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What are the best ways to use technology for event planning on a budget?

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Event planning can be a rewarding but challenging profession, especially when you have to work with a tight budget. However, technology can be your ally in creating memorable and engaging events without breaking the bank. In this article, we will share some of the best ways to use technology for event planning on a budget, from online tools and platforms to smart devices and gadgets.

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Dahlia El Gazzar ??

Empowering #Eventprofs ?? | Helping event forward thinkers navigate #eventtech waters
Laurence Dufour-Bouchard

Associée chez B2B/2GO, plateforme de réseautage pour événements d'affaires.
Alexandre Conte da Nova //

Gestor de Marketing, Professor, Palestrante, Podcaster e Agente de Transforma??o Digital

1 Online tools and platforms

One of the easiest and most cost-effective ways to use technology for event planning is to leverage online tools and platforms that can help you with various aspects of your project. For example, you can use online surveys and polls to gather feedback and preferences from your attendees, online event registration and ticketing platforms to manage your bookings and payments, and online project management and collaboration tools to coordinate your team and tasks. These online tools and platforms can save you time, money, and hassle, as well as provide you with valuable data and insights.

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Laurence Dufour-Bouchard

Associée chez B2B/2GO, plateforme de réseautage pour événements d'affaires.
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Integrating technology into all aspects of events can bring several benefits, such as: - Improved participant engagement - Increased efficiency - Data collection and analysis - Improved communication - Access to a wider audience

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Alexandre Conte da Nova //

Gestor de Marketing, Professor, Palestrante, Podcaster e Agente de Transforma??o Digital
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Considere que reinventar a roda pode ser demorado, custoso e ineficiente. Busque por ferramentas prontas de mercado que o auxiliem na montagem de uma estrutura de comunica??o, valida??o e automa??o. Comisso, seu time de marketing pode focar na comunica??o e na produ??o do evento. Plataformas como Sympla, Lahar, RD Station e muitas outras, lhe permitiram divulgar facilmente por diferentes canais meios de inscri??o, com alertas e confirma??es automáticas. Gerando dados e indicadores rápidos para mensurta??o das convers?es e disponibilizando o time para as demais tarefas do projeto, além de gerar melhores experiências para os participantes.

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Dahlia El Gazzar ??

Empowering #Eventprofs ?? | Helping event forward thinkers navigate #eventtech waters
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In my experience doing due diligence on online #eventtech tools and platforms is an ongoing process that is needed to stay ahead of the game. More importantly, also get info on: - best practices not only for the event but also for the internal team - collect new data points or KPIs that others are using when using those tools - gain insight on how the onboarding is done in other companies

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2 Smart devices and gadgets

Another way to use technology for event planning on a budget is to incorporate smart devices and gadgets that can enhance the experience and interaction of your attendees. For example, you can use smartphones and tablets to create interactive quizzes, games, and polls, wearable devices to track and reward the participation and activity of your attendees, and wireless speakers and microphones to improve the sound quality and accessibility of your event. These smart devices and gadgets can make your event more fun, engaging, and inclusive, as well as reduce the need for expensive equipment and rentals.

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Dahlia El Gazzar ??

Empowering #Eventprofs ?? | Helping event forward thinkers navigate #eventtech waters
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Some ideas for using smart devices for interactive quizzes and polls are: - Kahoot - quizlet - mentimeter - slido - conferences i/o also remember that smart devices such as mobile phones is the easiest way to have event participants become your marketers onsite at the event. Make sure you celebrate them, use social media walls such as walls.io, and recognize them as your event brand ambassadors.

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Alexandre Conte da Nova //

Gestor de Marketing, Professor, Palestrante, Podcaster e Agente de Transforma??o Digital
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Empregar a tecnologia é sempre um atrativo à parte. Sejam totens, painéis, mesas interativas ou até robos que circulam entre as pessoas realizando pesquisas e fornecendo informa??es. Lembre-se que tecnologia n?o limita-se ao digital. Paineis de indicadores construídos com canetinhas e barbantes podem ser alternativas que geram mensura??es interessantes ao final do evento, chamam a aten??o e conversam com quem n?o é íntimo de tecnologia. Este por sua vez é sempre um ponto a ser considerado ao se analisar os perfis de públicos. O quanto os participantes gostam e est?o aptos para interagir com a tecnologia. Considere ainda que sempre é possível estimular de forma atrativa e curiosa para que os participantes utilizem seus próprios dispositivos.

