Your association is planning an event in 2025, and you want to make sure you’re using the right technology to provide a great guest experience. While you may have heard of solutions like event management software that can help, it’s not always clear what these solutions do—or how to choose the best one for your needs.
That’s where this guide comes in. We’ll walk you through what event technology is, the key features to look for, and the solutions that can help streamline your planning process from start to finish.
What Is Event Technology?
Event technology is any tool, software, or app that helps you plan, execute, and track data from your event. In 2025, the tech you use is a crucial part of bringing a successful event to life.
The tools you need can vary depending on the type of event you’re hosting. For example, you can compare the digital tools needed for in-person vs. virtual events.
- In-person events may need technology like audio and visual equipment, attendee management solutions, and logistics planning software.
- Virtual events may need to focus on video conferencing or live-streaming solutions.
- Hybrid events would require using a combination of all those tools to make it a success.
Therefore, it’s important to plan your event ahead of time to understand your needs and get the right technology set up and ready to go.
Why Is Event Technology Important?
Technology is the backbone of many of today’s events. For instance, many events need microphones, speakers, projectors, and computers to manage sounds and visuals for effective presentations. It’s also helpful to have technology that can manage presentation schedules and coordinate guest speakers so the whole process is organized. These tools are what event organizers are looking for to elevate professionalism and streamline processes.
Integrating the right tools can also have many benefits, such as:
It Makes Planning and Preparation More Efficient
Technology like an event management system (EMS) can provide a centralized place where you manage all the details involved in planning and preparing. That includes organizing guest speakers, registering guests, distributing content, and managing logistics. It leads to a more efficient and organized process that keeps your team on the same page.
Provides a Better Experience
The right tools can elevate your guests’ experience quite a bit. For example, virtual networking tools can help association members connect throughout the event. You could also provide pre and post-event engagement through on-demand content and Q&As that keep attendees interested and immersed in the experience.
Tracks Your Success
Technology like an EMS can also track data throughout the event. That way, you know crucial details like how many attendees registered, leads generated, and net profit to know what went right and what you could improve upon the next time.
What Are Some Examples of Event Technology?
Some common examples of event technology are:
- AV technology: All the audio and visual components at an event. That can include speakers, microphones, projectors, and lighting. It’s essential to have this set up and optimized so presentations can have the desired impact.
- Event apps: Some events will have apps or platforms where attendees can register, communicate, and monitor the event start time and scheduled activities. You might even see these features as part of an EMS that provides everything in one platform.
- Event management system (EMS): Solutions Cadmium’s Eventscribe provide many features that help make events successful. That includes logistics planning, data tracking, submissions, and reviews, and integrating with other technology like your AV system or association management system (AMS). Staying up to date with event technology trends can help you choose systems that are future-ready.
Example of Event Technology in Use
Our case study with the Higher Learning Commission is a great example of the successful use of event technology to improve the experience for staff members and guests.
The Higher Learning Commission was looking for a presentation management solution to handle large event needs involving 3,700 attendees, 334 speakers, and 253 presentations at two locations.
After researching their options, they found that Eventscribe provided all the tools they needed. They were particularly interested in the Speaker Ready System, which could coordinate presentations and guest speaker schedules.
The results from using Eventscribe were great. It helped:
- Streamline speaker management and operations
- Keep events running on time
- Integrate the AV system and easily address issues through reporting and visibility of device performance.
When asked afterward, 82% of respondents said they were extremely satisfied with the system’s ease of use.
What Are the Top Event Technologies in 2025?
There are many emerging event technologies and consumer needs in 2025. Some of the top ones that stand out are:
Technology That Provides Immersive and Engaging Experiences
More consumers are saying they want immersive and engaging experiences at events in 2025. That includes apps, digital displays, and live audience responses.
Cadmium’s Eventscribe supports many of the key elements needed to create a seamless and engaging event experience. From interactive websites and mobile apps to livestreaming capabilities, eventScribe helps transform how attendees connect with your content. You can easily integrate features like quizzes, evaluations, audience response tools, and even an ePoster gallery—keeping participants engaged and immersed from start to finish.
Growing Needs for Hybrid and Virtual Event Technology
Each year, more organizations are turning to virtual and hybrid events as a way to expand their reach and meet the diverse needs of their members. This shift has driven greater demand for reliable video conferencing and livestreaming technology.
But today’s attendees expect more than just a video feed—they’re looking for engaging, interactive features that bring the experience to life. Tools like live chat, virtual lounges, breakout sessions, and live polls create a more immersive environment that keeps participants actively involved throughout the event.
Eventscribe can handle events of all sizes and types, including virtual and hybrid, to accommodate these needs.
Automated Event Planning Tools
Technology that can help automate aspects of event planning is also becoming more popular in 2025. One of the solutions that’s helping the most is automated logistics management.
For example, Eventscribe can help automate several aspects of the logistics process, like room allocation, resource distribution, and session planning. It’ll help plan events much more efficiently and free up staff resources for other needs.
What Are the Trends in Event Technology in 2025?
Some additional event trends emerging in 2025 are:
- Gamification: More event planners are adding game-like elements to events in 2025. That includes using challenges, points, leaderboards, and badges. It can add a little competitive element or a sense of achievement during and after the event.
- Virtual networking: Virtual solutions are making it easier to find and meet like-minded people at events. Event professionals can set up and encourage online meet and greets before the event starts, schedule networking times, or use tools that match attendees' profiles based on their interests, industry, or skills.
- Sustainability: Event planners and organizations are seeing a growing need to operate sustainably. Technology plays a big role in that since it can achieve things like reducing paper use by distributing event content or certifications virtually. Therefore, looking for event tech that can help replace physical materials with virtual solutions is a good idea.
How Is AI Transforming Event Management?
AI and automation are transforming event management in many ways.
Another significant impact is that AI can help personalize the attendee experience. That can include simple things like automatically greeting attendees by name in communications or even more complex features like recommending booths they should check out at the event based on past events they attended.
Lastly, automation can help track and form insights from data and analytics. That way, you spend less time making sense of numbers and more time applying the data to improve future events for the best possible guest experience. These valuable insights help event marketers demonstrate ROI and tailor experiences to their audience.
How to Choose the Best Event Tech for Your Organization
To sum up all the information we’ve covered, here are some things to consider when choosing the best event tech for your needs:
- What type of event are you hosting? Virtual, in-person, and hybrid events all have varying technology needs, so it’s important to plan accordingly.
- What activities will be involved? You may need different technology depending on the activities you’re planning. For example, an app would help add gamification elements to activities, or AV technology would be essential for presentations.
- Do you need to integrate your tech? Some technologies will integrate better than others. For instance, some software might not be compatible with certain AV systems. It’s important to consider everything you plan to use when choosing event tech.
- How will you provide the best guest experience? The experience your attendees have is vital. Consider ways to improve their experience, such as making registration easier or distributing extra pre and post-event content that adds value.
Cadmium’s Eventscribe is a great solution for associations in need of well-rounded event tech. What makes Eventscribe stand out is it’s an all-in-one solution for many of the event tech needs you’ll have, such as hosting different types of events, integrating technology, adding engaging elements, and providing a great guest experience.
How Eventscribe Enhances Event Management
Eventscribe from Cadmium is a well-rounded event management solution for associations. It includes many of the key features discussed throughout this article, such as:
- Supporting events of any type and size
- Integrating software like your AMS or AV system
- Managing registration
- Automating logistics planning
- Speaker and presentation management
- Pre and post-event attendee engagement
- Creating immersive and engaging experiences through our website, mobile app, and live streaming options
- And more
Click here to learn more about how Eventscribe can improve your event management system.
