Are you also feeling overwhelmed about what to ask when hiring an event technology partner for your upcoming events? No doubt choosing the right event technology provider can make or break your event, but with so many options available, it can take time to decide what’s best.
Identifying the perfect event technology solution for your events is vital to crafting memorable and impactful experiences for everyone. That’s why it’s crucial to approach potential event management solutions with a well-thought-out set of questions that align with your event’s unique needs and objectives.
This comprehensive guide will assist you with 21 essential questions to ask an event tech company. By asking these targeted queries, you’ll be well on your way to discovering the perfect match and securing the most suitable event tech platform for your needs.
21 Important Questions To Ask Before You Hire Event Technology Partner
Look no further to streamline your search for the ideal event technology provider. Let’s dive into the top 21 questions you must consider while hiring an event technology partner.
1. What event management solutions do you offer?
Our event management solutions are versatile, offering web-based, mobile, virtual, and hybrid options to align with diverse event formats. We provide registration and ticketing, seamless on-site check-in with QR and RFID, and custom event apps for real-time schedules and networking. Engage attendees with live polling and Q&A tools, and access valuable analytics to track performance and ROI. With networking and matchmaking features, access control using biometrics, and branded microsites, our solutions adapt to various events—whether corporate conferences, virtual shows, or large festivals—making them ideal for any event size or type.
2. How scalable is your solution for large or complex events?
Understanding the event management platform’s scalability is crucial, especially if you have large-scale events. Ask about the chosen event technology vendor’s ability to handle thousands of attendees without performance issues. Also, request information on the largest event they’ve successfully managed and inquire about load testing results. This ensures that an ideal event technology partner can grow with your needs and handle peak traffic during popular sessions or event registrations.
3. What customization options are available for branding and design?
Being an event organizer, it’s essential to create a cohesive event experience that aligns with your brand. So, inquire about all levels of customization available while you hire an event technology partner, including the ability to modify colors, logos, brand names, marketing, and the overall look and feel. Besides, ask to see examples of heavily customized events to gauge the platform’s flexibility in meeting your branding requirements. This will not only justify your question but also give you a sense of transparency.
4. What event registration and ticketing options do you offer?
Event registration and ticketing capabilities are fundamental to any event technology platform. Ask about the range of event registration models offered, such as free, paid, invite-only, and multi-tiered options. This flexibility allows you to tailor the event registration process to your event’s specific needs. Additionally, we live in an era of mobile-centric people all around, so inquire about mobile-friendly registration options, as this can significantly improve accessibility and potentially increase attendee registration rates.
5. How secure is your payment processing system?
Security is paramount when handling transactions. Look for Payment Card Industry (PCI) and Data Security Standard compliance (DSS), strong encryption practices, and fraud prevention measures. This protects both you and your attendees from potential security breaches. Ensure to ask about recent security audits or certifications to ensure the platform meets current industry standards.
6. What attendee engagement features do you offer?
To make an event a hit, the attendee and their engagement are one of the KPIs to consider. Therefore, considering engagement features can significantly enhance the attendee experience. Ask about mobile event app capabilities, including one-to-one networking tools, live polling features like Q&A sessions, breakout rooms, and personalized agenda creation. In addition, inquire about gamification options, such as leaderboards, point systems, or virtual scavenger hunts, which can increase participation and create memorable experiences. Also, ask about tools for gathering attendee feedback, such as in-app surveys and real-time polling.
7. What data analytics and reporting tools do you provide?
Access to comprehensive, in-depth analytics helps measure event success and make data-driven decisions. Ask about real-time dashboards, custom report builders, and data visualization tools. Not only this, but it also confirms the ability to track attendee engagement and behavior through features like mobile apps’ engagement tracking or session attendance tracking. This information can provide valuable insights into attendees’ preferences and help improve future events.
8. How do you ensure data privacy and compliance with regulations?
Data protection is critical for legal and ethical reasons. Don’t forget to ask about their compliance with regulations like GDPR and CCPA. Also, inquire about data storage practices, including encryption methods, access controls, and data retention policies. Always remember that understanding their process for handling data subject requests is also important to ensure you can meet your obligations to attendees.
9. What integrations do you offer with other event tools?
Integration capabilities are essential for creating a seamless event management workflow. Ask about integrations with CRM systems, event apps, marketing automation platforms, payment facilities and accounting software. Compatibility with popular event software can minimize disruptions to your existing processes. If you have specific technical requirements, inquire about available APIs or SDKs for customization.
Read More: Why Event Organizers Need Event App Integrations?
10. What kind of support do you offer, and what are the response times?
Before selecting the event technology solution, consider what kind of assistance you need from event management. Reliable support is crucial for resolving issues promptly. Ask about their support channels ( phone (24/7), email (2-hour response), and live chat), response times, and escalation procedures for urgent issues. Moreover, inquire about the availability of 24/7 support, especially if you’re running events across different time zones. Understanding their support structure helps you gauge the provider’s reliability and responsiveness.
11. Can you provide case studies or references from similar events?
Reviewing past success stories helps assess the provider’s capabilities and gain confidence in your choice. Request case studies or success stories relevant to your industry or event type. If possible, ask for videos, and a glimpse of previous events to know about the services better. As a result, this real-world feedback can provide valuable insights into the provider’s performance and reliability. It creates a sense of transparency between you and the provider.
