3 Ways Technology is Shaping Event Planning

It’s 2018, and technological advances are shaping our everyday lives like never before. We are rarely without our smartphones, we can connect with people all over the world via the internet, and virtual reality is quickly rising in popularity and feasibility. It’s no surprise, then, that all of the technological advances have an impact on public events. Here are the top 3 technology trends that will be impacting event planning in 2018.


Ten years ago, drones were a cool gadget. Today, we see them everywhere. Even large companies like Amazon are experimenting with drone delivery. When it comes to public events, drones will be playing a major part in the coming years due to their ability to be used in a variety of ways.

Drones enable us to record, stream and document events from different perspective, and this is useful for many purposes. As we all know, security is at the forefront of many public issues, and drones give us a new perspective on monitoring activity. Security teams can get a better view of the goings on at public events, offering greater control over public safety.

The ability of drones to fly and capture views not available in the past also enables event planners to get real-time feedback about what visitors are doing and engaging in. This, in turn, allows planners to make changes to an event on the fly based on the preferences of the crowd.

Beacon Technology

Beacons are quickly becoming an integral part of any major event as it enables organizers to engage with visitors as soon as they walk into the venue by sending notifications to their smartphones. Like drones, beacons can provide real-time information about visitor behavior, which is incredibly useful for crowdshaping.

Crowdshaping is defined as the use of data generated by people inside a defined space to adjust and customize their experience. This can be done by geolocation – what parts of an event visitors are drawn to – as well as by analyzing what types of materials users are downloading. Based on this engagement data, event organizers can respond to user behavior and make changes to visitor experience.

An example of this is what Nissan did at the North American International Auto Show. They used beacons to create an interactive experience that users controlled on their smartphones. As the visitors moved around the venue, they were provided with information about the specific vehicles they were close to. The experience was completely customized to the behavior of each individual visitor.

Virtual Reality

Not long ago, virtual reality was something of science fiction fantasy. Not so anymore. VR is quickly becoming a part of everyday life, and it can greatly improve the ability of planners to grow their events.

Virtual reality gives organizers the ability to expand their events beyond those who can attend physically. With the rise of attendance and travel costs, the ability to engage people outside of an event as if they were there in person is critical to an event’s success.

Through computers and mobile devices, people can attend such events like virtual meetings, venue tours, product demos and more. They can even participate in digital hangouts and interact with other participants – speakers and audience members – directly from their desktop or mobile device.

The rise of technology in event planning has opened the door to opportunities for engaging large audiences and personalizing individual experiences. This proves to be especially important as visitors are becoming more savvy and selective about where and how they spend their time. Technological trends such as those described above will continue to play a major role in event planning for many years to come.