KEY TAKEAWAYS
- Traditional conference methods have ample shortcomings that detract from the attendee experience.
- Modern conferences are embracing new tech like mobile apps and AI tools for a streamlined end result.
- Facial authentication is an emerging technology that is helping conferences improve several key aspects of their operations.
Conferences exist in every shade, from antiseptic, corporate affairs that leave you adrift in a sea of business casual to fabulous events alive with productive vigor. No matter the vibe, the end goal remains the same: to connect industry players, give worthy speakers a platform, and promote eager sponsors to elevate their industry or cause.
Like the industries they serve, the technology conferences use to streamline their events has evolved over the years to keep pace with the needs of attendees and deliver an unforgettable experience. In this article, we’ll explore the processes and tech that are making today’s top conferences truly successful and inspirational. But to understand that, we have to evaluate where conferences have been and where they’re going.
The Shortcomings of Traditional Conference Models
Conferences of yesteryear were characterized by organizational and operational limitations that were hardly evident to their attendees but are easy to spot now. Long lines, longer wait times, and a lot of milling around ruled the day since every process was hands-on and badge-out. Many conferences still operate this way, and some of their biggest shortcomings are in areas like:
1. Manual Check-In Processes
Long lines at registration desks were the norm, with attendees queueing up to receive their badges and conference materials. This was inefficient, leading to clogged entryways that provided far from the best experience.
2. Limited Networking Opportunities
Attendees relied heavily on chance encounters and business card exchanges to make connections. Networking was often confined to scheduled breaks and after-hours events. It was hardly introvert-friendly.
3. Static Information Sharing
Printed programs and handouts were the primary means of disseminating information about schedules, speakers, and sessions. Unfortunately, printed materials can become outdated shortly after the ink is dry, leading to confusion among attendees and frustration for event organizers.
The Improvements of Modern Conferences
Many of today’s conferences have embraced technology to create more dynamic and connected experiences, ameliorating some of the pain points of traditional methods. Here are some of the top advancements that are delighting attendees and making these events can’t-miss dates on the calendar.
1. Mobile Event Apps
These apps have revolutionized the conference experience, providing real-time updates, personalized schedules, and networking features. They’re truly a godsend to event managers, who can use them to tweak things like schedules and room numbers, without having to reprint an outdated conference brochure.
2. Digital Check-In Systems
QR codes and digital member IDs are an upgrade to the manual check-in process. This change shows that conference organizers acknowledged that a long check-in line can be a bane to attendees, and was something they needed to fix. The top systems can even reduce badge-sharing issues by embracing biometric systems for a truly next-level conference experience.
3. Social Media Dissemination
Conferences now leverage social media platforms to facilitate discussion, share event or speech highlights, and extend the reach of the event beyond physical attendees. TED is an excellent example of a successful migration to social media. By placing their event speeches on YouTube, TED Talks accrued hundreds of millions of views and fans. Social media also has a de facto place in conference networking, with attendees arguably more likely to exchange LinkedIn profiles than business cards.
4. Virtual and Hybrid Options
The pandemic accelerated the adoption of virtual conference elements, normalizing broader participation from remote attendees. This means conferences will need registration software that enables more flexible and seamless entry and navigation solutions for a varying pool of on-site participants.
Systems that rely on biometric authentication are fast becoming a great option for virtual and hybrid situations. These platforms make it easy to update credentials and manage access permissions so participants can drop in at their convenience and explore freely with a minimum of badge-related issues.
The Future of Conferences
As we look ahead, conferences are poised to become even more connected and personalized. Some of the features below are speculative or yet to be fully realized. (A few of them will sound like something you might’ve seen in I, Robot. That’s the reality of the technology that’s available to us today, in a post-AI world.) Other features are here in full force.
1. Facial Authentication for Entry and Access Control:
While QR codes and digital member IDs made a valiant attempt to improve upon the check-in processes of yesterday, they have been quickly outmoded. Facial authentication technology offers the same functional outcome (faster, more seamless event entry), but at an even swifter pace.
It also eliminates the need to produce a physical credential of any sort for entry. There’s no need to fumble around for an ID or QR code, as the attendee’s face functions as their “ticket” to the conference, and there is nothing more they need to remember or provide. We’ve come a long way from the days of manual check-ins, but we still have work to do when it comes to widespread adoption of this technology.
2. AI-Powered Networking:
Networking is likely to get more automated. Artificial intelligence can now analyze attendee profiles and behaviors to suggest relevant networking opportunities. With a few ethical tech considerations in place, this could maximize the number and value of connections made at conferences.
3. Augmented Reality (AR) Enhancements
AR technology could overlay digital information in the physical conference space, providing personalized guidance, real-time translations, and interactive experiences. There’s also an opportunity for the at-home attendees of virtual conferences to join a VR conference space, eliminating the need for travel.
4. Predictive Analytics for Event Planning
AI algorithms also have the potential to analyze data from past events to predict attendee preferences, optimize schedules, and enhance the overall design of the conference.
What Makes a Conference Truly Successful?
We’ve taken stock of the more technical successes and failures of conferences, but it bears noting what makes them truly successful. A strong conference is a multifaceted endeavor, blending engaging content, knowledgeable speakers, and seamless logistics.
However, at their core, what truly elevates a conference from good to exceptional is connectivity. This encompasses not just technological connectivity, but more importantly, the human connections fostered throughout the event. While compelling presentations and well-organized schedules are crucial, it’s the ability to connect attendees with each other, with speakers, and with new ideas that create lasting value.
Effective networking opportunities, interactive sessions, and platforms that facilitate ongoing discussions beyond the conference walls all contribute to this sense of connectivity. Moreover, leveraging technology to enhance these connections—through AI-powered networking suggestions, real-time collaboration tools, or even facial recognition for seamless interactions—can amplify the conference quality.
Ultimately, a truly successful conference is one where participants leave feeling not just informed, but connected to new knowledge and their industry peers.
The Benefit of Broader Technology in Conferences
Facial authentication technology stands out in the pursuit to modernize the conference experience and foster connectivity. It’s an easy switch for event organizers and creates an ultra-modern perception of the event among attendees.
Facial auth guarantees:
- Effortless Check-In: Attendees will breeze through registration, with their faces serving as their tickets and credentials.
- Personalized Access Control: Different areas of the conference can be automatically accessible based on an attendee’s registration level, all managed through facial recognition.
- Enhanced Security: Facial authentication provides a higher level of security, reducing the risk of credential sharing or unauthorized access.
As conference organizers look to the future, embracing these technological advancements will be crucial in creating events that are not only more efficient and secure but also more valuable for attendees. The key to success lies in striking the right balance between leveraging technology and maintaining the human element that makes conferences truly memorable.
By focusing on connectivity—from streamlined check-ins to AI-powered networking—conference organizers can create experiences that resonate with modern professionals and set the stage for the next evolution of knowledge-sharing and relationship-building in the business world.
