Event Tech — More Than Just A Tool

The argument that ‘Event tech is just a tool’ is emerging to oppose the use of technology at events or to diminish its importance in event planning.

Event technology is undeniably a tool, yet, when this perspective undermines technology’s role or adoption, it’s time to take action.

More than A Tool

Let’s face it: an event that lacks originality, regardless of technological enhancements, will fail to make an impact. Neglecting fundamental principles in crafting the event experience—be it through subpar speakers, outdated concepts, lackluster content, or flawed design—will inevitably compromise its intended impact.

Your event’s experience design is at the core of what you offer attendees. Any technology used to convey that message should enhance it. Event technology serves as an indispensable aspect that ensures your message resonates powerfully with attendees and stakeholders.

This is why the ‘tech is just a tool’ narrative should not be accepted anymore.

Integrating technology and ensuring it adds value and functions seamlessly is essential to designing successful events. Evaluating technology based on its ability to deliver value and carefully weighing its benefits and drawbacks are crucial steps.

While technology is indeed a tool, so are food, performers, venues, and destinations. They collectively shape the event experience and aid in achieving objectives. Dismissing tech in favor of other elements is shortsighted and reflects a resistance to change.

Why prioritize food or venue layout over the website processing your attendees’ credit card details? All these elements contribute to the event experience. Neglecting tech in favor of tradition is a risk-averse approach at best.

After all, technology can be the differentiator that makes your event stand out.

Rent event technology like AV equipment

New Tech – is it just a fad?

Adopting a value-based approach allows us to discern the true potential of event tech. Technology integration should seamlessly add value to your event.

As for return on investment (ROI), while some tech tools offer a clear path to ROI, others serve as basic necessities. It’s crucial to consider not just the price but also the actual cost to your organization, including setup time and support. For instance, discussing the ROI of WiFi is almost nonsensical since it has become an essential requirement for attendees and an expected feature at events. While it’s possible to monetize WiFi by offering it as a sponsorship opportunity, it’s akin to asking about the ROI of providing quality food, engaging speakers, or maintaining clean restrooms.

When you evaluate technology based on the value it can contribute to your event and carefully consider the benefits and drawbacks of a new tool, you’re on solid ground. Even if you choose to explore new avenues, you’ll do so cautiously, taking incremental steps toward implementation. There’s no disruption.

The rapid pace of technological evolution has reshaped the notion of fads. In the past, one could anticipate a major breakthrough every four years. There was ample time to assess whether a tool would succeed or fail. Nowadays, a clever idea with the potential for success or failure can swiftly be adopted by a larger-scale company and rapidly become standard practice.

Don’t discount, learn the potential. There is no such thing as hype.

Checking Tech Provider Credentials

We stress the importance of vetting providers’ credentials thoroughly. We encourage you to request client references, examine case studies, and scour social networks and comparison sites for reviews, especially when considering a highly supported and costly piece of technology.

In a vast and competitive market, providers often hype up their credibility. We advocate for a thorough evaluation of both the technology itself and the reputation of the company.

When assessing companies that offer the same technology, substantial price differences cannot be justified solely by reputation. The crucial factor lies in what each supplier brings to the table.

When does paying for tech support make sense?

When choosing technology that handles critical event processes, such as registration involving data and payments, it’s crucial to closely examine the support offered by providers.

There’s a universal truth in the realm of event technology companies: those that provide excellent support are typically the ones that thrive. Numerous companies with inadequate support eventually fail in the long run. But buyer beware, it’s important to note that most event technology rarely needs tech support – spare devices can easily take over in case of equipment malfunction.

Onsite support is particularly vital for specific event tech needs. What many event technology providers fail to grasp is the unique dynamics of events. Unlike businesses, events typically span only two or three days, with the majority of activity concentrated during peak times throughout the year. While you may be able to tolerate system failures two months before the event, failure on the day of the event is simply not acceptable.  Hence, having some level of support, such as accessible technical assistance and backup equipment, for essential technology stacks is a crucial consideration in your decision-making process.

On the other hand, if your team possesses technical expertise or you can delegate tasks to your AV supplier, you can alleviate your concerns. It’s important to note that the level of support you require becomes a significant distinguishing factor among various event tech options.

When does tech support make sense? Are there alternatives?

Imagine this: it’s the day of your highly anticipated event, meticulously planned down to the last detail. As attendees start to arrive, excitement fills the air, and anticipation for an unforgettable experience runs high. But suddenly, a crucial piece of event technology malfunctions, threatening to derail months of preparation in mere moments. What happens?

Here’s what happens if you partner with a trusted rental company like Rentacomputer.com:

Gently lift the draped black pleated skirt adorning the table where your guests will gather. Retrieve the sturdy case provided by your reliable short-term supplier, Rentacomputer.com, and carefully extract the backup device. Position the spare device securely, reconnect the power source, power it on, and enjoy a seamless event!

Should a rental device malfunction, you won’t have to incur additional charges for tech support thanks to our backup equipment policy. Your spare device(s) will seamlessly take over the role of the malfunctioning one(s).

However, If you need extra support, you can easily contact your Technology Rental Agent for prompt assistance. Initial tech support is free of charge, and if our hardware is responsible, there will be no charges later on.

Furthermore, while we encourage the use of backup devices whenever feasible, on-site tech support is readily accessible for large or expensive devices where providing a spare doesn’t make sense.

At Rentacomputer.com, we highly appreciate your business. Our aim isn’t to maximize profit at your expense but rather to earn your repeat business by providing value. We enhance the quality of your event with technology that is practical and aligns with your budget.

A technology rental partner you can trust, Rentacomputer.com has been in business for over 30 years. We can back that up with positive reviews on Google, referrals from our accounting executives, certificates of insurance for events of all sizes, and educated employment of technicians.

Tech Travel Agent Randy MooreWhen you rent from us, you not only get the best equipment but also top-of-the-line support from qualified tech travel agents with years of experience in the technology rental and event production field. Our agents coordinate all the logistics of delivery and installation and can have techs on call to troubleshoot and fix any problems that may arise with your rental technology. Our account manager Randy Moore specializes in exhibitor rentals like displays, kiosks, event engagement rentals, laptops, tablets, smartphones, internet hotspots, accessory rentals, and much more. Randy will gladly handle any questions you may have regarding rentals to make your event exhibition easier. Contact Randy today at 1-800-736-8772 ext. 225 or fill out a fast, easy online quote form.

Visit our PC & AV Rental Pricing Factors page to find out about our pricing estimates.

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