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Unlock the Future

Unlock the Future

Industries are undergoing transformative changes in an era marked by rapid technological advancement. The event industry is no exception, with the emergence of smart venues revolutionizing the way we plan, execute, and experience events. From conferences and concerts to sports games and festivals, smart venues are reshaping the landscape of live experiences.

Let’s delve into the emerging trends and technologies driving this evolution and explore their potential for the future.

What is a Smart Venue?

A smart venue integrates cutting-edge technology to enhance every aspect of the event experience, from ticketing and crowd management to security and personalized interactions. These venues leverage a combination of IoT (Internet of Things), AI (Artificial Intelligence), data analytics, and connectivity solutions to create seamless and immersive experiences for attendees and organizers alike.

Emerging Trends and Technologies

IoT and Connectivity:

Smart venues have a network of interconnected devices and sensors that gather real-time data on everything from crowd flow and environmental conditions to equipment status and resource usage. This data enables venue operators to optimize operations, improve efficiency, and enhance safety and security protocols.

Example: At the Levi’s Stadium in Santa Clara, California, IoT sensors are strategically placed throughout the venue to monitor crowd movement, environmental conditions, and even restroom occupancy in real time. This data allows venue operators to adjust concession stand staffing levels, optimize HVAC systems for comfort, and ensure timely facility maintenance, enhancing the overall guest experience while maximizing operational efficiency.

Augmented Reality (AR) and Virtual Reality (VR):

AR and VR technologies revolutionize how attendees engage with events. From virtual venue tours and immersive brand experiences to interactive games and enhanced visualizations, AR and VR elevate engagement and create unforgettable moments for event-goers.

Example: The Coachella Valley Music and Arts Festival utilizes AR and VR to offer attendees immersive experiences beyond the stages. The festival app allows attendees to access AR-enhanced maps to navigate the sprawling grounds and discover hidden interactive installations. Moreover, VR headsets stationed at designated areas allow festival-goers to virtually explore art installations and past performances, adding a new dimension to their Coachella experience and fostering deeper engagement with the event.

Coachella Valley Music and Arts Festival Photo by: www.coachella.com
Coachella Valley Music and Arts Festival Photo by: www.coachella.com

Mobile Apps and Personalization:

Mobile apps are central to the smart venue experience, offering attendees access to event information, interactive maps, real-time updates, and personalized recommendations. These apps also enable organizers to gather valuable data on attendee preferences and behavior, allowing for targeted marketing and tailored experiences.

Example: Madison Square Garden in New York City offers a feature-rich mobile app that enhances the venue experience for concert-goers and sports fans. Users can access event schedules, purchase tickets, and navigate interactive maps to find amenities and concessions. Real-time updates on parking availability and line lengths streamline the arrival process. Additionally, the app employs AI algorithms to provide personalized recommendations for food, merchandise, and upcoming events based on user’s preferences and past interactions, ensuring a tailored and memorable experience for every attendee.

Madison Square Garden Official App

Sustainability and Green Initiatives:

Smart venues embrace sustainable practices and implement green technologies to minimize their environmental footprint. From energy-efficient lighting and waste management systems to carbon offset programs and eco-friendly infrastructure, these initiatives are environmentally responsible and economically beneficial in the long run.

Example: The Amsterdam ArenA, home to the AFC Ajax football club, is a prime example of a smart venue committed to sustainability. The stadium has implemented various green technologies, including energy-efficient LED lighting, rainwater harvesting systems for irrigation, and solar panels on its roof to generate renewable energy. Additionally, the venue boasts extensive recycling and waste management programs, diverting significant waste from landfills. Through these initiatives, the Amsterdam ArenA reduces its environmental impact. It sets an example for other sports and entertainment venues worldwide, demonstrating sustainable practices’ economic viability and environmental benefits.

Artificial Intelligence (AI) for Personalization:

AI-powered analytics are reshaping how event organizers understand attendee preferences. AI algorithms can predict attendee interests and tailor experiences by analyzing data from past events and interactions. For example, AI can recommend personalized event agendas or suggest relevant content based on individual preferences. As AI technology evolves, its role in shaping personalized event experiences within smart venues will become increasingly significant.

Example: The CES (Consumer Electronics Show) in Las Vegas utilizes AI-powered analytics to enhance attendee experiences. AI algorithms analyze attendees’ preferences, browsing history, and session attendance through the event app to recommend personalized agendas and suggest relevant exhibitors and sessions. Furthermore, AI-driven chatbots provide real-time assistance and answer queries during the event, improving engagement and satisfaction. As AI technology evolves, CES organizers leverage data-driven insights to refine future events, ensuring each attendee’s experience is tailored to their unique interests and needs.

