| Real-Time Data and Analytics (Accurate data via attendee tracking tools ) | Interactive Features |
| Improved Communication ( Via push notifications to deliver timely updates, announcements, and reminders) | Convenient Access to Information (event schedules, speaker bios, maps, and other essential information ) |
| Enhanced Security | Improved Networking |
CRM and Marketing Automation Tools
Integration of your event app with Customer Relationship Management (CRM) systems along with marketing automation allows for better attendee relationship management. This enables personalized communication, targeted marketing, and post-event follow-ups. Moreover, with the event app integrated into event CRM systems, all attendee interactions can be tracked in one place. Not only this, organizers can also measure the return on investment (ROI) of their events more accurately.
To understand this better, during a multi-day business conference, attendees can check into various sessions using the event app, which feeds this data into the integrated CRM system. The marketing automation tool then uses this information to send personalized emails, highlighting all the sessions for the next day based on the attendee’s interests. After the event, follow-up emails can be automatically sent with relevant content based on the sessions they attended.
Key Features:
- Personalized communication channels
- Maximize reach with mass email invitations
- Targeted marketing campaigns
- Ensures breach-free integrity
- Automated post-event follow-ups
- Attendee behavior tracking
- Effective Lead scoring and qualification
Live Streaming and Virtual Event Platforms
To reach a larger audience, hybrid events are becoming the new trend for event organizers. As hybrid events become more popular, the integration of live-streaming capabilities is also becoming more important. The benefits of live-streaming event technology integration include increased event reach, accessibility, and a boost in engagement levels for remote attendees. However, this app integration in event scenarios also allows for seamless transitions between in-person and virtual components, ensuring all attendees have equal access to content. Features might include:
Key Features:
- Seamless transitions between in-person and virtual components
- Real-time Q&A sessions
- Virtual networking rooms
- On-demand content libraries
- Interactive polls and surveys
For instance, Dreamcast’s virtual event platform enabled the live streaming of the MG Hector Plus launch simultaneously across seven different platforms. This integration allowed for a seamless experience, where attendees could engage with the event in real time, showcasing the effectiveness of event app integration with registration and ticketing solutions.
Networking And Matchmaking Solutions
The integration of the event app with AI matchmaking and networking opportunities enhances attendee interactions by providing a dynamic platform based on shared interests. It enables attendees to create and participate in both one-on-one and group meetings, fostering meaningful discussions around specific topics. Moreover, by connecting individuals with similar interests, the event app integration offers custom engagement tools like live polls, surveys, and Q&A sessions, which allow attendees to engage in enriching conversations and build valuable relationships. With its focus on networking, the event app integration enhances the overall event experience, ensuring that participants can find relevant connections and deepen their engagement with the community.
Key features:
- AI-Powered Connection Suggestions
- Meeting Scheduling Tools
- Virtual Business Card Exchanges
- Interest-Based Group Formations
- Post-Event Connection Opportunities
Best Practices During Event App Technology Integration
Here are the top practices to follow during event app technology integration:
Questions to Ask Potential Partners
Focus on the below-mentioned questions before choosing event technology integration:
1. How does your solution specifically integrate with our event app integration in the event platform?
2. Can you provide case studies or references from events similar to ours that have used your integration?
3. What kind of data can be shared between systems, and how is this data protected?
4. How do you ensure compliance with data protection regulations like GDPR or CCPA?
5. What is your average uptime, and how do you handle potential outages during an event?
6. Can your solution scale to accommodate events of varying sizes, from small meetings to large conferences?
7. What level of customization does your solution offer to match our event’s branding and specific needs?
8. How do you handle updates and new feature rollouts, and how might these affect our events?
9. What kind of onboarding and training do you provide for our team?
10. What support options are available before, during, and after our events?
11. How does your pricing model work, and are there any hidden costs we should be aware of?
12. What sets your solution apart from your competitors in the event technology space?
Follow the Criteria for Selecting Integration Providers
When evaluating potential integration providers, consider the following criteria:
| Criteria | Description |
| Compatibility | Ensure the provider’s technology is compatible with your event app platform and integrates with other tools. |
| Scalability | The solution should handle current event sizes and scale for larger events or increased complexity. |
| Reliability | Look for a proven track record of uptime and performance; check references and case studies. |
| Security | Verify adherence to industry-standard security protocols and compliance with data protection regulations. |
| User Experience | Integration should enhance user experience; look for intuitive interfaces and smooth workflows. |
| Support | Evaluate the level and availability of technical support, considering timezone coverage for global events. |
| Cost | Ensure cost aligns with your budget; consider the total cost of ownership, including setup and ongoing fees. |
| Customization | Assess the degree of customization available; check for branding and white-labeling options. |
| Data Ownership and Privacy | Understand how attendee data will be handled and stored; clarify data ownership. |
| Innovation | Look for partners committed to ongoing development and feature updates; consider their enhancement roadmap. |
| Integration Complexity | Evaluate the complexity of the integration process and the resources required from your team. |
| Analytics and Reporting | Assess the quality and depth of analytics provided; ensure data extraction capabilities for event success measurement. |
Technical Practices for Event App Integration
- API Documentation: Review and understand API documentation for endpoints and data formats.
- Data Mapping: Define data fields and mapping to ensure seamless data transfer.
- Testing Environment: Set up a staging environment for comprehensive testing before the live event.
- Security Protocols: Implement security protocols for secure data exchange and compliance.
- Error Handling: Establish robust error handling and monitoring to quickly address integration issues.
Conclusion
App integration in the event platform with various technologies is essential for smooth operations and enhanced attendee experiences. These integrations facilitate seamless data sharing and real-time analytics, enabling organizers to make informed decisions and boost engagement. From streamlining registration processes to improving sponsor ROI, the benefits are clear. By following best practices and selecting the right integration partners, event professionals can effectively leverage technology to create impactful events that resonate with both organizers and attendees, ensuring everyone gets the most out of their experience.
