Planning an event can be a challenging task, and in today’s digital age, selecting the right event app can significantly impact its success. With numerous options available, it’s crucial to ask the right questions before making a choice. In this article, we’ll explore the “21 Questions to Ask Before Selecting a Mobile Event App,” ensuring you make an informed decision that leads to a seamless event experience.

1. What’s the Purpose of Your Event?

Understanding the primary purpose of your event is the first step in selecting the right app. Different events have different needs, and knowing your goals will help you narrow down your choices.

When selecting an event app, consider:

• Is your event a conference, trade show, or social gathering?
• Do you need the app for registration, networking, or content delivery?
• Will the app cater to a specific industry or audience?

2. What Features Do You Require?

Each event app offers a unique set of features. To find the perfect fit, list the features that are essential for your event’s success.

Consider features like:

• Registration and ticketing capabilities
• Networking and matchmaking tools
• Agenda and Meeting scheduler
• Live polling and surveys
• Analytics and reporting

For more info read :10 Ways to Elevate Your In-person Event With Mobile Event App Features

3. What’s Your Budget?

Budget plays a significant role in choosing an event app. Define your budget early to avoid wasting time on options that are financially unfeasible.

Key considerations include:

• App pricing, subscription fees, or one-time costs
• Hidden fees, such as customization or support charges
• Potential ROI and cost-saving benefits

4. How User-Friendly is the App?

A user-friendly app is crucial for both your team and event attendees. Complicated or poorly designed apps can lead to frustration and low engagement.

Ask yourself:

• Is the app easy to navigate and use?
• Does it offer a seamless onboarding experience?
• Are there user training and support options?

5. Is the App Customizable?

Customization can make your event app align perfectly with your brand and event theme. Ensure the app can be tailored to your specific needs.

Check if the app allows for:

• Branding and theming options
• Custom fields and forms
• Integration with other event-related tools

For more info read : Event Branding Guide 2023: Everything You Need to Know

6. What’s the App’s Technical Support Like? Does the App Provide Real-time Customer Support?

Having reliable technical support is essential. Events don’t always go as planned, and you need a team that can quickly address any issues.

Consider:

• 24/7 availability of support during the event
• User reviews and testimonials regarding the support team’s efficiency. Like Sarcon offers top notch event support.
• Various support channels such as chat, phone, or email
• Responsiveness and resolution times for support queries

7. Does the App Offer Networking Opportunities?

Networking is often a primary reason for attending events. An app that fosters networking can significantly enhance the overall experience.

Look for features such as:

• Attendee profiles and contact information
• In-app messaging and appointment scheduling
• Virtual meetups and social interaction

For more info read:15 Ways To Use Event Apps To Get People Networking

8.Can the App Integrate with Social Media Platforms?

Incorporating social media into event apps can increase engagement and create buzz before, during, and after the event.

Consider if the app allows for:

• Social media sharing and connectivity through social walls, photo booth etc
• Live streaming or integration with platforms like Twitter, Facebook, or LinkedIn
• Hashtag usage and social media monitoring tools

9. Is Data Security a Priority?

Data security is critical, especially when handling attendee information. Ensure that the app complies with GDPR (General Data Protection Regulation) or relevant data protection regulations in your region.

Questions to ask include:

• What security protocols are in place?
• Has the app had any security breaches in the past?
• How attendee data is collected, stored, and processed
• Data access and deletion rights for attendees
• Data protection features like encryption and access controls

10. Can You Access Analytics and Insights?

Analytics provide valuable insights into attendee behavior and event performance. An app that offers robust analytics can help you make data-driven decisions.

Check if the app provides:

• Real-time analytics on engagement and participation
• Attendee feedback and surveys
• Post-event reports and ROI tracking

11. Is the App Compatible with Your Devices?

The app’s compatibility with different devices is crucial. Ensure that it supports the platforms your attendees are using.

Check for compatibility with:

• iOS and Android devices
• Web-based access for laptops and desktops
• Compatibility with various screen sizes and resolutions

12.Can You Conduct Live Polling and Surveys?

Engaging your audience is essential. Live polling and surveys can enhance audience interaction and provide valuable feedback.

