{"id":43376,"date":"2025-08-07T10:26:37","date_gmt":"2025-08-07T10:26:37","guid":{"rendered":"https:\/\/www.vfairs.com\/?p=43376"},"modified":"2025-08-19T07:16:52","modified_gmt":"2025-08-19T07:16:52","slug":"how-to-choose-event-tech","status":"publish","type":"post","link":"https:\/\/www.vfairs.com\/newsletter\/how-to-choose-event-tech\/","title":{"rendered":"Stuck in Event Tech Analysis Paralysis? Here&#8217;s How To Make The Best Decision"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Choosing your event tech supplier isn\u2019t an easy decision.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There are about 400+ event tech vendors in the market.\u00a0\u00a0\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Some vendors boast the best tech stack.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Others swear by their unparalleled support.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Some claim their integrations are flawless.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">But once you move past the polished demos, the truth often comes to light, and it\u2019s not always pretty.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The problem? It\u2019s not always the vendor\u2019s fault. More often than not, the real issue is a mismatch between what you need and what the vendor offers.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So, how do you know that a particular vendor is the one?\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Skift Meetings recently published <\/span><a href=\"https:\/\/meetings.skift.com\/reports\/event-tech-almanac-2025\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">The Event Tech Almanac<\/span><\/a><span style=\"font-weight: 400;\"> report, which outlines the state of event tech and gives in-depth insights into more than 85 event tech vendors.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The report is a must-read if you want to be more informed about the event tech landscape in 2025 and where it is headed. We\u2019re also hosting a webinar with Miguel Neves, the expert behind this report, to explore this in depth. We have limited spots. <\/span><a href=\"https:\/\/www.vfairs.com\/webinar-series\/\"><span style=\"font-weight: 400;\">Books yours NOW<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><a href=\"https:\/\/www.vfairs.com\/webinar-series\/\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-43377 size-large\" src=\"https:\/\/www.vfairs.com\/wp-content\/uploads\/2025\/08\/Webinar_Promo_Landscape_August-1024x538.jpg\" alt=\"Unpacking Skift&#039;s event tech almanac\" width=\"1024\" height=\"538\" title=\"\" srcset=\"https:\/\/www.vfairs.com\/wp-content\/uploads\/2025\/08\/Webinar_Promo_Landscape_August-1024x538.jpg 1024w, https:\/\/www.vfairs.com\/wp-content\/uploads\/2025\/08\/Webinar_Promo_Landscape_August-300x158.jpg 300w, https:\/\/www.vfairs.com\/wp-content\/uploads\/2025\/08\/Webinar_Promo_Landscape_August-768x403.jpg 768w, https:\/\/www.vfairs.com\/wp-content\/uploads\/2025\/08\/Webinar_Promo_Landscape_August.jpg 1200w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/a><\/p>\n<p><span style=\"font-weight: 400;\">But before the webinar, read this newsletter to lay some groundwork. We share a framework to help you choose an event tech partner and expert-backed tips to supplement your decision journey.<\/span><\/p>\n<h2>In This Issue, We Cover:<\/h2>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Spotlight:<\/b><span style=\"font-weight: 400;\"> The expert-led method to select the right event tech vendor<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Fresh From the Pod: <\/b><span style=\"font-weight: 400;\">Why clear event landing pages beat clever ones (and the approach to create one)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Field Notes: <\/b><span style=\"font-weight: 400;\">How to step ahead of generic event marketing<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Tools &amp; Templates: <\/b><span style=\"font-weight: 400;\">Use our AI tool to get personalized event tech recommendations.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Reads Worth Your Time: <\/b><span style=\"font-weight: 400;\">Learn why a unified tech stack simplifies your work, the must-have features in event software, and key questions to ask vendors.<\/span><\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\">\u26a1Spotlight: Industry Experts Use This Framework to Make Event Tech Decisions<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Each event has different goals and requirements. Some events would do anything for an elevated attendee experience, while others prioritize exhibitor and sponsor value. Some events happen once in a lifetime, while others happen every now and then.