16 Questions to Ask Your Event Technology Partner

Are you having trouble choosing between event technology providers for your upcoming event? Don’t worry – we’ve got your back. 

We’ve compiled a list of questions you can ask all potential event technology providers to make the right choice.

Let’s dive right in and get you on the path to finding the ideal event technology partner!

1. What Types of Events Does Your Technology Support?

There’s no harm in starting from the very basics. The first question you should ask any event technology partner is what kinds of events they support. 

Some partners only offer services for in-person events, while others focus on virtual or hybrid events. Some might offer virtual conference services and others won’t. Therefore, when planning your event, ask your event tech provider specific questions related to your event type. 

Being specific in your questions is necessary. For example, when planning a virtual trade show, asking the potential partner important questions can help make the right moves for the event type. These questions should include exhibit booth capabilities or e-commerce support for virtual events. You can also ask about lead capture before and during the virtual and in-person events. For more suggestions, check out our blog questions when searching for virtual tradeshow software.

2. What Aspects of the Event Technology Provider Are Self-Serve?

The self-serve features in event technology are a game changer. Self-service modules enable organizers to plan and organize events efficiently. 

Organizers can get more autonomy and control over the set up various aspects of the event with self-serve features. At vFairs, organizers can use drag-and-drop form builder to create registration forms. The platform also has a landing page builder to set up your event page without coding. You can use AI writing tools, integrated with the platform, to generate landing page copy.

vFairs event mobile app also provides self-serve functionality. The self-serve mobile app backend allows customers to manage app aesthetics, menus, settings, ads, and notifications. Such mobile app modules reduce the need for manual intervention and streamline the process.

Moreover, vFairs offers self-service options in the badge designs app as well. The app allows users to tailor their badge designs. They can also select different badge sizes and add or remove fields like badge settings, text fields, images, and QR code options.

Their self-serve event builder features empower organizers to reduce costs, streamline processes, and enhance customization. 

3. Can Your Technology Handle the Scale of Our Event?

Before planning your event, you should know how many people might attend. Based on expected attendance, you can ask your event technology provider if they can handle that many attendees. 

Asking this question beforehand is important because some providers only handle small or large events. Fortunately, top event technology providers like vFairs offer unlimited registrations, making it easier for organizers to host events with different attendee counts.

4. Does Your Event Technology Offer AI Assistance? 

Isn’t everything about AI these days? 

AI-powered features make the entire event seamless and significantly reduce the workload. For example, features such as an email builder and writing assistant reduce content creation. The email builder tool quickly generated emails for campaigns and audience segments. The AI writing tools generated press releases, social media posts and other content types in minutes. 

Another AI-powered feature is the event data chatbot. The chatbot collects complex event data and turns it into simple and comprehensive information. Organizers can ask the chatbot simple prompts to get the event’s performance results.

5. Is Your Platform User-Friendly for Both Attendees & Organizers?

A user-friendly event technology platform is necessary for a successful event. So, it would help if you didn’t hesitate to ask this vital question.

A user-friendly and intuitive platform reduces the learning curve for organizers and attendees. Intuitive event technology software and tools make the setup of the entire event more accessible for the organizers.

A more intuitive and easy-to-use event planning software makes the event efficient, whether on a desktop or mobile app.

6. What Are Your Options for Event Registration & Ticketing?

Another critical question to ask your event technology provider is about their registration and ticketing services. It’s essential to understand the different types of services they offer. Do they options to offer attendees early bird discounts, VIP passes, group discounts, or tiered ticketing?

Different event registration and ticketing options help meet the needs of different audiences. It also increases revenue, provides flexibility, and enhances the attendee experience.

A best-in-class registration and ticketing service empowers organizers. They can better manage event logistics, attract a broader audience, and collect valuable data for future events.

7. Does Your Event Technology Charge for Each Attendee’s Registration?

After determining the different ticketing types and tiers your event technology providers offer, the next important consideration is whether they charge per registration. 

Unfortunately, many top event management platforms charge a per-registration fee. Platforms that charge per registration may also have hidden fees, inconsistent pricing, higher relative costs, and other drawbacks.

We recommend choosing an event technology partner with a transparent pricing structure. Choose a platform that does not charge per registration and uses a package-based or tiered pricing model. A package-based pricing structure allows for more straightforward cost estimation and makes the event budget-friendly.

8. How Does Your Technology Integrate With Other Tools & Platforms?

Integrating event technology with other tools and platforms is essential for streamlining workflows. It also enhances data accuracy, improving attendee experiences and optimizing event management.

Choosing a top event tech service provider that integrates with leading tools ensures a smooth technical operation throughout the event. They aim to ensure everything works seamlessly without users realizing we use a third-party tool.

Event technology integrations with CRM systems like Salesforce and Hubspot tend to lower event planning prices. Top tech providers integrate with Mailchimp, SendGrid, other event technology tools, and custom integration connections with tools based on social media needs. 

9. What Kind of Support & Training Do You Provide?

Top event technology providers offer a range of support and training options. These tools ensure that event organizers can use the platform to maximize event capabilities. Therefore, ensure that your tech partner provides the necessary support and training options.

Also, ensure the tech partner offers 24/7 customer support to assist with any issues or questions. Customer support helps with onboarding training to help organizers get started with the platform. Training resources such as webinars and workshops also come in handy in such cases.

You should also check whether your event tech partner provides onsite event support. Onsite event tech includes live event tech support, post-event support, and analytics for seamless events and future events.

10. Can You Customize the Technology to Fit Our Event Needs?

Most event technology partners now offer customization options. It’s important to understand how much customization the provider will offer for a fully personalized experience.

