Section 8: Technology & AI
Intro
AI and technology are reshaping the business events sector, offering UK Convention Bureaus and organisers new opportunities to create smarter more engaging experiences.
Adopting these innovations can help position the UK as a global leader in the industry.
Technology
Essentials
Ensuring that you have reliable technology is essential in today’s workplace. Starting with basic technology such as your laptop and mobile phone, you should upgrade to a decent model that is reliable, opens quickly and your software / database accessed from other locations.
If you are only a small team remember that time is everything — if your computer is too slow or you can’t use your mobile or access your emails away from your home or office you will struggle to maximise opportunities at trade shows. Your basic kit needs to function efficiently so that you can respond to clients in a timely manner and deliver presentations that don t glitch. You also need to be able to video calls smoothly otherwise your clients are going to get frustrated. If this is the first thing you invest in let it be the right technology to do your job properly and make a solid business case for this before investing in other things.
Established
Established teams also need solid, reliable technology to maximise efficiency and demonstrate professionalism in your work. As you may have a small team or Convention Bureau set up, investing in shared folders / file systems could make it easier to work collaboratively on the same documents such as bids or proposals. Ensuring that your software including CRM and Accommodation Booking Services are accessible by the whole team on any device will also keep things working effectively even if there are staff absent as it allows for business continuity.
AI tools could also support you where you are perhaps lacking in resources by automating simple tasks, assisting with writing copy for newsletters or social media posts. However, always be sure to check anything you use AI to help you with to ensure that it is accurate and reflects your organisation’s tone of voice.
Advanced
Teams who are in a more advanced position will already have great technology in place that ensures peak productivity and staff engagement. There is a perfect opportunity here to be a step ahead of the curve by embracing AI solutions to help drive performance, create efficiencies and develop new innovations to increase sales
AI (artificial intelligence)
How can AI support business events for you? Here are some ideas on how to incorporate AI into your business events toolkit.
Streamline Event Planning:
AI can simplify the event planning process by automating complex tasks and providing valuable insights:
- Matchmaking tools connect delegates, exhibitors, and speakers with shared interests, enhancing networking outcomes.
- AI-driven virtual assistants handle delegate queries efficiently, reducing workloads for event teams.
- Data analytics enable better understanding of attendee preferences, supporting more informed decision-making.
Enhance the delegate experience:
AI and technology can significantly improve the attendee journey, delivering more personalised and seamless experiences:
- Personalisation: AI recommends relevant sessions, workshops, or exhibitors based on individual preferences.
- Immersive technologies: Tools like augmented reality (AR) and virtual reality (VR) create engaging and interactive content.
- Efficient access: Features such as facial recognition for check-ins and AI-powered navigation ensure smoother operations.
Support hybrid and virtual events:
- The integration of AI into hybrid and virtual event platforms ensures a consistent experience for both in-person and remote attendees.
- Real-time translation and captioning improve accessibility for international participants.
- Engagement tools like chatbots and AI-driven polling maintain interaction in virtual environments.
- Content management systems make it easier to access event materials on demand.
By integrating AI and advanced technologies, UK Convention Bureaus and event organisers can deliver more impactful events and also strengthen the UK’s reputation as a hub for forward-thinking business events.
Explore further
Here are some links to some interesting articles on how technology is changing the events industry: