7 tools to maximize engagement in all event stages

The landscape of event management in Asia Pacific has never been more exciting. APAC’s MICE (Meetings, Incentives, Conventions, and Exhibitions) industry is expected to generate revenue of US$441.1 billion in 2025 from $229.0 billion in 2017. 

As the region plays host to a continually growing number of events across virtually all industries, event organizers face increasing pressure to provide the best experience for attendees and exhibitors alike. 

It’s here where technology can do a lot of good, giving you the control of virtually all aspects of the event to boost engagement.

But the question is: What kind of tools should you be using? Listed below are 7 tools that can maximize event engagement.

Event Preparation

Speaker recruitment 

Having interesting speakers draw the attendees to your event. Event organizers rely on speakers to engage attendees in the event experiences. There are also tools that simplify the process of finding and recruiting qualified public speakers for your event, whether it’s a fire-side chat, community gathering, or training workshops. 

Speakerhub

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Speakerhub makes it convenient for event organizers to connect with people who are ready to take on your speaking opportunities. Organizers can easily add their events to the site and browse through Speaker One Sheets—single-page PDFs automatically created based on a speaker’s topics and expertise. 

Social media management

Before and after the event, practically the only way to reach and engage your attendees are through social media. Whether you are building buzz before the event, retaining the event impact after the event, or even live-streaming at the event, social media management tools can take care of the grunt work for you. 

Hootsuite

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Hootsuite is a robust social media management platform with a plethora of automation features, including social media listening. Use it to monitor social media streams to track conversations about your event; the tool automatically creates reports with your desired insights.

Buffer 

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Buffer is another social media management platform that lets you plan and craft all your posts for each social network in one place. They have a free version that lets one user connect three social accounts and 10 scheduled posts per month.

During the Event

With all the preparation done before the event, on the day of the event it’s where the real engagement happens. Onsite management tools can be a lifesaver to engage a large group of people at the same time.

Attendance monitoring

Program attendance is a tried and proven way to track your event’s success. By gathering feedback from attendees, you can translate this information into useful data to help you plan more exciting and engaging events in the future. 

ScanTrakk

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ScanTrakk provides the community builders with an “up to the minute” view of who has entered the exhibition floor and how much time each person spends with exhibitors. The platform also has a proprietary attendance tracking app that lets you scan event participants to collect their session attendance and time spent in each session.

Transcription of talks

Providing transcripts of keynotes, public speeches, and workshops allows you to maximize your event’s value, letting people who missed it know what happened. It’s also important for participants that absolutely need to disseminate workshop or training information to their employees. 

Trint

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Trint offers AI-powered automatic transcription of both audio and video files. Simply upload your files to Trint and the platform will use speech recognition to convert them into searchable and editable transcripts. 

Audience interaction

Whether it’s a conference, an exhibition or a networking event, any business event will have a wide range of stakeholders, from attendees to exhibitors. A live, interactive technology can instantly break the ice in the room and help create connections between people in these groups, making their participation in your event more productive and meaningful.

Toasty

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Toasty is an audience interaction tool designed for events, workshops, and gatherings. Its live and interactive technology allows event hosts to quickly turn the room into a lively atmosphere where every single person is engaged in meaningful conversations. Participants only need to scan a QR code to join, and everyone answers icebreaking questions together. Instantly, they’re matched into groups with relevant people and conversations start there. Toasty even allows participants to exchange contact through a collaborative click among the two participants.

In addition to breaking the ice, Toasty lets event hosts learn about their audience and use valuable insights to grow their events and communities. Audience interaction is no longer a task that involves guesswork, not when you have tools like Toasty that let you capture during-event data and to align with your event’s overarching strategy.

Measurement

The only way to know if you have an engaging event is to measure it, which is where event measurement tools come in.

Survey

Perhaps the simplest way to gather post-event feedback from your attendees and exhibitors is to ask them what they think about it. Survey tools offer an efficient way to do this, eliminating the tedious process of translating each survey form. 

SurveyMonkey 

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SurveyMonkey is the most recognized survey tools out there, and for good reason. The platform offers a wide variety of survey templates for practically every stage of the event planning process, from registration to post-event evaluation. 

How to choose your event engagement technology

While by no means comprehensive, this list of tools provides a great starting point for any community builders looking to be more efficient and cost-effective with their processes. As for which tools you should choose, the answer ultimately boils down to your needs. It helps to ask these questions:

  • What is your budget? Narrow your shortlist to tools that offer free plans, like Toasty or Survey Monkey. 
  • How ready are you to use these tools? If all you’re doing is organizing a workshop with 50 people, focus on the most basic tools to get this simple job done. 
  • How easy is it to integrate this new tool into your existing stack of tools? If it’s too difficult to implement, might not be worth the trouble.
  • Is this new tool going to add to your workload? This new tool should make life easier, not harder.

How to seamlessly combine event technology

While the list of tools provides a great starting point for any community builders looking to be more engaging, thinking about implementing them at your event could be overwhelming. Uncommon Conferences is a conference management agency focused on the design, delivery and support of inspiring conferences to deliver vivid memory for your attendees.

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If you decide to juggle the tools yourself, pay attention to the following:

  • Don’t overwhelm your audiences with too many tools in one event.
  • For the tools that will require audiences to collaborate, provide verbal and visual instructions at appropriate timings and locations.
  • Invite your attendees to download apps ahead of time if required.
  • Assess your attendee persona to pick tools that are adaptable for your audiences.

Bottom line? Technology is no longer a distraction at an event, but tools to foster interactions and meaningful conversations.