Most common in-person event challenges and their solutions 

September 17th, 2023 by

In-person events have always been a cornerstone of human interaction, enabling us to foster connections, exchange knowledge, and promote networking. Whether it’s a big corporate conference, a fun music festival, a concert, or an exciting trade show, these events play a huge role in our personal and professional lives. But let’s face it, organizing and pulling off a successful in-person event can be challenging.  

In this blog post, let’s dive into some of the most common hurdles faced by event organizers. So, grab a cup of coffee and let’s get started! 

Selecting the appropriate venue and ensuring availability  

Finding the perfect venue for your event can sometimes feel like trying to find a needle in a haystack. You need a location that not only matches the event’s size and location but also provides all the necessary amenities. This can become particularly tricky when dealing with popular dates and destinations. 

Solution: The key here is proactive planning. Start your venue search well in advance and be open to adjusting the date if necessary. Utilize venue booking software that offers real-time availability updates, which can be a game-changer in simplifying the venue selection process. Also, don’t forget to build some solid relationships with venue managers. It can really pay off when it comes to negotiations and having more options available to you. 

Budgetary limitations

Another challenge for event planners is effectively managing expenses. Considerations include venue rental, catering, marketing, and logistics. It’s not an easy task, but you’re determined to find a way to make it work within your budget. 

Solution: Think outside the box and get creative! Reach out to relevant businesses and inquire about potential event sponsorship opportunities. Negotiate with suppliers to secure discounts on goods and services. Consider cost-effective alternative venues. Additionally, utilize event management software to track expenses in real-time, enabling you to stay within your budget and manage costs effectively. Lastly, review past event budgets to identify areas for improvement in future events. 

Ticketing and registration  

Designing ticketing strategies that cater to different types of attendees, such as offering early-bird discounts, special rates, and tiered access, can be a complex task. However, ensuring a smooth registration and ticketing process is essential for providing an outstanding event experience for all. 

Solution: Employ a dynamic ticketing and registration management system that introduces innovative features. This system allows for dynamic pricing tiers, personalized registration profiles for each attendee, and user-friendly registration platforms to streamline ticket purchasing. Real-time availability updates keep you informed, and data analytics provide insights into attendee behaviors. 


Speaker and talent management  

Finding and organizing speakers, performers, or presenters for an event can be quite the task especially when they have busy schedules or specific needs to consider. 

Solution: Careful planning and open communication are essential. It’s important for event organizers to set clear expectations, timelines, and requirements right from the beginning. Building strong relationships with speakers and performers not only facilitates smoother coordination but also aids in resolving scheduling conflicts that may arise.

Speaker and talent management

Event marketing and promotion  

Effectively promoting an in-person event to reach the intended audience, especially in a saturated digital landscape, can be a nuanced task. 

Solution: To make your event stand out, employ a diverse range of marketing strategies, including social media, email marketing, SEO, and content marketing. Collaborate with influential individuals to create engaging promotional content. Simplify the process by utilizing event management platforms like Canapii, which offer built-in marketing tools and valuable analytics for optimizing your marketing efforts. 

Delivering engaging experiences for all attendees  

One of the most important things for a successful event is keeping the attendees engaged from start to finish. If people aren’t engaged, it can result in bad reviews and not getting the most out of the event.  

Solution: Elevate your event by incorporating interactive elements such as live polls, Q&A sessions, and networking opportunities. Consider adding gamification features like scavenger hunts and contests to boost engagement and create a fun atmosphere. Employ event apps or platforms with real-time interaction features to encourage active participation and immersive experiences.

Delivering engaging experiences for all attendees

Event security and safety  

Ensuring the safety and well-being of attendees has always been a top priority, but some event organizers still struggle to meet these standards, especially considering factors like health emergencies and unexpected situations. 

Solution: Develop a comprehensive safety plan that covers various scenarios, including emergencies, medical support, and crowd control. Adhere to local regulations and guidelines, particularly those related to health and hygiene. Consider implementing technologies such as contactless registration and event check-in apps to enhance safety measures. 

Integrating technology  

In today’s digital age, event organizers face the challenge of using technology to enhance the overall event experience instead of hindering it. 

Solution: Investing in robust Wi-Fi networks, mobile charging stations, and technology support teams can really save the day when it comes to technical issues at events. Plus, using event management software and apps can really simplify things like registration, ticketing, and onsite check-in, networking, and many more which makes the whole event experience even better. 

Integrating technology

Logistics and operations

From arranging transportation to booking accommodations and coordinating catering, there’s a lot to take care of. And let’s not forget about event scheduling – it can be a real headache, especially for large-scale events. So, it’s no wonder that many event organizers still find themselves struggling with all these intricate details. 

Solution: Overcome logistical challenges through meticulous planning and communication. Develop detailed plans that address potential bottlenecks and have solutions ready in advance. Collaborate closely with transportation providers, hotels, catering services, and other stakeholders to ensure a seamless experience for attendees. Event management software can provide centralized coordination and real-time updates to keep everything on track. 

Failure to collect valuable event data  

Data is invaluable, yet many event planners fail to realize its significance. Neglecting to collect essential data during and after events not only hinders the evaluation of event success but also limits the ability to make improvements. 

Solution: Make sure to ask your attendees for their feedback and opinions by using post-event surveys and feedback forms. This way, you’ll be able to gain valuable insights and find out what areas need improvement for your future events. Don’t forget to engage with your attendees through social media and email to build a strong sense of community and loyalty. Keep the conversation going! 

Create seamless in-person events with powerful event technology from Canapii 

In-person events offer unique opportunities for connection and engagement, but they also come with challenges. Proactively addressing common issues like budget constraints, venue selection, marketing, attendee engagement, security, technology integration, and post-event evaluation ensures smoother operations and better outcomes. Embracing innovative solutions and technology can lead to memorable in-person events. The good news is that all these challenges can be prevented. Whether you utilize the mentioned solutions or discover your own, your event can benefit from this knowledge. Canapii’s award-winning platform provides a range of tools designed to enhance events, including seamless ticketing, enhanced audience engagement, custom event apps, and exceptional customer support. Reach out to us today!   

What you need to know about event technology

April 13th, 2022 by

Planning and hosting an event, whether large or small, involves balance above all. There are so many details, vendors, and components to consider as part of your event, and keeping it all straight is no easy feat. That’s why event technology can be critical at any step of the process, helping your event run more smoothly and even protecting you from major mistakes.

To help you better understand event technology, we’re digging into the types of event technology and how it can benefit your next event. 

What Is Event Technology? 

Event technology is a general term for any technology, including software and hardware, that you may use in the organization, planning, implementation, and analysis of an event. This term is especially commonly used to refer to technology that is specific to events, like webinar software for virtual events or badge scanning software for in-person events. It can also include other types of technology that are used for event planning and other purposes, like customer management software and marketing tools. 

Types of event technology 

The list of types of event technology you may use is nearly endless because event coordination involves so many skills and tasks. To give you an overview, though, these are some of the most common types of event technology: 

  • Webinar software used to cast presentations for virtual or hybrid events 

  • Event management software that handles numerous aspects of your event 

  • Virtual event hosting software that includes a full ecosystem for virtual events including casting as well as breakout rooms and more 

  • Event-based apps that allow attendees to interact with the event’s sessions 

  • Social media software to market the event and track social mentions during the event

  • Data analytics software to evaluate data about your attendees and provide insights to make your event more engaging or successful 

  • Vendor management software to maintain records of vendors and contracts 

  • Survey technology to take live polls during sessions and to assess attendees’ opinions and experiences after the event 

  • Marketing tools like email marketing software to market the event 

This is not an exhaustive list, but any of the types of technology listed above can be used as event technology to help your next event run more smoothly. 

Why you should use event technology

Any type of event technology you use will be an added expense in your budget, but the truth is that these are investments. In fact, there are several ways in which the right event technology can offer several benefits for your event planning team and your organization overall. 

Broader audience engagement 

Audience engagement is one of the most crucial ways to improve the outcomes of your event. It leads to happier attendees because they’ve gotten more out of the event as well as happier vendors. Audience engagement software can improve engagement by giving audience members opportunities for interaction, like apps where they can track their sessions, survey technology to participate in live polls within sessions, message boards where they can discuss their takeaways, and more. 

Event personalization

Each event has its own purpose and goals, and you need to be able to customize your event. Certain technology can make this possible by helping you customize your presentations and materials, prepare branding and marketing collateral, and more. You can even allow attendees to personalize their event experience by using apps to plan their sessions, vendor booths, and so on. 

event technology image 1

Improved security

Safety and security are vital for any event because a negative incident can put your organization, attendees, or vendors at risk and also overshadow all your hard work. Security technology like surveillance equipment or identity verification tools can improve safety for everyone as well as everyone’s assets. 

Event registration

The way you choose to register attendees for your event will play a role in your audience’s experience. A smooth, user-friendly process that is also accurate will create a positive first impression while ensuring that you have all the information you need when the big day arrives. Event registration platforms can handle the entire process swiftly. 

Social media presence

Social media will be a large factor in your event whether or not you plan for it because audience members and vendors will be posting about it. Social media technology can help you grow your presence. Not only are you able to market the event in advance on social media but you can also set up special hashtags for the event, create groups on social media platforms where attendees can network, and so on. When people are talking about your event in a positive light, it looks great for your organization. 

Data and analytics

Tracking and assessing your data is a cornerstone of throwing profitable and productive events time and time again. Data analytics software can help you identify who your target audience members are, how people are finding out about your event, how much attendees interacted and engaged during the event, and so on. These insights are priceless as you work to make your next event even better. 

event technology image 2

Saving time

Event planning and hosting an event will always be a time-consuming project, but the right technology can make a powerful difference. Various types of event technology can automate parts of your process, like tracking vendor contracts, sending reminders to registrants, publishing marketing campaigns, and so much more. 


As we mentioned, event technology is not an expense but an investment. It can help you save money on planning time and staffing resources, fixing records errors, and protecting the facility and your equipment from damage or theft, to name a few. 

Putting event technology to work for you

While every event planning team has its own processes and strategies, chances are that there are several types of event technology or event software that can make your work easier while making your event more successful. To start learning about these tools today, learn more about Canapii and how we can facilitate your next event