6 expert tips from “Pick Our Brains: Your Event Tech Questions, Our Practical Answers”

Industry experts from Encore led the session, which was a mix of myth-busting, real talk and interactive Q&A. Their goal? Equip event planners like you with the knowledge you need to better understand a crucial aspect of the event experience — your technology solutions.

Let’s dive into the key insights and takeaways.

Insight: In-house event tech services can sometimes appear costlier, but there’s more to it than meets the eye.

“As customer expectations have changed from everything to celebrity restaurants and blow dry bars to immersive events, the ability for hotels to service those expectations meant they needed to partner with expert companies to deliver on those expectations,” explained Debra Mategrano, Regional Sales Director.

“In-house partners are invested in the hotel, including the infrastructure like the internet lines, the rigging points and the equipment, but also the people through training, benefits and enhanced safety protocols. When you’re working with an outside provider, they don’t often have the same business model and the same investments,” she said.

“The value of an in-house partner is that they are an integral part of the venue’s team, with intimate knowledge of the space, what works and what doesn’t, as well as the building infrastructure.

“That matters to you, the customer, in a live event environment when we are constantly problem-solving and adapting. So, there’s a value to that potential cost differential.”

When comparing AV proposals, keep in mind that a venue’s infrastructure may affect costs. Ask about the specific reasons for cost differences, such as equipment transportation and setup complexities.

“Even within the same city, AV prices can vary significantly due to factors like the layout of the venue, the ease of equipment transport and the availability of power,” Mategrano highlighted. For example, a venue might require extensive labor to set up equipment due to its floor plan.

Pro Tip: Have early and detailed discussions with your in-house event tech provider to understand your venue’s unique capabilities along with any helpful considerations to keep in mind. They can provide guidance on choosing the right solutions for your budget and space.

Insight: Consistency in event technology services is a top priority for event professionals. When the experience varies across different venues and locations, this becomes a pain point.

“Customer feedback indicated challenges with consistency in service across different venues,” said John Rissi, Senior Vice President, Customer & Industry Engagement. “We honor that feedback, we hear you, and we invested in additional training and internal tools to address it.”

When event providers keep track of planners’ preferences, feedback and past requirements, they have the insights to offer a more uniform experience. Encore is dedicated to continuously improving this aspect to best serve our partners.

By leveraging our customer journey data tool, we are able to streamline and organize vital information for each of our clients,” Rissi elaborated.

“It consolidates relevant event information, customer service surveys and notes from past events to provide a comprehensive view of each client’s needs.”

The benefit to Encore customers? Not needing to repeat their needs from venue to venue; the Encore team has greater access to their history at their fingertips.

Pro Tip: Cultivate strong partnerships with event technology providers who prioritize consistency and utilize data-driven insights to tailor their services to your specific needs.

By maintaining open communication and sharing feedback, you can ensure your event technology solutions align with your objectives and consistently meet your expectations across different venues.

Event scenario:

You’re orchestrating a high-energy, four-day conference in a modern convention center. To ensure your environment sparks engagement, you want to captivate attendees with fresh, eye-catching visuals that amplify speakers’ messages and imprint a lasting impression.

The solution must also work in diverse event spaces and setups, weaving through the majestic grand ballroom to intimate breakout rooms and relaxed dining areas. How do you ensure a cohesive, tech-savvy aesthetic that resonates across the different environments?

Scenic standout:

sTILEr panels are an ideal solution for this planning challenge. To draw the audience’s attention in the general session, create a unique stage backdrop with rows of sTILEr panels.

In smaller rooms, diamond-shaped arrangements or subtle cascades featuring key event visuals, branding or logos help maintain a consistent look and feel.

Insight: Producers can handle the operational and logistical needs of an event, ensuring all stakeholders are aligned.

“A producer is key to managing stakeholders and ensuring the success of your event,” said Johanna Walsh, Vice President, Event Production. “Good production relies heavily on organization, documentation and communication.”

Depending on the complexity of the event, different types of producers, from show callers, stage managers or event producers may be needed. “For more complex events, we recommend a show producer or an event producer,” she explained. “But we can make that recommendation for you. You don’t have to be an expert — we’re here to guide and advise.”

Choosing an event tech provider with in-depth knowledge of industry best practices can significantly enhance the quality of complex events.

Walsh highlighted, “My role involves building a production discipline at Encore, aligning producer and production capabilities with industry best practices. With experience from leading high-profile events and a focus on sustainability, we are committed to enhancing service delivery.”

By leveraging the expertise of production teams, you can ensure your event meets industry best practices and exceeds audience expectations.

“The evolving nature of event production requires specialized skills and sustainability considerations to deliver wow-worthy event experiences,” she said.

Pro Tip: Get clear on timelines because adhering to deadlines across your event production will save you time and money. It will also keep all team members, yours and your partners, fresh and ready for the challenge of each day.

Insight: There is a digital tool for many goals — “The timeline really depends on the event’s objectives and complexity,” Rob Wilcox, Director, Sales Engineering, noted.

Key tools include attendee management platforms, participant engagement tools, and content management systems. Event apps like Chime Live℠, Polling+ and Encore RSVP help manage registration, logistics and attendee engagement.

Using AI for live transcripts and summaries enhances post-event engagement. “We’re recording the session and using AI help summarize key takeaways for participants,” he shared.

Pro Tip: Let your event production partner know your goals, whether you are interested in streamlining event invites and check-ins, boosting in-room engagement or continuing valuable conversations with attendees with post-event resources and communications. They’ll recommend which digital tools can achieve each.