Technology to Manage Your Event Space Business

Technology is critical to promoting and boosting your event space business. That’s why MICE sales managers at Hotels and independent venues must know about technological advances and tools.

This blog article explores innovative solutions designed specifically for event space businesses. Discover how these technologies, including Spazious, can streamline operations, enhance customer experiences, and maximize revenue.

How is technology used in the events industry?

Technology plays a crucial role in the events industry, enhancing various aspects of event planning, management, and attendee experience. Here are several ways in which technology is commonly used:

Event Registration and Ticketing: Online registration platforms and ticketing systems allow attendees to easily register for events, purchase tickets, and receive digital confirmations. This streamlines the registration process and eliminates the need for paper tickets.
Event Management Software: Event management platforms provide comprehensive tools to streamline event spaces planning and organization. These platforms help manage tasks such as scheduling, venue selection, budgeting, vendor management, and communication with stakeholders.
Mobile Event Apps: Dedicated event apps enable attendees to access event schedules, maps, speaker profiles, and other event information on their smartphones or tablets. In addition, these apps often include features such as personalized schedules, real-time updates, social networking, and interactive Q&A sessions.
Cashless Payments and NFC Technology: Cashless payment systems and Near Field Communication (NFC) technology is another trend you must know. Likewise, it enable attendees to make purchases at events without physical cash or cards. Contactless payment methods and wearable devices simplify transactions and enhance the overall attendee experience.
Augmented Reality (AR) and Virtual Reality (VR): AR and VR technologies are utilized to provide immersive experiences, offer virtual venue tours, and create interactive displays within events. In fact, many hotels are creating this immersive content to help automate and speed up processes. For example, the site inspection can become virtual.

How is technology changing event management?

Technology is revolutionizing event management by introducing various innovative tools and approaches. Let’s explore how specific technologies are changing the landscape:

– Instant Bookings: increasing and streamlining RFPs

Technology has enabled instant bookings for event venues, accommodations, and services. Online platforms and booking systems provide real-time availability, pricing, and instant confirmation, simplifying the booking process for event planners. This saves time and eliminates the need for manual inquiries and negotiations.

– Event management technology: optimize sales

Event management technology platforms offer comprehensive solutions to streamline various event planning and organization aspects. These platforms provide features like attendee registration, ticketing, agenda management, budgeting, vendor management, communication tools, and analytics. Event managers can efficiently collaborate, track progress, and manage tasks, resulting in more efficient and organized events.

– Virtual Reality: high-quality content to promote the event space business

VR technology has made significant advancements in the events industry. It allows event organizers to create immersive experiences, virtual venue tours, and interactive displays. VR can transport attendees to virtual environments, enabling them to explore a venue before the event, visualize setups, or engage in virtual product demonstrations. This technology enhances attendee engagement and helps event planners showcase their offerings uniquely and interactively.

– Online Site Inspections

Traditionally, event planners would conduct physical site inspections to evaluate venues. However, technology now enables online site inspections. Virtual tours, high-quality photos, and 360-degree videos provide detailed views of event spaces.

Event planners can assess various aspects such as layout, capacity, amenities, and ambiance remotely. This saves time and resources, especially for destination events where physical visits may be challenging.

The Power of Technology in Event Space Business

Event space businesses require efficient and effective management to ensure smooth operations and deliver outstanding experiences. Thanks to advancements in technology, powerful tools are now available that can revolutionize how event spaces are managed. One such solution is Spazious, a comprehensive platform for boosting the events and meetings business.

Enhancing Efficiency with Spazious, the e-vent Company

Spazious is an all-in-one technology platform that empowers event space businesses with advanced tools and features. By leveraging this innovative solution, event space owners and managers can optimize their operations, streamline bookings, and provide a seamless experience for event organizers and attendees.

Key Features of Spazious:

Comprehensive Booking Management

Spazious simplifies booking by offering a centralized platform to manage inquiries, reservations, and cancellations. With real-time availability updates, double bookings are avoided, and efficient space allocation is ensured.

Interactive Floor Plans and Virtual Tours for event space business

One of the standout features of Spazious is its interactive floor plans. This allows potential clients to visualize the event space, explore different layouts, and determine the suitability of the venue for their specific needs. Additionally, virtual tours provide a lifelike experience, saving time and effort for clients who can assess the venue remotely.

Online Payments and Invoicing

Spazious integrates secure online payment gateways, enabling seamless transactions for event organizers. Gone are the days of cumbersome paperwork and manual invoicing. Spazious generates automated invoices, tracks payments, and manages financial records, streamlining the billing process and reducing administrative overhead.

Technology Tools for Event Marketing and Promotion

In addition to efficient management, effective marketing and promotion play a crucial role in the success of any event space business. Let’s explore some technology tools that can elevate your marketing efforts.

– Leveraging Social Media Platforms

Social media platforms like Facebook, Instagram, and LinkedIn have become powerful marketing tools. By strategically utilizing these platforms, event space businesses can amplify their reach and engage with potential clients. Through precise targeting options and event-specific campaigns, social media advertising can attract attendees and generate buzz around your event space.

– Implementing Event Space Business Software

Event management software is a game-changer for event space businesses. These tools streamline various aspects of event planning and execution, including logistics, registrations, and attendee management. With centralized communication, ticketing, and on-site check-in capabilities, event management software provides a seamless experience for both organizers and attendees.

– Embracing Data Analytics

Data analytics tools offer valuable insights that can help event space businesses make informed decisions. By tracking attendance patterns, analyzing customer behavior, and identifying popular event types, event space owners and managers can gain a deep understanding of their operations. This knowledge enables targeted marketing efforts and strategic decision-making, ultimately driving business growth.

In today’s competitive event space industry, staying technologically equipped is essential to drive business growth and deliver exceptional experiences. Embracing innovative solutions like Spazious, leveraging social media platforms, event management software, and data analytics, event space businesses can streamline operations, attract more clients, and thrive in this dynamic industry. Stay ahead of the curve and unlock the full potential of your event space business with cutting-edge technology.

FYCMA includes Spazious 3D Diagramming in 7 of its spaces

FYCMA (Trade Fair and Congress Center of Málaga) is a center for fairs, exhibitions, congresses, conventions, conferences, presentations, and meetings of different types located in the south of Spain. In addition, it closed in 2021 with a total of 150 events celebrated and more than 133,600 attendees in its approximately 60,000m² of surface area.

Its team has a clear focus and commitment to innovation and digitalization. Thanks to these points, they are able to improve the processes of visibility, space booking, sales, and organization of events.

FYCMA’s challenge

FYCMA was facing a challenge: the return to face-to-face attendance events after the pandemic. For them, it was essential to ensure a safe environment and protocol respecting measures, without paralyzing the events business.

It was also important to provide the sales team with digital tools. In this sense, betting on digitization, since the processes of booking spaces had moved almost entirely to the digital environment. Therefore, it was important to “digitize” some parts of the sales process that were done offline, such as visits to the spaces.

The project with Spazious

With the aim of empowering the sales team and streamlining bookings, FYCMA decided to rely on Spazious’ 3D Diagramming Platform.

Initially, 7 FYCMA’s event spaces were designed:

Conference Room – 445m² – up to 400 attendees. Link

Conference Room – 475m² – up to 420 attendees. Link

Conference Room – 100m² – up to 100 attendees. Link

Conference Multipurpose Room – 100m² – up to 100 attendees. Link

The main use of the layout tool is to configure and customize spaces for clients. As it is a digital twin of the different rooms, the diagramming tool perfectly replicates the space and elements in each room (sockets, windows, emergency exits, and others). Thus, thanks to the configurator, the sales team could: organize site inspections, send personalized spaces for events, or close bookings quicker.

From Spazious we also included a social distance functionality, very useful at the time, as it was a particularly important topic for event organizers. Want to know more about out product? Don’t hesitate to contact us from the form below!