12. Do you support group registration?
Ask before you hire an event technology partner about the group registration functionality. If your event technology vendor provides group registrations, then it’ll allow multiple attendees to be registered at once, which is ideal for corporate teams, academic groups, or families attending events together. Ensure that your event tech solution can handle bulk uploads, apply group discounts automatically, and assign group leaders for easier management.
13. Can data be exported for CRM integration?
Make sure to ask your event technology provider if their platform allows for easy data export. You’ll want to know if you can seamlessly integrate attendee information, event registration details, and engagement metrics into your CRM. Therefore, look for an event tech company that supports formats like CSV or Excel to simplify your marketing and follow-up processes.
14. Can your platform handle sudden registration spikes?
Understanding the event tech company’s scalability is critical. Ask about its cloud-based architecture and whether it employs auto-scaling features to manage high-traffic scenarios effectively. This will ensure the platform can maintain performance levels during peak event registration periods while mitigating risks of downtime or system overload.
15. Is your technology capable of supporting multiple languages and accessibility features?
Nowadays, to stay ahead, event organizers are focusing more on making events that everyone can easily attend and enjoy. This is becoming important in the events industry; therefore, before choosing an event technology vendor, inquire about its event technology involved and make sure that:
- It keeps you on the right side of the law
- It shows you care about doing what’s right
- People will like your events more and keep coming back
- Everyone has a better time at your events
- You can welcome more types of people to your events
- It shows you can change with the times
- You learn more about the people coming to your events
- It makes your brand look good
The best part? Many of the top event planning tools now have features to make events more welcoming. Make sure that your event technology vendor is providing you with all these:
- Events in different languages
- Letting people pick the language they want
- Computers that can read text out loud
16. Are event materials easily accessible?
Ask about how attendees will access event materials. You want to ensure that resources like schedules, speaker bios, and presentation slides are easily available through the platform. A centralized resource hub can enhance convenience, so confirm that your vendor provides this feature for attendees.
17. How do you facilitate networking among attendees?
Networking is often a key objective for events, so be sure to ask how the event technology provider supports attendee connections. Look for features like attendee profiles, messaging capabilities, and options for scheduling one-on-one meetings. Additionally, check if the event management platform offers discussion forums or breakout sessions to foster engagement and facilitate meaningful interactions.
18. What are your contingency plans for technical challenges during events?
Before choosing an event technology service, it’s crucial to discuss potential technical challenges that may arise during event execution. Make sure to inquire about their emergency response procedures and how they handle incident reporting and analysis.
Additionally, be prepared with contingency plans for various scenarios, such as hardware failures, power outages, internet connectivity issues, and event registration challenges. Understanding their protocols for crisis communication and recovery time objectives will ensure you have a reliable partner who can effectively manage any unexpected situations, helping to safeguard the success of your event.
See Related: 9 Common Technical Challenges in Events
19. What are the top features to experience in virtual and hybrid events?
A question to ask before you hire an event technology partner: Does your event tech company offer any special features for virtual or hybrid events or not? Many event technology companies provide great tools that make remote attendance engaging. Look for features like customizable virtual venues, interactive exhibitor booths, and easy access to both live and virtual sessions. Other helpful options might include networking areas, fun activities, and real-time feedback. As a result, these features can boost attendee interaction and help make your event a success. By asking the right questions, you can find the best event technology partner for your virtual or hybrid events.
20. Do you provide an event app? Is there an additional cost for it? Does it work on both Apple and Android devices?
Global website traffic generated by mobile devices (excluding tablets) comprised 58.67 percent of the last quarter of 2023. With technology getting more advanced every hour, an event app is a must-have tool nowadays. Ask your event technology service provider if they offer a customized mobile event app. To help attendees with all the event-related data, an event app is all you need. Additionally, check if the mobile app is compatible with Android or Apple.
21. What are the weak points in your solution compared to your peers?
Don’t skip the hard-hitting questions. If you are looking for an event technology partner, you should ask how their tools compare to others in the market before hiring them. As a result, event organizers will be able to gauge how straightforward the chosen event technology services are when they are trying to sell the service. And that, in turn, gives you a peek into what the company is really all about.
By asking for a direct comparison, you’re not just getting info about features – you’re also testing their integrity. An event tech company that’s upfront about both its strengths and weaknesses is likely to be more trustworthy overall. They’re showing you that they value honesty over just making a quick sale. This approach can reveal:
- How well they know their solutions or products
- Their awareness of the competitive landscape
- Their willingness to be transparent
- Any unique selling points they might have
Tip: Remember, a confident event technology provider won’t shy away from these comparisons. They’ll use them as an opportunity to highlight what sets them apart.
Conclusion
In conclusion, choosing the right event technology services is vital for your event’s success. By asking the essential questions outlined in this guide, you can assess event technology vendors’ capabilities and alignment with your needs. Make sure to focus on scalability, customization, security, solutions, and support to ensure a positive attendee experience. A thorough evaluation will empower you to create engaging, memorable events that foster meaningful connections. With the right event management partner, you’ll be well-equipped to deliver impactful experiences that resonate with participants.