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">All of these factors impact which event tech supplier will suit you the best. This framework breaks down the ideal approach to get exactly what you want.<\/span><\/p>\n<h3>1. Start with Your Goals, Not Your Wishlist<\/h3>\n<p><span style=\"font-weight: 400;\">Forget about what\u2019s cool or trending. What do you really want your event to achieve? Is it all about giving attendees an unforgettable experience, boosting sponsor visibility, or a mix of both? Jot it down.<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/p>\n<h3>2. Map Out the Attendee Journey<\/h3>\n<p><span style=\"font-weight: 400;\">From the moment someone registers to when they engage post-event, write out the entire attendee experience. Then figure out which tech features you need at each step.<\/span><\/p>\n<h3>3. Watch Out for Red Flags<\/h3>\n<p><span style=\"font-weight: 400;\">Vendors love to talk about their \u201c24\/7 customer support,\u201d but does that mean anything? Some take hours to respond. And those \u201cseamless integrations\u201d? Yeah, sometimes that\u2019s not the reality.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Check online reviews to see what others have experienced. Talk to current or old customers. Check third-party reports to get unbiased comparisons.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Take the <\/span><i><span style=\"font-weight: 400;\">Skift report<\/span><\/i><span style=\"font-weight: 400;\">, for example. They rate event tech vendors on features, support, and integrations, providing a holistic comparison. vFairs nailed a perfect 6\/6 on integrations, 42\/44 on features, and 12\/13 on support, proving we bring our A-game in both tech and customer service!\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Event planners considering event tech vendors mentioned in the report can use it as a good point of reference while making their decision.\u00a0<\/span><\/p>\n<h3>4. Distinguish AI Value from Marketing Hype<\/h3>\n<p><span style=\"font-weight: 400;\">AI has lots of potential in event planning, especially when it comes to registration, content, operations, and planning. <\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\">        <div class=\"main-banner-pro customer_qoutes\">\r\n                                            <div class=\"banner-row\">\r\n                    <div class=\"left-content-ban\">\r\n                                                    <h5>AI is changing the way we do business. And so the implication here is you're not going to do business the same way. You're going to be faster. You're going to be more nimble. Your data is going to be different. It's going to be more real-time.<\/h5>\r\n                         \r\n                                                                                            <\/div>\r\n                                            <div class=\" banner-img\">\r\n                            <img decoding=\"async\" src=\"https:\/\/www.vfairs.com\/wp-content\/uploads\/2025\/04\/Dahlia-El-Gazzar.jpg\" alt=\"dahlia-el-gazzar\" title=\"\">\r\n                        <\/div>\r\n                                        \r\n                                            <div class=\"qoutes-footer\">\r\n                            <p> Dahlia El Gazzar<\/p>\r\n                                                            <span>Event Innovation Strategist at DAHLIA+Agency<\/span>\r\n                                                    <\/div>\r\n                                       \r\n                <\/div>                \r\n                                    <\/div>\r\n    <\/span><\/p>\n<p><span style=\"font-weight: 400;\">But not every flashy feature deserves a spot in your tech stack.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Choose tools that solve real problems. When talking to vendors, ask about data privacy, feature control, and ease of use. vFairs, for example, offers a solid mix of <\/span><a href=\"https:\/\/www.vfairs.com\/product-updates\/vfairs-introduces-ai-powered-tools\/\"><span style=\"font-weight: 400;\">AI features<\/span><\/a><span style=\"font-weight: 400;\"> and a 13\/14 data privacy score in the Skift report. It\u2019s a win-win!<\/span><\/p>\n<h3>5. Don\u2019t Get Fooled by the Sales Pitch<\/h3>\n<p><span style=\"font-weight: 400;\">Before any demo, tell the vendor about your event\u2019s unique needs. This will help them show you relevant features that tackle your specific challenges, not just their standard spiel.<\/span><\/p>\n<h3>6. Keep Your Eyes on the Road<\/h3>\n<p><span style=\"font-weight: 400;\">Sure, it\u2019s important to know a platform\u2019s strengths, but don\u2019t overlook its limitations. Get clarity on what it can\u2019t do, and ensure that it aligns with your needs.