Contactless Technology and Digital Ticketing:

In response to recent global events, contactless technology has gained prominence in the event industry. Smart venues are adopting digital ticketing solutions, contactless check-in processes, and cashless payment systems to prioritize attendee safety and convenience. These technologies streamline operations and provide attendees with a seamless experience. By embracing contactless technology, smart venues demonstrate their commitment to creating secure environments for all attendees.

Example: The Tokyo Olympics 2020, rescheduled to 2021, showcased the adoption of contactless technology to ensure the safety of participants and spectators amid the ongoing pandemic. Utilizing digital ticketing solutions and contactless check-in processes, attendees could enter venues without physical contact, reducing the risk of virus transmission. Furthermore, cashless payment systems were widely implemented throughout the Olympic venues, enabling seamless transactions while minimizing the handling of physical currency. By embracing contactless technology, the Tokyo Olympics demonstrated a commitment to prioritizing attendee safety and convenience, setting a precedent for future large-scale events in the post-pandemic era.

Emerging Trends and Technologies

Enhanced Experience:

Smart venues offer immersive and personalized experiences that engage attendees on a deeper level, fostering loyalty and satisfaction.

Operational Efficiency:

By leveraging technology to streamline operations and optimize resource allocation, smart venues can improve efficiency and reduce costs.

Data-Driven Insights:

The wealth of data collected by smart venues provides valuable insights into attendee behavior, preferences, and trends, empowering organizers to make informed decisions and deliver targeted experiences.

Looking Ahead: A Glimpse into the Future

In the future, smart venues promise boundless possibilities for the event industry. With AI assistants, AR/VR experiences, and a commitment to sustainability, events will be more immersive and efficient than ever before. Embracing technology isn’t just about gadgets; it’s about creating meaningful experiences that unite people. Let’s embark on this journey with creativity and innovation.

Join the revolution towards smarter events. Consider integrating event diagramming software like “EventDraw” to streamline planning and ensure flawless execution. 

EventDraw - The Must-have easy to use time-saving solutions for venues and events
The future of events is bright, and it’s time to embrace the endless opportunities for innovation and transformation.
Interested in discovering the ultimate tool for transforming event planning? Delve into our blog post to uncover the key to seamless coordination and elevated experiences. Click here to explore the must-have tool for every event planner!
The Magic of Automation in Event Planning and Venue Management

The Magic of Automation in Event Planning and Venue Management

Every second counts in the dynamic world of event planning and venue management. The demands are relentless, from juggling bookings and coordinating vendors to ensuring seamless guest experiences. However, automation technology offers a revolutionary solution to ease the burden and elevate operations.

What is Automation?

Automation technology transforms the way you work and enhances efficiency like never before. By harnessing the power of automation tools, event planners and venues can streamline processes, minimize errors, and deliver unparalleled experiences to clients and guests.

The Foundation of Successful Events

Event planning is a multifaceted endeavor that requires meticulous attention to detail, effective communication, and seamless coordination. Whether you’re organizing a corporate conference, a wedding, or a music festival, the success of an event often hinges on the efficiency of its planning process. 

In today’s digital age, automation tools have revolutionized event planning, empowering planners and venues to streamline operations, enhance productivity, and deliver exceptional experiences for attendees.

In this blog, we’ll explore various automation solutions tailored to the needs of event planners and venues.

Event Management Software:

Event management software serves as the cornerstone of automated event planning. These comprehensive platforms offer a range of features, including task management, attendee registration, budget tracking, and venue management. With intuitive interfaces and customizable workflows, event planners can efficiently manage every aspect of their events, from initial planning stages to post-event evaluations. 

Venue Management Systems:

A venue management system can streamline operations and optimize resource utilization for venues hosting multiple events. These systems enable venues to automate booking processes, manage event calendars, and allocate resources such as rooms, equipment, and staff. By centralizing information and automating routine tasks, venue managers can enhance efficiency, reduce errors, and ensure seamless coordination between departments.

Marketing Automation Tools:

Effective marketing is essential for attracting attendees and promoting events. Marketing automation tools empower event planners to streamline marketing campaigns, engage with target audiences, and track performance metrics. These tools automate email marketing, social media scheduling, and audience segmentation, allowing event planners to deliver personalized messages and maximize ROI. 

Attendee Engagement Platforms:

Engaging attendees before, during, and after an event fosters connections and creates memorable experiences. Attendee engagement platforms leverage automation to facilitate communication, gather feedback, and encourage participation. Features may include interactive event apps, live polling tools, and virtual networking functionalities. By harnessing automation, event planners can enhance attendees’ satisfaction and build a loyal community around their events.

Virtual Event Platforms:

In the wake of the COVID-19 pandemic, virtual events have become increasingly prevalent, offering a safe and accessible alternative to in-person gatherings. Virtual event platforms enable event planners to host immersive online experiences with virtual stages, networking lounges, and interactive exhibitor booths. These platforms automate various aspects of virtual event management, including registration, content delivery, and audience engagement, providing attendees with a seamless and engaging experience.

