Event Tech
What: ZapConnect - Zapier's Annual Virtual User Conference
Who: 8,000+ Zapier users
When: Thursday, Sept 28
Where: Online at zapconnect.com
Ticket Price: Free!
What went well:
• We well surpassed our attendee targets 📈
• Broadly speaking, there were no major streaming issues, attendee login issues, or major tech concerns that could impact the user experience.
• We're seeing higher than expected on demand traction, and received positive feedback on the content this year. 👏
• The production value for our videos has dramatically improved YOY, with this year being the best yet.
For next year:
• Live content: we had multiple redundancies in place in case of an outage, speaker not showing up, etc. Thankfully, we didn't have to use most of it! We did have 1 live stream buffer a bit right at the end of their session and were able to quickly load up the backup video to ensure the on demand version was crisp. We put a lot of effort into our contingency plans, and I'll do it all over again next year!
• Networking: We partnered with our event tech provider to create a brand new, user-generated networking feature in the form of "lounge discussions." This was a late add with little time to fine tune or promote it. Next year, with more runway, I hope we can take learnings from this year on how our attendees want to connect, enhance the tech offering and build stronger messaging that nurture folks towards using these more effectively.
• Support: the events team is currently fielding most week-of attendee questions. Thankfully, we've made logging in fairly intuitive; however, our process no longer fits our size. We have to do some digging into better systems and resourcing to help keep our team focused on the rest of the event and not support issues.
Been so long since I’ve seen posts about virtual. So glad it was a success and you surpassed attendee targets, thank you for sharing!
@EventPlanner952 what platform did you use?
@EventPlanner4327 we used Accelevents! (here's what that looked like)
Great to see your name pop up again, Kristina! I think we connected way back in 2021 when I was just starting out at Zapier to build this virtual conference 😄 ❤️
@EventPlanner952 curious what types of support questions your team was fielding. and did you all have any type of FAQ platform in place as well? thinking about how to get ahead of this for a large scale event we have coming up. we’ve had VERY robust support systems in place in the past, but those were for 20k+ events, so just thinking through the types of questions at a comparable scale to the event you’ve mentioned here
@EventPlanner527 some details below:
What we put in place for support:
• FAQ both on the platform & on our registration page prior to sign up
• Pre-event questions mostly funneled through our broader Support team at Zapier.
◦ These questions were primarily related to recordings being available or how to register, so they could easily refer to a commonly asked questions list to answer these.
• In-event:
◦ Intro video (3 minute video walking through the platform, where to find things, info specific to our event)
◦ "Event help desk" for technical support issues during the event. We used their exhibitor "booth" feature to set this up and directed folks there from a few CTA's within the event.
◦ AI Bot: we placed an AI bot. trained with our event info in a custom tab within the event. We were using a relatively new product for this that we rolled out more broadly at the event. We hope to do more testing and training on it for broader use next year.
◦ Roughly 50 Moderators were trained prior and staffed across just about every surface of the event and escalated questions they couldn't answer to the events team in our day-of slack channel
• Event Support email: once attendees landed on our event platform there was a support button on the top. This was the only button folks could reach _Events_ specifically via.
◦ We also put the login instructions front and center on the event login page
What questions we got via "Events Support" email:
Because most users didn't reach this button until they were logging in to the event, the questions were primarily around logging in or recordings being available. Most were login issues (est. 30-40 total questions):
• They were using the wrong email to log in or spelled it incorrectly
• For a few, the magic link was landing in spam
• Misc issues like using their Zapier login instead of realizing ZapConnect was a different log in
Background
• Our events team is comprised of 3 folks.
• Day of roles included: (1) for speakers/programming/production, (1) Moderator lead, (1) Risks, escalations, re-directing moderator questions to other folks internally as needed
• We invited 4 additional folks to support the core Events team (separate from moderators) on event day as floaters and managing the Events email on the day of to keep the Events team focused on the rest of the execution
What didn't work
Generally this worked well for us this year; however, it won't scale. A few nuances we're up against:
• Tricky login issues require access to HubSpot, and most folks internally aren't given permissions to access that. This could be an area we explore in the future for training 1-2 people on HubSpot.
• We sent an email out from the event platform, which is tied to our Events email (reply-to). This opened us up for a larger volume of emails than usual, so we're working with our vendor to see if we can get the magic link info piped back into HubSpot to ensure future emails come from an email tied to our support team to help and not our Events email address.
◦ The biggest issue here is filtering out emails we get in response to the magic link email that don't require a response on our end: spam, etc.
• Our Events email currently uses a Google Group alias as required by our IT team. This isn't sustainable for our size, so we're hoping to work with them on an exception to this policy.
That's a lot 😅 so happy to jump on a call as well and talk through anything that spurs up questions!
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Can anyone recommend an alternative to Eventbrite, now that they've changed their pricing structure? I host a range of small community events- larger corporate parties, but typically not exceeding over 350ppl. Thanks!
Hello Event Planners, I would like to know who is using a trade show/event planning software program. What it is the program you are using? Does anyone share the program internationally with employees. How do you like the program that you are using. Thank you in advance for any feedback.
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Curious to hear from virtual event planners. Have you tested the pros/cons of leaving 5 minute breaks between sessions? If you did, did you see drop off throughout the day?
Is anyone super proficient with Social Tables?
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Hi all! Has anyone used ON24 for a large 1000 person virtual event? Do you know if it has robust capabilities?
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hi there! Has anyone worked with Glasshouse agency or EMP agency?
Hi there! Looking to build an app for an upcoming client program. Wondering if anyone has any reccos for event based apps you've used. It would be great if there's a ticket integration feature.
Hello friends, question: we have an event coming up and we don't want to have a LIVE Q&A component, are there any apps, software recommendations you could share that allows the audience to submit questions for the speaker? ⁉️ ✋
Hi All - I am looking for recommendations for an event RSVP platform for a timed event experience that guests can pick their time slot. When it comes time for the event this guest list can be used as an online check in function. We used RSVPify in the past but wondering if there is a better platform. We had some issues last year with its functionality.
Hello 👋 does anyone have recommendations (software, apps, on-site) ways to collect questions during an event? we do not want a live Q&A. My boss suggested a question box on the tables or in the back of the room, but I worry people getting up & down during programming is disruptive. We do ask for questions in advance but he wants a real time question solution. Thanks in advance!
I’m working on a redesign of our conference websites and looking for some inspiration! Does anyone have examples of other event sites that they love?
Any recommends for a free ticketing platform similar to eventbrite that charges less than EBs fees?
Happy Friday! Looking to build a small branded experience in the DC area can anyone recommend a small local boutique experiential agency in the area?
My company is wondering whether it would make sense to exhibit at next year’s SXSW. I’m looking for the list of exhibitors from the 2023 event but their website just redirects me in a loop whenever I click on the exhibitors link, so I can’t actually access the list. Does anyone have that handy? Or is anyone willing to chat about their experience exhibiting in the past? (Thank you!!)
Hey hey 👋
I’m looking for a new event timeline tool. Any suggestions?
Also, I’m looking for a good NY based floral designer that’s super inexpensive for this small but mighty nonprofit I’m consulting. Any suggestions?
Thanks in advance!
Hi all! Im curious, do folks have an event tech platform they use for splash pages, event registration, and emails that they really love and offers high levels of customization/branding? Also that connects to Marketo/salesforce? I'm all ears 🙂
Does anyone here have experience using room block management software - what do you recommend?
Hi everyone! What is your favorite ticketing/registration tool? If it’s not a full on event platform and if it’s not Eventbrite, what’s yoru choice? (paid/unpaid)
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Good morning! Has anyone used Event Temple or Triple Seated for BEO creation & Venue Management?
Hi all! I'm on the search for amazing Splash designers. I see a lot of impressive Splash pages and would love to replicate some of them for upcoming retreats. Any referrals would be greatly appreciated! (I did get a referral from Splash however he's no longer doing freelance)
does anyone have a solution they love for booking appointment slots at an event (e.g. office hours where people can book a 20 minute slot, or headshots where someone can book one of five availabilities in a given time slot)?
everything i’ve experimented with is pretty clunky for this use case. whether it’s something more meetings-focused like calendly or doodle or something more services-focused like setmore or picktime, they’re all more suited to showing ongoing availability rather than something one-time.
any great options that i’m missing?
Hey all! One of the events I work on is looking into a interactive floor plan platform we can use both internally as a multi-department team and externally to clients. Finding something where we can control who can see what and is very user friendly (both back end and front end) is key. We used a2z last year and are open to other platforms.
Are there any floor plan platforms out there that folks absolutely love?
Does anyone have experience working with Stova? If so, was it positive?
Hi all. Has anyone used https://splashthat.com/ for invites / registration / etc. but used an alternative system for onsite badge printing? Their badges are pretty basic and I'm looking for something a little more high tech but want to make sure the systems are compatible. Thanks!
Folks does anyone here use Cvent for venue sourcing and would you be willing to do a quick call with moi? Thank you 🙏
Looking for conferences/events for 2024 does anyone know of good websites or places to source?
hi friends - looking for badge vendors that have products that encourage networking but are not tied for RFID (ie - individual QR codes to LinkedIn profiles, etc) would love any suggestions or things you have done in the past or vendors you have used... THANK YOU!
hi! a client needs some sort of platform/tech to send out individual QR codes to all of them to act as their event "ticket" day of. Any recommendations for something so simple that doesn't cost a fortune? We want to be able to track who came vs. who didn't using these individually distributed QR codes.
https://firstmark.medium.com/our-investment-in-vendelux-the-operating-system-for-event-intelligence-29066c75c55d for event marketers here, Vendelux seems to be helpful
Hey everyone! What in-person event technology is still out there that people like for registration and on-site event management?
What’s the best venue designer platform for events with full table, 1/2 table, and individual seats for sale? Looking at 350-400 attendees. The event is 1x/year so I won’t need a subscription service. I’ve explored these : Planning Pod, All Seated, Social Tables
Are there any others???
Hello! could someone here recommend a good and comprehensive registration tool, besides Cvent? Thank you so much in advance.
Does anyone have a rec for digital badge vendors and curious your experience with these...are they worth the price?
Hello! We are working on a ticketed pop-up experience. Looking for recommendations for ticketing platforms.
Does anyone use a free (or very low cost) AI transcription service? I have a couple audio files (30 minutes each) that I'd like to upload and get the transcripts for.
Hello! I'm curious if anyone has recommendations for event management platforms or solutions they currently use and find effective. Currently, we utilize SplashThat, but we're in need of a meeting booking tool to streamline space management onsite. Specifically, we're seeking a tool that enables both our team and the sales team to efficiently oversee multiple meeting spaces during events, beyond what Calendly offers.
For instance, we envision a calendar-like booking system where sales team members can easily identify available meeting spaces during their scheduled meetings, similar to Outlook's meeting booking feature, but accessible to all stakeholders. It's important for both marketers and myself to have backend access for internal management. Currently, we're considering GTHR, but I'm open to any recommendations!! TYSM
Looking for the current 'it' 'does it all' non-profit software/platform for an upcoming event. Client currently only uses stripe to collect donations, but wants to expand for this event and beyond. Must haves include:
• Strong CRM capabilities
• Host Website
• Sell Tickets
• Marketing
• CRM, emailing and reports
• Purchasing
• Event Platform
• Event Website
• Silent Auction item with QR Code for each item
• QR code lead to mobile friendly home page
• mobile friendly
• Checks - must be able to enter knowledge as a deposit
Can anyone recommend a great software/platform for us?
Does anyone use Miro? Would love to know how folks are using it if yes. :)
Hey all! Does anyone have a great recommendation for a company that can help take the load off me related to travel and hotel booking? I am currently looking at Cvent, but I am not sure how much front end work it will be to get this set up and then convincing all of my employees to self service will be a mountain to climb. Anyone else have something great they use? Thanks in advance
Hi Event Pros! I am looking for recommendations on the best website platforms to use for events? My client is currently using wix but would like something more modern and user friendly for promoting their events, registering and collecting data. Any recs are fully appreciated! Thank you in advance 🙏💜
Curious about the kinds of business development things Producers, Agencies, Marketing Companies are doing to connect with Brands... does anyone have any experience working with 3rd party companies that connect brands to agency's ?
anyone have a good, secure, and customizable visitor management system for iPads they recco? Producing a pop up event for a brand and they want to collect guest phone #s to text a discount to after the event.
Hello! I’m looking for a brewery in the Boston area that can fit 150 attendees for two days in September. Our venue we had in mind currently can’t fit that many people.
Does anyone have any ideas/favorite breweries?
We’d need AV and to cater in lunch both days.
Hi! What have ppl used that allow real time salesforce updates while scanning at an event?
I recently run into this cool platform/website - Tablet Hotels - they have a collection of very unique hotels - I thought this might help with cool venue research - https://www.tablethotels.com/?
Hi everyone! This is not directly related to events but thought this might be a good source for recommendations. Thanks in advance for anything you can share.
We are looking for a tech support company to provide remote support for our company.
• Experience supporting/working with small companies.
• Must have Google workspace and date security expertise. We use Google Workspace exclusively for creating, managing and sharing documents.
• Review current Google Drive infrastructure and make recommendations based on our needs/workflow structure (shared drives, permission settings, etc.)
• Data protection and security - Assess, identify weak spots, and suggest solutions.
• Ensure that our data protection complies with the data policies provided by our clients.
• Overall security standards for employees’ laptops and log-ins.
• Recommend additional digital tools/resources/improvements as needed.
• Solve/resolve IT issues that arise.
What apps are folks using these days for webinars specifically (not conference software)?
Can anyone recommend a reg software for a one day, all general session meeting for 200 pax? We need standard meeting items- speaker bios/photos, agenda, ticketing, comp codes, etc. Didn’t know who might be good for a one off event.
Hey hey- happy Monday! Looking for vendor help:
• Swag vendor for reusable coffee mugs in EMEA (that ships to Amsterdam), a local one works
• Reception venue in Charlotte for end of June (75-100 people)
hi! has anyone used a survey provider that lets you send a question out post-session (one at a time that you can send as a session ends) as well as collating all questions via a link to send out at the end.
Looking for recommendations on professional conference apps for attendees. Needs to have a good sponsor/partner capabilities and bulk upload/import options for sessions and speakers. Would be great to have a speaker portal too. Right now we use Pheedloop and it’s good. Just looking to see what else is out there TIA!!
Hi everyone! I’m on the search for an event floor plan designer to help with a Cop29 event. Approx 1000-1500 sq ft. Anyone have a recommendation?