The best event technology allows complete customization to create a tailored event experience. For example, vFairs platform offers a fully customized virtual environment. The platform also offers a personalized landing page, agenda, branded booth and many more features for a fully personalized event experience. 

11. Does Your Event Technology Provider Offer White-Label Event Solutions? 

A white-label mobile app. ensures consistent branding. The app also provides advanced event tech features to enhance the overall event experience. Therefore, it’s essential to consider this when considering an event tech partner.

12. How Does Your Technology Handle Data Security & Privacy?

Always verify the event tech’s security measures and compliance regulations to keep your event and data safe. 

When selecting an event technology, opt for those that prioritize security. Platforms that use HTTPS and other encryption protocols for data transmission are good options. Verify that the technology complies with GDPR, CCPA, and other data protection requirements.

13. What Features Are Available for Virtual or Hybrid Events?

Does your event tech partner offer advanced event technology features for virtual or hybrid events?

 Numerous virtual and hybrid event platforms offer advanced features that help deliver an immersive event experience to remote attendees. Such tech features include customizable virtual venues, interactive booths, integrated live and virtual sessions, and various other features and virtual integrations.

These features can enhance event engagement and contribute to the event’s success. Asking the right questions will help ensure you have chosen the right event technology partner for your virtual conference or hybrid events.

14. What Kind of Analytics & Reporting Capabilities Do You Offer?

A robust reporting and analytics system provides event planners with detailed insights. These insights include attendee behavior, engagement, and overall event performance. Post-event analytics helps make better data-driven decisions for successful future events. 

Therefore, don’t hesitate to ask your provider for this essential event technology solution.

Several top event management platforms like vFairs offer extensive event reporting and analytics tools. vFairs reporting tools include attendee tracking, engagement metrics, session attendance metrics, and more. 

AI powers our new reporting chatbot. It provides real-time access to data. This helps quickly address questions, generate customized reports, and understand natural language. Furthermore, it also helps execute simple commands and improve the quality of the event overall.

15. Can Your Technology Support Multiple Languages or Accessibility Features?

One of the growing virtual events trends involves prioritizing more accessible events. So, to remain relevant in the events industry, it’s crucial to focus on hosting events that are accessible in various ways. 

Event technology providers with accessibility features help with legal compliance, ethical practices, and enhancing brand reputation. Further, customer loyalty, user experience, audience expansion, adaptability, and data collection are added perks.

Fortunately, leading event management solutions offer extensive accessibility features for you to consider. These include supporting multiple languages, customizable language settings and text-to-speech features.

Moreover, accessibility features include compliance with the Web Content Accessibility Guidelines (WCAG), and ensuring the platform is accessible to individuals with disabilities.

16. How Can the Platform Help Me Promote My Events? 

In a world where every event organizer is trying to compete for attention, it’s essential to have advanced marketing features to promote your event. So, make sure to inquire about the event marketing tools offered by your potential event technology vendors.

Event marketing tools include customizable event pages, email marketing integrations, customizable registration and ticketing. Further, AI marketing tools like AI-driven email builders or writing assistants are also on the list. Our comprehensive guide on event marketing provides detailed information about the necessary event marketing tools. 

Once you’ve compiled a list of questions (which you have now) for your event tech provider, making a decision should become much easier. But you know what would be even easier? Choosing an all-in-one event management technology partner. An all-in-one tech partner ensures your event goes as smoothly as possible without relying on other tech partners for any feature.

Benefits of Opting for an All-In-One Event Technology Partner

Choosing an all-in-one event technology partner can significantly simplify your event planning process. All-in-one event tech relieves you from the burden of sourcing event tech services from different providers.

If you have diverse requirements for your event and aim for its success, here are some more advantages of selecting a comprehensive event management solution.

Streamlined Planning & Management

An all-in-one event management software streamlines all aspects of your event from one central platform. Such a platform reduces the complexities associated with managing multiple systems. The seamless integration of various systems, such as event registration, ticketing, and scheduling, reduces the likelihood of errors and ensures smoother operations, giving you a sense of security and confidence.

Cost-Effective Solution

Consolidating all necessary event technology onto a single platform reduces overall event planning costs. Additionally, leading event management platforms, like vFairs, offer tiered and package-based pricing structures, allowing organizers to tailor the technology for their event and create custom quotes that suit their specific needs.

vFairs pricing module also includes secure payment methods facilitated by trusted payment partners such as PayPal and other integrated and custom payment solutions.

Efficient Communication

In an integrated system, communication channels like email marketing, push notifications, and SMS are easily handled. Automated notifications and reminders keep attendees well-informed and save you valuable time by reducing administrative tasks.

Future-Proofing

An all-in-one event management system caters to events of all types and sizes. As your event needs to evolve, an all-in-one partner can adjust their solutions to meet new requirements. All-in-one event tech limits the hassle of integrating additional systems, keeping you prepared for future events.

Here are more reasons why opting for an all-in-one event technology solution benefits your event.

Ask & Choose the Best Event Technology Partner

While it may initially seem overwhelming, conducting the necessary research to choose the right provider is crucial. Luckily, vFairs eliminates extensive questioning and provides everything you need for a successful event.

vFairs, an all-in-one event technology provider, offers advanced features, 5-star customer support, intuitive event software and mobile apps. The platform provides everything that you need for a successful event. This makes vFairs a simple and ideal choice.  Additionally, you’ll be assigned a dedicated event project manager to assist you at every stage of your event, from setup to post-event activities. So, do not waste time. Get in touch with vFairs today and book your demo.