More and more event participants are using mobiles and
tablets and want to be connected constantly and at the same time. Thus, venues
have to propose a WIFI access in all areas and take into account connection
problems due to too many simulating connections. Besides, organizers have to
note that the audience is now a media relay. Participants can comment
everything on social media and have positive or negative consequences on the
event image. Organizers can definitely take benefits of this free promotion and
use it as testimonials in order to give value to their events. The trap
with a massive use of new technologies in events is to fear some participants with
other expectations. Some of them are looking for human relationships when they
participate in an event. They need to find some traditional ways to get
informed and to transmit their questions; they participate in events for
networking and having fun. Organizers have to maintain face-to-face events and
human relations to satisfy all kind of participants and keep their
authenticity. Meetings technologies are getting cheaper and easier to create
for organizers (low-costs and do-it-yourself applications), but event companies
need to integrate it in their human resources and budget for the future and
prepare them thanks to trainings. With the remaining of traditional tools, such
as paper, it can generate a multiplication of costs and supports. But the
trend for next years is mainly based on the disappearance of paper.
Participants and professionals are increasingly environmentally friendly and
are favourable to apps to replace paper programs, ticketing, course notes or
maps. Furthermore it increases flexibility and control for organizers, keeping
advertising sponsorships opportunities. Meeting planners should use mobile apps
for destination, venue and hotels inspections. In fact, they have an attractive
design, they are interactive by providing virtual visits and they provide
richer and intimate experience than a website or a paper brochure. In a very
short time, these apps will become a norm for all destinations, venues and
hotels.
Organizers have to be aware that new technologies
could sometimes be related to insecurity. For that reason, they should
anticipate the risks and take extra precautions in order to be sure that their
systems are safe. Organisers should also reassure their audience and give them
confidence in these new tools.
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