Ask if the app includes:

• Real-time polling and survey creation
• Audience response and participation tracking
• Integration with presentation software

13.Does the App Offer Offline Access?

Event venues may not always have reliable internet access. An app that provides offline capabilities as this ensures that attendees can still access essential information even when the network is unstable.

Ask if the app offers:

• Offline schedule access
• Offline access to attendee profiles and contact information
• The ability to scan and save business cards for later contact
• Synchronization options when the internet is available

14.Is There Integration with Other Tools?

Integration with other event-related tools can streamline your event management process. Ensure the app can connect with your existing software stack.

Ask about integration with:

• CRM and email marketing platforms
• Ticketing and registration systems
• Virtual event and streaming platforms

15. What’s the App’s Track Record, Especially with Large Scale Events?

Reputation matters. Research the app’s track record and read reviews and testimonials from previous users.If you’re planning a large event, it’s crucial to know if the app can handle the scale. Research the app’s history with events of similar size and complexity.

Find out:

• How long the app has been in the market
• Success stories and case studies or references for large events
• Any specific challenges the app has overcome in such events
• Any notable awards or recognition
• Scalability features and load testing results

16. How’s the App’s User Feedback?

User feedback is a valuable resource for assessing an app’s performance. Check for user reviews and ratings to get a sense of the app’s strengths and weaknesses.

Consider:

• User reviews on app stores and review websites
• Testimonials from event organizers with similar needs
• Feedback on the app’s customer support and reliability

17.Is the App Scalable? Can the App Handle Multiple Event Types?

Ensuring the app is versatile enough to accommodate various types of events can be pivotal. Events vary in size, and you may want an app that can scale to meet the needs of both small and large gatherings. Moreover, some apps are designed specifically for certain event types, while others cater to a broader spectrum.

Questions to ask include:

• Can the app handle a significant number of attendees?
• Is it suitable for recurring events or multi-day conferences?
• Are there pricing options for different event sizes?
• Does the app support conferences, trade shows, and social gatherings?
• Can it adapt to different event scales, from small meetings to large-scale conventions?
• Is it suitable for hybrid events, combining in-person and virtual elements?

18. Can Attendees Access Content Easily?

Your event’s success relies on how easily attendees can access content. Make sure the app provides a seamless content delivery experience.

Check for features like:

• Easy access to session materials and presentations
• Search functionality for finding specific content
• Personalized content recommendations

19. What’s the Cancellation and Refund Policy?

Unexpected changes can happen, and you need to know the app’s policy regarding cancellations and refunds.

Ask about:

• Cancellation deadlines and fees
• Refund processing times and conditions
• Flexibility in case your event dates change

20. Are There Any Additional Costs?

Hidden costs can quickly escalate your budget. Be sure to inquire about any potential additional expenses.

Look for information on:

• Setup and onboarding fees
• Costs for customization or extra features
• Charges for technical support beyond a certain level

21. What’s the Renewal and Upgrade Policy?

Understanding the app’s renewal and upgrade policy is crucial for long-term planning. Ensure you know what to expect in terms of updates and renewals.

Ask about:

• Subscription renewal processes and costs
• Availability of new features and updates
• Options for upgrading your plan as your event grows

How to Make the Final Decision

Now that you have asked these 21 crucial questions, it’s time to make the final decision. Remember that selecting the right event app is a crucial decision that can significantly impact the success of your event. Therefore, take all the gathered information and assess each app’s suitability for your event to provide a memorable experience for your attendees.

FAQs

Can I change my event app after the event has started?

Yes, it’s possible to change your event app, but it can be challenging and may disrupt your attendees’ experience. It’s advisable to choose the right app from the start.

Are event apps only for large conferences, or can I use them for smaller gatherings too?

Event apps are suitable for events of all sizes, from large conferences to small gatherings. The key is selecting an app that matches your event’s specific needs.

Is it essential to have technical expertise to manage an event app?

Most event apps are designed to be user-friendly, but having some technical expertise can be helpful for customization and troubleshooting.

What if I need to add new features to my event app after it’s already in use?

Many event apps offer flexibility and the option to add new features as needed like Sarcon. Check with your app provider for details on customization and updates.