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, many vendors hide costly customer support. Whereas vFairs offers free support with a lightning-fast 1-minute average response time, as confirmed by the Skift Meetings report.<\/span><\/p>\n<h3>7. Don\u2019t Let Analysis Paralysis Hold You Back<\/h3>\n<p><span style=\"font-weight: 400;\">After evaluating vendors for capabilities, value, operational impact, and strategic fit, it&#8217;s decision time. If a tech provider ticks your checklist, pull the trigger. Don\u2019t sacrifice good in the pursuit of perfection.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It\u2019s not like you\u2019ve to stay with a vendor for a lifetime. Regularly reassess the value of your current tech and stay open to testing new solutions in less critical areas.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">At the end of the day, you want a platform that can grow with you. A flexible, unified event tech solution lets you scale up or down with ease, adding the right features as your needs change.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\"> Fresh From the Pod: Flashy Event Landing Pages Don\u2019t Cut It<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Even the right tech will fail you if your event strategy isn\u2019t strong enough.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The first thing any event planner needs to do when running an event is to get the word out by setting up a website.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But too often, event planners end up creating stunning yet highly confusing landing pages, where finding basic details like date, time, and venue becomes a struggle.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The page isn\u2019t usually clear, the copy is vague, and sections like testimonials and FAQs are missing, which can uplift your conversions like crazy.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In our recent conversation with Tas Bober, someone who has worked with 400+ B2B landing pages, she shared her no-BS approach to crafting landing pages that actually work. She also talks about some common pitfalls event planners fall into.<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/p>\n        <div class=\"main-banner-pro customer_qoutes\">\r\n                                                            <div class=\"banner-row\">\r\n                    <div class=\"left-content-ban\">\r\n                                                    <h5>Most important block, which is missing on every single landing page I've ever been on, is an FAQ block... For one of my clients, we made a block for FAQs. And then we saw a 265% increase in purchases.<\/h5>\r\n                         \r\n                                                                                            <\/div>\r\n                                            <div class=\" banner-img\">\r\n                            <img decoding=\"async\" src=\"https:\/\/www.vfairs.com\/wp-content\/uploads\/2025\/06\/Speaker_Tas-Bober.png\" alt=\"speaker_tas-bober\" title=\"\">\r\n                        <\/div>\r\n                                        \r\n                                            <div class=\"qoutes-footer\">\r\n                            <p>Tas Bober<\/p>\r\n                                                            <span>Founder of the Scroll Lab<\/span>\r\n                                                    <\/div>\r\n                                       \r\n                <\/div>                \r\n                    <\/div>\r\n    \n<p><span style=\"font-weight: 400;\">To simplify the landing page creation, she shared an easy-to-follow, 7-step roadmap. Listen here:\u00a0<\/span><\/p>\n<p><iframe loading=\"lazy\" title=\"Building Event Landing Pages that Actually Work | Epic Events by vFairs | EP 48\" width=\"806\" height=\"453\" src=\"https:\/\/www.youtube.com\/embed\/SUtbh1K9PRk?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe><\/p>\n<h2><span style=\"font-weight: 400;\"> Field Notes: Lessons From the Trenches<\/span><\/h2>\n<p><a href=\"https:\/\/www.linkedin.com\/in\/georgina-kay\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Georgina Kay<\/span><\/a><span style=\"font-weight: 400;\"> | Top 40 Influencer by Technology for Marketing (2024)\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Sending out blanket emails or recycling the same social media posts might seem like an easy solution, but it\u2019s not enough to drive real engagement or boost registrations.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Georgina Kay, Marketing Manager of a global trade show and conference, Internal Confex, shares why these shortcuts are sabotaging event registration numbers and what you can do about it.