Event Tech 101: Features Every Planner Should Demand

Technology isn’t just a tool in event planning anymore—it’s the backbone. From attendee engagement apps to AI-driven analytics, today’s events run on innovation. But with so many options, what features actually matter? This guide unpacks the event tech essentials every planner should demand in 2025 and beyond.

Event Tech 101: Features Every Planner Should Demand

If you have attended an event recently, there is a good chance that you checked in using a QR code, registered for a session using an app, or even took part in a live poll. This is more than just being clever: it is event technology influencing experiences. In 2025, event planners leveraging the right technology will be able to provide experiences that are scalable, stress-free and more memorable than those that were offered prior to 2020.

There are hundreds of tools available, so how do you know what is needed? Let's discover the essential event tech features every planner should expect today.

Why Event Tech Matters in 2025

Events are no longer about a stage and an audience—they’re ecosystems of interaction, data, and engagement. Attendees expect smooth registrations, personalised schedules, and instant feedback loops. Companies expect measurable ROI. And sustainability goals mean going paperless, reducing waste, and tracking impact.

Here’s the truth: without the right event tech, even the most creative event can feel outdated.

Event Tech 101 – Core Features Every Planner Needs

1. Event Registration & Ticketing

Consider registration as the "doorway" to the event. If there is a cumbersome service or difficult payment gateway, it can deter attendees from attending. Many modern systems allow for:

•                     One-click registration.

•                     Secure payment in multiple currencies.

•                     Automated confirmations and reminders.

For example, online platforms like Eventbrite or Cvent have made registration and ticketing a hassle-free experience.

2. Mobile Event Apps

Once an attendee registers to attend your event, the attendees will need a digital guide to the event. Mobile apps are quickly becoming the norm with attendees now expecting:

•                     Personalized agendas.

•                     Push notifications relating to changes in sessions.

•                     Networking opportunities with other attendees.

3. Audience Engagement Tools

Every planner's nightmare is to look out at a quiet and disengaged audience. Engagement tools shift an audience from passive listening to active participation:

•                     Live Q&A and polls.

•                     Gamification and rewards.

•                     Real-time feedback surveys.

4. Analytics & Reporting Dashboards

To planners, data is gold. Technology tools now allow planners to record:

•                     Attendance.

•                     Insight into session popularity, big data for planners.

•                     ROI tracking to justify spend.

5. Hybrid Event Functions

The hybrid event is here to stay. The tools must have the capabilities for:

•                     High-quality live-streaming options.

•                     Virtual "break-out" rooms for networking.

•                     Real-time translations or captioning.

6. Sustainability Tracking

Event technology can help planners support sustainability initiatives by:

•                     Offering digital tickets versus paper tickets.

•                     Offering emissions calculators on travelling to an event.

•                     Encouraging vendors and suppliers to offer green options.

Bonus Features to Explore

• AI chatbots for instant attendee support.
• AR/VR setups for immersive product demos.
• Contactless check-in to save time and improve safety.

Choosing the Right Event Tech Vendor

Not all vendors are equal. Before signing a contract, ask:

• Does this platform integrate with my existing tools?
• How secure is the data?
• Can it scale as my events grow?

Look for flexibility, compliance, and solid support.

Conclusion

Event technology isn't just a convenience anymore-it's your foundation. Whether you're planning a small workshop or a global conference, insisting on relevant features will lead to seamless operations, engaged audiences and measurable success.

And if you're hoping to become a pro event planner, programs like the Global Institute of Event Management (GIEM) Bhubaneswar program give you practical experience using event tech. Whether it is mobile apps or analytics dashboards, you'll graduate with skills that allow you to be industry ready in no time.