Feedback and Analytics Tools:

Gathering feedback and analyzing performance metrics are essential for continuously improving event planning processes and maximizing ROI. Feedback and analytics tools automate the collection of attendee feedback, event surveys, and performance metrics, providing event planners with actionable insights and data-driven recommendations. By leveraging automation in feedback and analytics, event planners can identify strengths, address areas for improvement, and refine their strategies for future events.

Event Diagramming Software:

This software simplifies the layout planning process by offering intuitive drag-and-drop interfaces, allowing users to easily create detailed diagrams of event spaces. With features like 3D visualization and seating arrangement tools, event diagramming software streamlines the planning process, enhances collaboration among team members, and ensures precise execution on the day of the event. By integrating seamlessly with other automation tools, such as guest management systems and communication platforms, event diagramming software further contributes to smoother operations, superior experiences, and, ultimately, the success of events and venues.

EventDraw - The Must-have easy to use time-saving solutions for venues and events

Automation has transformed the event planning landscape, empowering planners and venues to streamline operations, enhance productivity, and deliver exceptional experiences for attendees. 

By leveraging these automation tools, event planners and venues can optimize their processes, increase efficiency, and elevate the success of their events. In an increasingly competitive industry, embracing automation is essential for staying ahead of the curve and delivering unforgettable experiences that leave a lasting impression on attendees.

Interested in discovering the ultimate tool for transforming event planning? Delve into our blog post to uncover the key to seamless coordination and elevated experiences. Click here to explore the must-have tool for every event planner!

Boost earnings by $270,000 through the addition of a single table

Boost earnings by $270,000 through the addition of a single table

Can you imagine increasing revenue $270000 per annum by adding just 1 additional table in your function and event space.

It’s true, $270,000 in additional revenue from 1 extra table!

How is that possible? Well, maximising your space using Event Diagramming Software, this is how it’s achieved!

This guide talks through a basic event floor plan and how event management software can simplify your processes.

Let’s Discuss “How This Can Be Done”

Event Diagraming & Floor Plan Software allows you to test event layouts in your function space without the need for your staff to set up the room. Think of it this way, it gives you an incredible top-down view of your space. It’s like flying 50 feet above your space and visually seeing the best use of space.

Although this is only the start, Event Diagramming & Floor Plan Software has features to ensure correct spacing between your tables and also the correct distance from walls and building elements before you place down your first table.

In many cases, changing 5% of the tables on the floor plan from 1.8 meter to 1.6m can increase the capacity of your event. It’s amazing how you can play with various scenarios and gain more tables in your space, but you can also increase your space between tables to what you typically could use.

So, let’s take an industry standard of 1.35 metres between table edges. This is a common practise and allows ok room for waiters and guests to navigate between tables. If you change just a few tables to a different size, you can increase your spacing to 1.40 metres between tables but also add 3 additional tables to the event. For a 1.6m table, we may change from 10 pax to 8 pax.

Since 1998 and with thousands of client spaces, we are yet to find one venue who has not seen an increase in capacity or revenue, sometimes they are at capacity but after testing various layouts, have determined that the existing “max capacity” charts are incorrect. 

Now, let’s talk about getting $270,000 in additional revenue from 1 extra table…

Look at this example below:

Wedding Venue: $270,000 in additional revenue from 1 additional table.


A 1.8m (6 ft) round table can seat between 10-12 guests.

For this example, let’s use 10 pax per sitting.

An average cost per head – wedding/event – $130.00

Total revenue generated in one sitting $1300.00

Average number of events per week 4 (wedding, function venue, stadium or restaurant)

Total revenue generated in one week = $5200.00

Per week $5200.00 x 52 weeks per year = $270,400

That’s $270,000 in additional revenue using 1 more 1.8m Table!

The math is simple and finding space for that additional table can be easier. 

Event Floor Plan Software is an easy-to-use software where event planners and venues design customized floor plans, such as dinner-dance, theatre, cocktail & classroom-style layouts. 

By providing event visualization you can experience new configurations of your event before they even take place.

To take this a step further, with Immersive 3D, you can test different layouts and also view that layout while looking at your venue space in full 3D.

You can walk around the venue with your clients, using the floor plan right down to the table cloth, and colour used for their event. You can also move the tables, test whether a rectangle, round or maybe oval table can increase your capacity.

Therefore, Event Diagramming Software is a time-saving tool that will increase your revenue. The perfect solution to floor plan struggles!

And with EventDraw’s 3D virtual tours, you can improve your client’s experience, increase customer satisfaction, and increase revenue.

Contact us now and let us help you increase your revenue!