8 Ways to Use Event Technology for Your Conference Breakouts

8 Ways to Use Event Technology for Your Conference Breakouts

5 min read

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Salt and pepper. Bert and Ernie. Mashed potatoes and gravy. Wile E. Coyote and The Road Runner. The greatest duos of all time can exist independently of each other, but totally shouldn’t. And for meeting professionals searching for an incredible attendee experience, there’s one pair in particular that goes hand-in-hand: technology and events.

According to Event Manager Blog, 59% of event planners predict that their use of event technology will increase in 2019. And when it comes to a mobile event app, more than 90% of planners believe that they’re still highly relevant for delivering the best attendee experience.

But have you thought about the event technology waiting for your presenters and participants in your breakout rooms?

What is a breakout session at a conference?

Conference breakout sessions give attendees the opportunity to share ideas and network with those around them. No matter your venue, you must have a highly functioning, productivity-boosting place to support those conversations and interactive activities. Successful venues are incorporating new technologies in their conference center. A well-designed and well-equipped conference room can be the difference between creating a positive initial impact and a lasting negative impression in the participants’ minds.

To make sure you have the best and most efficient setup that won’t let you down, confirm these eight event technology advancements are in place on your site visit.

 1. Advanced AV Systems

Surrounded by time-saving technologies in the modern world, businesses are always looking forward to experiencing modern solutions for better results. Bring Your Own Technology (BYOT) is a popularly used policy in meetings and conferences. However, to make the most of its benefits, your convention center should be equipped with modern technologies.

Devices such as video scalers and multi-format switchers offer support for a variety of analog inputs and input sources, including VGA, HDMI, DVI, and HDBaseT. These allow you to plug into a number of AV presentation system sources, enabling you to experience the best quality of audio and video.

Not sure what you’re getting into when you get your AV quote? Try this free audit offered by Endless Events to gut check proposed setup and cost.

2. Wireless Presentation Setup

When it comes to setting up a presentation on the projector, nobody likes fiddling with a bundle of different adapters while taking valuable time to look for the ‘right’ dongle.

Technology is meant to make your work life easier, not complicate it and save your time, not waste it. So, instead of forcing your presenters to carry a collection of adapters and dongles with them and wasting time and energy finding the right one every time they’re on the presentation stage, ask the venue if they have a wireless presentation system.

A wireless setup won’t only save you the confusion of what fits what but it also simplifies the presentation process, allowing presenters to start surprising and delighting participants that much sooner.

3. A Smart, Interactive Whiteboard

A whiteboard is one of the most commonly used new technologies in conference rooms. Businesses enjoy the convenience and flexibility it allows to share ideas and content.

The idea behind a whiteboard is quite simple: it offers a large, white canvas where you and your participants can write or draw ideas, participating in a mutual discussion. It comes in handy when you need to emphasize or explain a complicated concept and highlight the actionable areas in a meeting. The only drawback of a whiteboard is that it doesn’t travel well and so, it may not be an ideal option when your team members aren’t present in the building or perhaps country!

A smart, interactive whiteboard is the ultimate solution provider in this case! It not only captures what you write or draw on the canvas but also shares it in a digital space. Offering a collaborative space to present your ideas and concepts in conferences, this technology promotes decision-making and strategy-building.

Conference rooms are generally designed to be huge to be able to accommodate several people at once. And they may not be the only people watching or hearing from you! This may mean you won’t be able to make eye contact with everyone who is a part of the meeting and they may not be able to clearly hear you or see the picture or content.

4. HD Video Conferencing

HD video conferencing technology allows team members in different locations to feel as if they are presenting in the conference room itself. The clarity of picture and sound that it offers is unbeatable! Moreover, this technology won’t only help you manage your bandwidth cost but will also minimize your TCO, guaranteeing better ROI.

Utilize HD video conferencing technology in your conference rooms to take your collaboration game to the next level!

5. Reliable Wi-Fi Connection

It’s needless to say that a strong, reliable Wi-Fi connection is a must in today’s digital world. It wouldn’t be wrong to say that most, if not all technologies enhancing your convention center depend on it.

meeting room rounds

During a conference, all team members need to be able to log in, browse, and stream video. Therefore, make sure you have a strong bandwidth in place that allows the members and guests to use the internet easily.

Not sure if the convention center or venue you’re considering has the WiFi bandwidth you need? Ask the supplier what’s available and then double check it against our WiFi calculator.

6. Easy Content Sharing

When you’re collaborating, you need to be able to share content. All successful businesses use devices that can easily be connected to a laptop or desktop so that they may display the content on a larger screen.

Cloud technology allows you to connect with other participants globally at reasonable costs. Moreover, applications, such as Google Docs and Office 365 make document sharing possible to keep the ‘absentees’ in the loop.

7. Efficient Project Management

How you handle things before a conference is as important as how you do it during one. Efficient project management is critical to ensure everything runs smoothly. Project tools, such as Asana, Basecamp, and Trello enhance productivity by helping you prepare for an upcoming meeting.

8. Mobile Event Apps

When an attendee registers for an event, the last they want to do is customize their schedule on a tiny mobile screen. Look for mobile event app partners like Pathable that allow participants to use a desktop, a mobile device, or tablet to personalize their agenda and connect with other attendees through features like private meeting scheduling.

Don’t be scared to ask questions around event technology. There’s a lot of pressure on event professionals — whether you’re planner the venue or somewhere in between — to create attendee experiences that exceed expectations every time as part of their events strategy. Just know that being a successful #eventprofs starts with the relationships and partnerships you form with venues and supplies, as they want to ensure their property brings your meeting the highest satisfaction.