A guide to onsite event technology  

Learn the most important considerations for onsite event technology, including the types of technology available, how to choose the right technology for your event, and…

February 6, 2023

- 4 minutes

Organizing and hosting successful events today requires a strong focus on onsite event technology. The abundance of options can make it challenging to determine the best technology for your event. In this guide, we’ll break down the most important considerations for onsite event technology, including the types of technology available, how to choose the right technology for your event, and tips for using it effectively.  

Popular onsite event technology options  

To start, it’s crucial to have a grasp of the different technologies that can be used for onsite events. Some of the most common options include:

1. Event registration and on-site check-in 

This involves using tools such as barcode scanners and registration kiosks to manage attendee registration and check-in.


Streamline the registration process and integrate it with your other requirements by using software like Canapii. For instance, it can generate name badges with scannable codes for attendees and speakers, making it easy for vendors to collect interested attendees’ contact information, while also facilitating the event check-in process. Having registration capabilities as part of your event management software simplifies the entire process

2. Audiovisual (AV) equipment 

When giving presentations or speeches, it’s important to have the proper audio-visual gear, which can include microphones, sound mixers, projectors and screens, adapters, video switchers, stage lights, and wireless connectivity for live events. These are crucial for any event.

3. Live streaming technology 

This technology makes it possible to engage with attendees globally and makes events more accessible to those with physical limitations, disabilities, language barriers, etc. Additionally, the ability to record streams allows for later viewing by attendees. Many live streaming platforms provide the option to record the streams, enabling registered attendees to watch presentations they missed due to scheduling conflicts or to revisit presentations they particularly enjoyed.

4. Event apps 

These are mobile apps that you may utilize to effectively plan your events from start to finish and stay in touch with attendees by providing information about the event agenda, speakers, and sponsors, or even for networking and engagement. 


5. Audience engagement and networking

This includes social media walls, chatbots, gamification, and other technology that can be utilized to create an environment that promotes engagement, competitiveness, and creates a fun, energized experience for attendees.

Why should you use onsite event technology?

The benefits of incorporating event technology go far beyond just providing a flashy and interactive experience for attendees. Here are some of the top reasons why you should embrace onsite event technology for your next event.  

1. Improved efficiency and productivity  

The use of technology at events can streamline and automate the administrative tasks involved in planning, such as registration, check-in, and data management. This frees up the event planners to focus on other important aspects of the gathering, such as developing engaging content, encouraging networking opportunities, and leaving an impression on attendees.

2. Enhanced attendee experience

By utilizing technology, events can become more interactive and enhance the overall experience for participants. Features such as networking tools, real-time surveys and quizzes, and live broadcasting allow attendees to connect and share information, as well as access presentations and other materials. 

3. Higher attendance and engagement

The implementation of technology at on-site events can lead to increased attendance and participation, as it offers a distinctive and interactive experience that cannot be replicated solely through virtual events. This can attract a larger audience and create more excitement for the event. 


4. Increased ROI

Event technology simplifies data collection and provides valuable insights on event performance. It allows you to easily access attendance, feedback, and real-time analytics during the event, enabling quick identification of areas for improvement and informed decision-making. The data can also be used to better understand the audience’s preferences for future events.

Utilizing Event Technology to Your Advantage  

When choosing the right onsite event technology solutions, there are a few key factors to consider. First and foremost, you’ll want to think about the size and scale of your event. If you’re planning a small, intimate event, you may not need as much technology as you would for a large, complex event.  

Another important consideration is the type of event you’re planning. If you’re organizing a conference or a trade show, for example, you’ll likely need more technology than you would for a simple networking event or a small meeting.  

Finally, you’ll want to consider your budget when choosing onsite event technology. While it’s important to invest in high-quality technology that will enhance the attendee experience, you’ll also want to make sure that you’re not overspending on unnecessary or unused features.  

Once you’ve chosen the right technology for your event, it’s important to use it effectively. Here are a few tips to help you do just that:  

Plan for implementation: Develop a plan for how you will integrate technology into your event, including setup, testing, and training for staff and attendees. 

Make it accessible: Ensure that the technology is easy to use and accessible for all attendees, including those with disabilities. 

Encourage usage: Encourage attendees to use the technology by promoting its benefits and making it a central part of the event experience. 

Monitor and evaluate: Continuously monitor the usage and impact of the technology during the event and evaluate its effectiveness after the event. This will help you refine your approach for future events.


To summarize, utilizing event technology can enhance the experience for organizers and attendees. Choosing reliable event management software, production company, and the venue is key. And always keep in mind that social media and live streaming are becoming increasingly important in events. With the right technology and planning, an event can run smoothly and be a success for all involved.  

A comprehensive event management platform like Canapii can simplify planning by handling functions such as registration, gamification, chat, networking, social media integration, live streaming, and a custom event app. Get a Canapii demo today to learn more.  


May Dalumpines

Digital Marketing Executive

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