The evolution of event apps
More and more conference organisers are using event apps to improve their events on multiple levels. From streamlining session registration to audience engagement and from digital networking opportunities to AI-driven content personalisation- the possibilities are endless. But how do you choose the right app for your specific event? And how do you make the most of it? We asked event manager Elin and event app expert Ruben for their insights.
An interesting journey
“As a senior event manager at Amsterdam UMC, Elin has gained extensive experience in organising (medical) conferences. Using event apps is no longer new to her, but finding the right approach was a journey. “At first, it all feels very abstract,” she explains. “You know you need an app, but understanding exactly what should be included and how everything connects only becomes clear later in the process. That’s why we have worked with Ruben and his team at event app agency Lively from the start.”
“We often see that event managers don’t have the time to explore all the available options themselves,” says Ruben. “We help them choose the right technology and ensure the app is set up as effectively as possible.”
Why use an event app?
“A well-designed app is much more than just a digital programme booklet. “We now organise fully paperless conferences,” says Elin. “In the past, attendees would receive a printed programme. Now everything is in the app. It provides an up-to-date schedule that attendees can personalise, an interactive venue map, networking options and access to relevant content such as scientific papers and speaker profiles.”
“For scientific conferences, it’s crucial that attendees can easily find abstracts and speakers,” Ruben adds. “They need to be able to filter by topic and quickly see which presentations are most relevant to them. That’s where an app really makes a difference.”
An event app also helps connect attendees. “People can indicate their expertise and who they’d like to meet in advance,” Ruben explains. “This leads to more meaningful and valuable interactions, rather than relying on chance encounters.”
Event app trends?
Event apps are evolving rapidly. Where they were once primarily used for schedules and notifications, they now play an increasing role in streamlining event organisation and building event communities.
For instance, AI-powered matchmaking can connect attendees based on their field of expertise and interests. “At an insurance conference we supported, the matchmaking tool facilitated over 2,000 pre-arranged meetings,” Ruben shares. “It’s impossible to achieve these results when you rely on coincidental encounters, because attendees tend to primarily talk to familiar faces.”
Event apps are also staying active long after the conference ends. “It would be a waste if everything disappeared as soon as the event is over,” says Elin. “For our event ECHNO at the Beurs van Berlage for example, we keep the app running for a month after the event. This allows attendees to stay connected, share photos, and complete evaluations.
“Event apps also offer tools that make networking easier after the event,” Ruben adds. “If photographers are capturing the event, attendees who upload a photo of themselves afterwards can automatically receive all pictures they appear in—along with the names of other people in those photos. This simplifies sharing on social media and increases event visibility even after the event has finished.”
When to use an event app?
Not every event needs an app. “For a small-scale event with a simple schedule, a mobile website is often sufficient,” says Ruben. “But as soon as you have a complex schedule, attract a large or diverse audience, or want to enhance interaction, an app adds real value.”
For Elin, the benefits of event apps are now beyond question. “I use them more and more as a standard feature,” she says. “For my conferences, it’s essential that attendees get the most out of the event— an app plays a key role in making that happen.”
Need advice on event apps or want to explore the possibilities for your conference at the Beurs van Berlage? Get in touch with one of our experts.