If you’re planning to create a great attendee experience for your upcoming event, you’re probably considering leveraging event technology in some way. The two most common event tech tools are online registration systems and mobile event apps.
An online registration system ensures a smooth, personalized signup process for all attendees while an event app enables organizers to create engaging experience pre, during, and post-event. Both tools should work together to enable attendees to forge stronger relationships at your events.
But, many event planners silo those efforts and use two different providers for registration and event app. Why?
The need for event technology at today's events is clear but deciding on which providers to work with may not be. With a lot of options available it is common for organizers to work with two separate vendors to cover their registration and app needs. This decision is made for a number of reasons, some of the more common ones we've heard include:
- "Our team already knows how to use our current solution."
- "We like the specific functionality each has to offer."
- "Our budget won't allow for an all in one solution"
While using two different systems, and cutting corners in the short term might seem like the right choice at first glance, you can't ignore the down-side. Non-integrated systems can cost organizers a lot of extra time and can make for a bumpy user experience.
Let's break down why you should be using one provider for both registration and event app experiences...
Time is something we all wish we had more of and if you’re organizing events, you know how precious this resource is.
This is why the tools you use should free up time, not require more. By not using an all-in-one, integrated system you probably have to deal with some inconveniences that could pull you away from your other responsibilities.
Manually facilitating the bridge between your registration tool and event app requires users to export and import data from one system to the other, multiple times even. Not only is this process very time consuming, it leaves open a window for human error. Any mistakes made while transferring data will cost you more time down the road, and if left undiscovered, could affect an attendee’s experience.
2. Attendee Experience
Setting your attendees up to have the smoothest experience possible when registering for, and attending, events is a common goal among event organizers. Good experiences equate to higher attendee engagement and retention as well as a better turnout at your events. Now, imagine being an attendee and dealing with any of the following broken experiences:
- Signing up for a session that you’re really interested in and not being able to attend, due to discrepancies in agendas or sign-up.
- Logging into an event app where your entire schedule is wrong, or just missing!
- Being told by somebody that you need to go back and re-register because they don't see you in the app.
These are all hiccups in broken experiences for your attendees that can lead to dissatisfaction, and by not using an all-in-one system your event is at risk for all of them.
The bottom line...
All-in-one event tech solutions will help save you and your fellow organizers time by requiring less data entry, and by managing data syncs automatically. They’ll also ensure a smooth attendee experience by removing friction and potential risks of mismanaged data.
It is important to consider these things now, because your reasons for keeping your siloed providers may just be a short-term answer to a long-term problem. Making the right choice will have a direct impact on how efficiently and effectively your events team can work.