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How IoT Technology Can Be Integrated Into Event Planning?

Mar 21, 2017

Everyone's talking about the Internet of Things (IoT), but for a long time, many weren't quite sure how to define it. As the IoT is still taking shape, it's already making incredible strides as a new frontier for the connected world in which people, devices, environments and virtual objects are all connected and capable of interaction. It seems that, IOT will transform society and will have a significant impact on trade shows and events. As everything links to everything else, this seems to be the next big technology revolution! Here are some good examples of IOT uses for event planners;

Parking lot at the event venue

In some events the problems starts even at the parking lot. Imagine hundreds of people swarming in to your trade-show and each of them is fighting for an available parking space. But if you introduce them to a Smart Parking solution which would enable easy detection of available parking spaces, things will work in order and your participants will not annoy at the very beginning.

Automated on-site registration

The latest mobile devices now include connectivities in many ways. These connections can be used to automate the registration for attendees at events. Attendees can use their mobile phones to communicate with the on-site registration software to check-in users when they are around the event venue. At the same time, a notification can be sent to their mobile phones and prompt them to proceed to a badge collection booth to collect their event badges.

Heat map and participant movements

If we get attendees to connect to the event WiFi or if we add some sort of chips into the event badges, we can start to generate a heat map of the event floor plan where most attendees are currently at. We can also start to see the common ways attendees navigate around the event venue when we start to track the routes attendees take. With this new data available, we are able to start improving the way organizers create event venue layouts. Organizers are also able to start selling "hot" zones where most attendees are shown to always walk along. This creates new channels for marketing or price increases for booths in certain areas.

Smart catering

The IoT is a network of everyday objects, including even coffee makers and other food service devices. What if you could accurately predict how much coffee would be drunk at your event based on how much was brewed at a previous event?

The IoT allows you to take these factors into account by logging uses of certain objects, which creates quantifiable data on what to expect at subsequent events. Automatic checkout systems using RFID technology can account for foods either purchased or taken at your event to find out which items you will need for your next event and which items you ought to drop. Automatically knowing how much food or drink to order to minimize waste saves you money.

Interactive posters

When you walk around the exhibition floor, you stop at an interesting booth and start to look at their offerings. Tapping your mobile device at the product poster gives you more information about the exhibitor. You then proceed to walk around the exhibition floor and stopping at other booths. Your profile gets built up based on the booths you're stopping at, providing the organizers with data that they can use to personalize your experience further at the event. If there was a session starting soon or an exhibitor with similar interests, an e-invitation could be sent to your mobile device. As you leave the event venue, you receive a notification that thanks you for visiting the event and a link to an event survey.

Smart lighting

As the organizer of your event you can remotely control the lighting arrangement, depending on which areas you want to highlight more than the others at the same time smart lighting would help to automatically adjust/lower energy consumption in rooms and spaces that are less frequently visited.

The objective checklist

You can obtain data of the most popular exhibits and sections in your Event. This is known as 'Attendee dynamics' that basically point out to what extent your visitors find a certain area more attractive than the rest. This would help you identify the most popular zones in the venue where your audience halts for the longest period and you can sell these as 'hot booth spaces' in your future event. Smart posters can collect all the data for the exhibitors throughout the event, listing out the most popular products to and services that attendees reviewed or read.


  • Event-Planning
  • Events
  • IOT

About the Author

Erkan OGULGANMIS

Posted by Erkan OGULGANMIS

Erkan OGULGANMIS Graduated from Army War College, completed MA degree in Ankara University on Global & Regional Studies, studies law in Istanbul University. Works in MEETINGHAND Online Solutions Co. as Business Development & Sales Manager.