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You&#8217;ll discover why:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Generic cross-posting kills click-through rates instead of boosting exposure<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Treating a corporate planner with a \u00a31M budget the same as a university events officer guarantees zero registrations from both<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Set-and-forget automation can scare away last-minute attendees<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Post-event surveys should be the beginning of relationships, not the end<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The solution isn&#8217;t having unlimited time or resources; it&#8217;s shifting from efficiency-focused thinking to relationship-focused strategy.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When you take the time to understand real motivations and speak to specific challenges, you create something much more valuable than a registration. You create anticipation.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Your conference stops being just another event on their calendar and becomes a solution they genuinely don&#8217;t want to miss.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We all know that generic marketing can lead to a serious disconnect with your audience.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Want to build a relationship-based marketing strategy? <\/span><a href=\"https:\/\/www.vfairs.com\/blog\/why-your-event-marketing-is-failing\/\"><span style=\"font-weight: 400;\">Get insights here<\/span><\/a><\/p>\n<h2><span style=\"font-weight: 400;\">Tools and Templates to Make Your Life Easier<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Feeling overwhelmed by all the event tech options?\u00a0 Our Event Tech Planner makes it simple.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Just answer a few quick questions, and you&#8217;ll get a personalized list for your event.\u00a0<\/span><a href=\"https:\/\/www.vfairs.com\/ai-tools\/event-tech-planner\/\"><span style=\"font-weight: 400;\">Start the quiz now!<\/span><\/a><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-43378\" src=\"https:\/\/www.vfairs.com\/wp-content\/uploads\/2025\/08\/Get-Personalized-Tools-Recommendation_GIF-2.gif\" alt=\"Event tech selector tool\" width=\"726\" height=\"400\" title=\"\"><\/p>\n<h2><span style=\"font-weight: 400;\"> Reads Worth Your Time<\/span><\/h2>\n<ol>\n<li><span style=\"font-weight: 400;\"> Need help understanding what kind of features event planning software offers? These<\/span> <a href=\"https:\/\/www.vfairs.com\/blog\/event-management-software-features\/\"><span style=\"font-weight: 400;\">24 features are must-haves<\/span><\/a> <span style=\"font-weight: 400;\">in any tool you go for.<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> Want to make sure you vet your tech vendor properly? <\/span><a href=\"https:\/\/www.vfairs.com\/blog\/event-technology-partner\/\"><span style=\"font-weight: 400;\">Ask these questions<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/li>\n<li><span style=\"font-weight: 400;\"> Deciding between a unified event tech or standalone software. Here are the<\/span> <a href=\"https:\/\/www.vfairs.com\/blog\/event-tech\/\"><span style=\"font-weight: 400;\">reasons an all-in-one solution is right for you<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">If this newsletter helped you, share it with another event planner who could use these tips.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That\u2019s all for today. We\u2019ll see you next month.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Choosing your event tech supplier isn\u2019t an easy decision. There are about 400+ event tech&#8230;<\/p>\n","protected":false},"author":61,"featured_media":43379,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[1096],"tags":[780],"class_list":["post-43376","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-newsletter","tag-event-planning"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.vfairs.com\/wp-json\/wp\/v2\/posts\/43376","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.vfairs.com\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.vfairs.com\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.vfairs.com\/wp-json\/wp\/v2\/users\/61"}],"replies":[{"embeddable":true,"href":"https:\/\/www.vfairs.com\/wp-json\/wp\/v2\/comments?post=43376"}],"version-history":[{"count":0,"href":"https:\/\/www.vfairs.com\/wp-json\/wp\/v2\/posts\/43376\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.vfairs.com\/wp-json\/wp\/v2\/media\/43379"}],"wp:attachment":[{"href":"https:\/\/www.vfairs.com\/wp-json\/wp\/v2\/media?parent=43376"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.vfairs.com\/wp-json\/wp\/v2\/categories?post=43376"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.vfairs.com\/wp-json\/wp\/v2\/tags?post=43376"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}