A well-executed, in-person event involves more than just great content; it’s about creating a seamless experience from registration to event closeout. Event apps play a crucial role in helping attendees navigate an event efficiently, access important information, and meaningfully engage with other attendees. At Blackberg, we use platforms like Cvent and Whova to streamline every aspect of the attendee journey.
Below are six key considerations that event planners should keep in mind when using an event app to enhance the in-person experience.
1. Simplifying Check-In and Registration
First impressions are important. For an event, the check-in process sets the tone for the entire attendee experience. A cumbersome registration process can lead to frustration, while a streamlined system keeps attendees engaged from the very beginning. By using an event app, attendees can register online, update their details, and access event credentials in advance. This step minimizes bottlenecks at check-in and allows attendees to focus on networking and sessions, rather than waiting in long lines.
Be sure to train your internal staff on how to best execute the check-in process to reach your registration and check-in goals. For some events, this process may be as simple as asking for an attendee’s name, handing them a name badge, and scanning their personalized QR code. Other events may require staff to distribute specific event materials depending on an attendee’s self-entered information. Utilize the features of the event platform to ensure that your goals align with an intentional and efficient check-in process.
2. Offering On Demand Event Agendas
Attendees need quick and convenient access to the event schedule to plan their day effectively. An event app should offer the following:
- A dynamic agenda that updates in real time and accommodates any last-minute changes.
- Personalized scheduling options for attendees to bookmark sessions of interest.
- Speaker biographies and session descriptions for informed decision-making.
By centralizing these details within an app, attendees can effortlessly navigate the event and maximize their time.
3. Enhancing On-Site Navigation
Large events with multiple breakout rooms or session locations can be overwhelming. An event app should include interactive maps, room assignments, and clear signage to help attendees find their way around the venue and minimize stress. Push notifications can provide last-minute updates on room changes, reducing confusion and keeping everything on schedule.
A helpful tip: make sure language is uniform across an event app and in-person signage. For instance, if the sign outside the main ballroom says “Grand Ballroom AB,” be sure to use the same language in the app, rather than something general such as “Main Session Space.” Leverage the app to create cohesive, simplified messaging that facilitates a positive attendee experience.
4. Supporting Travel and Shuttle Logistics
For events that span multiple locations, transportation coordination is crucial. Integrating shuttle schedules, ride-share options, and walking directions into an event app ensures attendees know how to get where they need to be. For example, at the 2024 VHA Resuscitation Symposium, Blackberg coordinated shuttle services between the event’s multiple venues. Using the Whova app, we were able to provide attendees with real-time updates on travel logistics, ensuring seamless travel between locations without disruption.
5. Keeping Attendees Informed with Real-Time Updates
An event is a dynamic environment, and last-minute changes are inevitable. Push notifications via an event app can help keep attendees informed about the following:
- Session start times and location updates
- Speaker or panelist changes
- Emergency announcements or weather-related adjustments
By providing real-time communication, attendees remain engaged and prepared for any adjustments. Remember to ensure that messaging across the board remains consistent. Be sure to communicate accurate information to event hosts prior to on-stage announcements, create clear and cohesive in-person signage, and ensure that communications flowing through an event app are unified and up to date. Consistency can make all the difference in creating a pleasant user experience.
6. Creating a Personalized and Engaging Experience
Beyond logistics, an event app can foster deeper engagement with features like:
- Polls and live Q&A during sessions.
- Networking opportunities through in-app messaging.
- Post-event surveys to collect valuable feedback
These features help attendees feel more connected to the event, while providing organizers with insights to improve future experiences.
Conclusion
A well-implemented event app transforms the attendee experience by simplifying registration, facilitating navigation, and ensuring seamless communication. At Blackberg, we prioritize attendee-first event planning and leverage technology to remove friction and enhance engagement. By integrating smart data collection throughout the app—from session check-ins to in-app surveys and real-time feedback—we gain actionable insights that enable dynamic customization of the event experience. These insights not only help tailor content and interactions to individual needs but also inform future event strategy, boosting retention and long-term impact. When every touchpoint is thoughtfully designed and data-driven, the result is an event that’s personalized, memorable, and measurably effective.
By considering these six key factors, event organizers can fully harness the power of event apps to create an effortless and memorable experience for all attendees. To learn more about Blackberg’s event management offerings, visit our communications services page. and check out our Portfolio page here.
