THE EVENT TECH TIMELINE

Setting Up Tech for In-Person Events

Event planning is daunting; especially when it comes to incorporating tech into your event! With so many different timing aspects to juggle, it can be easy to get lost in the process.

So, we’ve created a handy timeline to guide you step-by-step through the process of setting up event technology for your large in-person events. From launching you event registration to collecting feedback surveys, our timeline covers all the essential pieces needed to ensure that your event is a success.

Start the journey

12

months
out from the event:

Choose your Event Tech provider
Unless you have a standard event tech provider already.

10

months
out from the event:

Solidify your Business Case and Budget
Make sure you have a clear understanding of your business case and budget for the event.

10

months
out from the event:

Configure a Meetings Request Form
(MRF) so that you can collect the goals and requirements of the event from your key stakeholders.

9-10

months
out from the event:

Start venue sourcing by sending an RFP​ 
to get bids from hotels and venues to host your event. Remember to do your research and provide as much info as possible so you get quality responses.

6-9

months
out from the event:

Launch Early Bird Registration​

  • Make sure you have the 5 W’s (who, what, when, where, and why) before launching registration.
  • Create Access Portal for reporting as soon as your registration is launched.
  • Launch Abstract Management
  • Configure your Passkey booking site and integrate it with registration so attendees can register for the event and book their rooms against your block.

6-7

months
out from the event:

Signing of Contract and Kick-off Calls

  • Ideally you should have signed the contract at least 12 weeks before the event.
  • After signing the contract, you will have a kick-off call with your account team, who will run you through the next steps.

 

0-6

months
out from the event:

Configure Your Event Space Efficiently
Collaborate with your event venue and stakeholders on floorplans and layouts. Map out the different areas being used with event diagramming technology.

5-6

months
out from the event:

Early Bird Pricing Ends
Encourage attendees to register early to take advantage of discounted pricing.

5

months
out from the event:

Persona-Based Promotions Start
Begin promoting the event to your target audience by highlighting the benefits of attending.

4

months
out from the event:

Agenda and Attendee Hub​ Launch

 

3

months
out from the event:

Price Increase
Remind attendees that the price will be increasing soon and encourage them to register.

4

months
out from the event:

Keynote Speaker Announcement
Build excitement by announcing the keynote speaker for the event.

2

months
out from the event:

Last Chance to Attend
Create a sense of urgency by reminding attendees that this is their last chance to register..

2

months
out from the event:

Agenda and Attendee Hub​Setup Event App

 

6-8

Weeks
out:

OnArrival & LeadCapture logistics

  • You’ve met your helpful account team and gone through the next steps. Now, you’re ready to begin to prepare to use for onsite technology: OnArrival for check-in & badging and LeadCapture for exhibitor and sponsor lead management.
  • We recommend starting this step 6-8 weeks before the event to allow ample time for printing, testing, and shipping for OnArrival and to allow for your exhibitors and sponsors to prepare their teams to collect leads at your event.

6

weeks
out:

Self-publishing Your Event App

  • If you want to self-publish your own branded app, make sure you factor in Apple and Google’s application windows (up to 4 weeks) to set up a developer account.

2

Weeks
out:

Prep Calls & Event App launch

We will go over final details, delivery dates, badge layout, and onsite support. If you have opted for an event app, we will also look to launch this 2 weeks before the event.

Event Day

  • Activate session Attendee Hub

  • Shift the focus of Attendee Hub to supporting the actual event – agenda, map, session engagement, surveys

  • Make custom cards for event information

  • Push notifications for specific actions for attendees

  • Turn on attendee gamification options

Post-Event

12

months
out from the event:

Choose your Event Tech provider
Unless you have a standard event tech provider already.

10

months
out from the event:

Solidify your Business Case and Budget
Make sure you have a clear understanding of your business case and budget for the event.

10

months
out from the event:

Configure a Meetings Request Form
(MRF) so that you can collect the goals and requirements of the event from your key stakeholders.

9-10

months
out from the event:

Start venue sourcing by sending an RFP​ 
to get bids from hotels and venues to host your event. Remember to do your research and provide as much info as possible so you get quality responses.

6-9

months
out from the event:

Launch Early Bird Registration​

  • Make sure you have the 5 W’s (who, what, when, where, and why) before launching registration.
  • Create Access Portal for reporting as soon as your registration is launched.
  • Launch Abstract Management
  • Configure your Passkey booking site and integrate it with registration so attendees can register for the event and book their rooms against your block.

6-7

months
out from the event:

Signing of Contract and Kick-off Calls

  • Ideally you should have signed the contract at least 12 weeks before the event.
  • After signing the contract, you will have a kick-off call with your account team, who will run you through the next steps.

 

0-6

months
out from the event:

Configure Your Event Space Efficiently
Collaborate with your event venue and stakeholders on floorplans and layouts. Map out the different areas being used with event diagramming technology.

5-6

months
out from the event:

Early Bird Pricing Ends
Encourage attendees to register early to take advantage of discounted pricing.

5

months
out from the event:

Persona-Based Promotions Start
Begin promoting the event to your target audience by highlighting the benefits of attending.

4

months
out from the event:

Agenda and Attendee Hub​ Launch

 

4

months
out from the event:

Keynote Speaker Announcement
Build excitement by announcing the keynote speaker for the event.

3

months
out from the event:

Price Increase
Remind attendees that the price will be increasing soon and encourage them to register.

2

months
out from the event:

Last Chance to Attend
Create a sense of urgency by reminding attendees that this is their last chance to register..

2

months
out from the event:

Agenda and Attendee Hub​Setup Event App

 

6-8

Weeks
out:

OnArrival & LeadCapture logistics

  • You’ve met your helpful account team and gone through the next steps. Now, you’re ready to begin to prepare to use for onsite technology: OnArrival for check-in & badging and LeadCapture for exhibitor and sponsor lead management.
  • We recommend starting this step 6-8 weeks before the event to allow ample time for printing, testing, and shipping for OnArrival and to allow for your exhibitors and sponsors to prepare their teams to collect leads at your event.

6

weeks
out:

Self-publishing Your Event App

  • If you want to self-publish your own branded app, make sure you factor in Apple and Google’s application windows (up to 4 weeks) to set up a developer account.

2

Weeks
out:

Prep Calls & Event App launch

We will go over final details, delivery dates, badge layout, and onsite support. If you have opted for an event app, we will also look to launch this 2 weeks before the event.

Event Day

  • Activate session Attendee Hub

  • Shift the focus of Attendee Hub to supporting the actual event – agenda, map, session engagement, surveys

  • Make custom cards for event information

  • Push notifications for specific actions for attendees

  • Turn on attendee gamification options

Post-Event

Now it’s time to figure out the event tech stack that you’ll need to make your event a success. Answer 7 quick questions and we’ll provide a customized tech recommendation for your next event.

Reveal your perfect event tech stack
 

Cvent is the global meeting, event, travel, and hospitality technology leader.

Cvent provides easy-to-use, integrated technology solutions to maximize the impact of meetings and events of all sizes. We help organizations plan and market events, execute onsite, engage audiences, and measure and analyze results.

Learn more