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3 Social media and live streaming

A third way to use technology for event planning on a budget is to use social media and live streaming to promote and share your event with a wider audience. For example, you can use social media platforms to create buzz and awareness about your event, invite and communicate with your attendees, and encourage user-generated content and feedback. You can also use live streaming platforms to broadcast your event live or on-demand, reach people who cannot attend in person, and create a sense of community and connection. These social media and live streaming platforms can help you increase your visibility, reach, and impact, as well as generate more interest and revenue.

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Alexandre Conte da Nova //

Gestor de Marketing, Professor, Palestrante, Podcaster e Agente de Transforma??o Digital
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Usar suas redes sociais para comunicar e para interagir em tempo real com os participantes s?o a??es sempre muito bem-vindas para qualquer evento. Porém, n?o deixe de considerar que o comportamento atual das pessoas é de reportar em suas redes sociais e para suas próprias audiências o relato minucioso do que est?o fazendo e por onde andam. Crie a??es, conteúdos, espa?os e estimule ainda mais este comportamento. Com isso seu evento ganhará uma legi?o de promotores que contar?o para o mundo o que est?o acompanhando durante e após o evento. Mídia expontanea de um público satisfeito, isso n?o tem pre?o.

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4 Virtual and hybrid events

A fourth way to use technology for event planning on a budget is to consider virtual and hybrid events as alternatives or complements to your physical events. For example, you can use virtual event platforms to create immersive and interactive online events that can replicate or enhance the features and benefits of your physical events, such as networking, learning, and entertainment. You can also use hybrid event platforms to combine the best of both worlds, offering your attendees the choice and flexibility of attending online or in person. These virtual and hybrid event platforms can help you reduce your costs, risks, and environmental impact, as well as expand your opportunities and possibilities.

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Dahlia El Gazzar ??

Empowering #Eventprofs ?? | Helping event forward thinkers navigate #eventtech waters
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Virtual event platforms - think of them as a venue. Digital events, blended events, and onsite events become your content continuum, where you can wrap networking, activations, and memorable moments, and keep the conversation and momentum going for all event participants from one event to another.

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Laurence Dufour-Bouchard

Associée chez B2B/2GO, plateforme de réseautage pour événements d'affaires.
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The hybrid allows the event to live beyond the venue's opening hours. For example, at one event we did, the meeting schedule included early morning and late evening slots where only virtual meetings could be booked. This was particularly important for participants, such as the Japanese attendees, as it enabled them to meet with companies located in Eastern time zones. This meant no geographical limitations, reduced travel costs and increased their return on investment. During event hours (9 a.m. to 5 p.m.), participants could book hybrid meetings.

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5 Automation and AI

A fifth way to use technology for event planning on a budget is to use automation and AI to streamline and optimize your processes and tasks. For example, you can use automation tools to automate your email marketing, social media posting, and event reminders, saving you time and effort. You can also use AI tools to analyze your data, generate insights and recommendations, and personalize your content and offers, improving your efficiency and effectiveness. These automation and AI tools can help you enhance your productivity, performance, and profitability, as well as free up your time and resources for more creative and strategic work.

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6 Innovation and experimentation

A sixth and final way to use technology for event planning on a budget is to embrace innovation and experimentation, trying out new and emerging technologies that can add value and differentiation to your events. For example, you can use augmented reality and virtual reality to create immersive and realistic experiences, gamification and gamification to motivate and reward your attendees, and blockchain and cryptocurrency to enable secure and transparent transactions. These innovation and experimentation technologies can help you create unique and memorable events, stand out from the competition, and attract and retain your attendees.

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7 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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Laurence Dufour-Bouchard

Associée chez B2B/2GO, plateforme de réseautage pour événements d'affaires.
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We aim to reduce waste at events, and that's precisely where technology comes in. To aim for an eco-responsible event, we need to consider not only the impact of those who attend, but also those who don't! If you plan for X number of people, and there are no-shows in the end, there will be waste on ... -Energy consumption of the venue -Food and drink -GHG emissions from travel With an event platform, you can offer a personalized experience and guarantee ROI to participants, convincing them never to miss a gathering!

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What are the best ways to use technology for event planning on a budget?

1

2

3

4

5

6

7

1 Online tools and platforms

2 Smart devices and gadgets

3 Social media and live streaming

4 Virtual and hybrid events

5 Automation and AI

6 Innovation and experimentation

7 Here’s what else to consider

Event Planning

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What are the best ways to use technology for event planning on a budget?

1

2

3

4

5

6

7

1 Online tools and platforms

2 Smart devices and gadgets

3 Social media and live streaming

4 Virtual and hybrid events

5 Automation and AI

6 Innovation and experimentation

7 Here’s what else to consider

Event Planning

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