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You’re organizing a conference. How can you use technology to make it cost-effective?

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Organizing a conference can be a challenging and expensive task. You have to find a suitable venue, book speakers, arrange catering, promote the event, and manage registrations. But technology can help you streamline these processes and reduce your costs. In this article, we will explore some of the ways you can use technology to make your conference more cost-effective.

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Zuned Qureshi

Doctorate, Lawyer, Educator, Management Consultant & Martial Artist.
Yolanda Pérez Escandón

Asesor financiero | Project Management | FM | Working with Global Companies & Mypes | Family business in Mezcal…

1 Online platforms

One of the most obvious ways to use technology to save money is to host your conference online. You can use platforms like Zoom, Webex, or Hopin to create virtual rooms, workshops, and networking sessions. You can also record and share your presentations, polls, and Q&A sessions. Online platforms eliminate the need for travel, accommodation, and venue fees, and can also attract a wider and more diverse audience.

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Yolanda Pérez Escandón

Asesor financiero | Project Management | FM | Working with Global Companies & Mypes | Family business in Mezcal Industry | Floral design
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Hoy en día la conectividad online se vuelve imprescindible, tener una plataforma para transmitir, generar más audiencia, compartir en vivo, etc. se vuelve un must to have, tomando en cuenta que el alcance remoto cumple para transmitir el objetivo de su ponencia.

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Yolanda Pérez Escandón

Asesor financiero | Project Management | FM | Working with Global Companies & Mypes | Family business in Mezcal Industry | Floral design
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Hoy en día la conectividad online se vuelve imprescindible, tener una plataforma para transmitir, generar más audiencia, compartir en vivo, etc. se vuelve un must to have, tomando en cuenta que el alcance remoto cumple para transmitir el objetivo de su ponencia.

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2 Mobile apps

Another way to use technology to enhance your conference experience is to create a mobile app for your event. A mobile app can serve as a one-stop shop for your attendees, speakers, and sponsors. You can use it to provide information, updates, schedules, maps, feedback forms, and social media integration. A mobile app can also help you collect data, track engagement, and measure impact. You can use tools like Eventbrite, Whova, or Attendify to create your own app or customize an existing one.

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Faith Hung

University of Oxford, Sa?d Business School ealumni, Leading Strategic Projects|Goodwill Ambassador(Diplomat)|Chairperson,Women's Wing International|Awards for Excellence 2023|Global Woman Leader 2023|Education Specialist
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We can make things available online for everyone, eg programme sheet, instead of having to print things out physically, creating rubbish to be thrown after event, and still need to look at distribution of these things.

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3 Smart badges

A smart badge is a wearable device that can communicate with other devices using RFID, NFC, or Bluetooth. You can use smart badges to simplify your check-in process, manage access control, and facilitate networking. For example, you can use smart badges to scan QR codes, exchange contact details, or join groups. You can also use smart badges to monitor attendance, participation, and behavior. You can use services like Klik, Event Farm, or Poken to create and manage your smart badges.

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4 AI assistants

An AI assistant is a software program that can perform tasks or answer questions using natural language processing and machine learning. You can use AI assistants to automate and improve your communication, marketing, and customer service. For example, you can use AI assistants to send personalized emails, create chatbots, or generate content. You can also use AI assistants to analyze data, provide insights, or make recommendations. You can use platforms like HubSpot, Drift, or Lumen5 to create and integrate your AI assistants.

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5 Green technology

A final way to use technology to make your conference more cost-effective is to adopt green technology. Green technology is any technology that reduces the environmental impact of your event. You can use green technology to save energy, water, and waste. For example, you can use LED lighting, solar panels, or smart thermostats to optimize your electricity consumption. You can also use biodegradable materials, compostable packaging, or digital signage to reduce your waste generation. You can use tools like Green Event Ninja, EcoMatcher, or Loop to find and implement green solutions.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Zuned Qureshi

Doctorate, Lawyer, Educator, Management Consultant & Martial Artist.
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To make the conference cost-effective through technology, consider leveraging virtual platforms for hosting sessions, workshops, and networking events, eliminating the need for expensive venue rentals and travel expenses. Utilize video conferencing tools for remote speakers, reducing transportation costs. Implement online registration and payment systems to streamline administrative tasks and reduce paperwork. Utilize digital marketing and social media platforms for promotion, cutting down on traditional advertising expenses. Opt for electronic materials instead of printed ones to save on printing and distribution costs.

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You’re organizing a conference. How can you use technology to make it cost-effective?

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1 Online platforms

2 Mobile apps

3 Smart badges

4 AI assistants

5 Green technology

6 Here’s what else to consider

Conference Organization

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You’re organizing a conference. How can you use technology to make it cost-effective?

1

2

3

4

5

6

1 Online platforms

2 Mobile apps

3 Smart badges

4 AI assistants

5 Green technology

6 Here’s what else to consider

Conference Organization

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