My Tech Event Planning Process

 

Tech events are a great way to engage your local economic development organizations, government entities, and startup founders’ future consumers—and funders.

Creating an incubator for tech companies, and the ability to showcase live and virtual test runs of your latest app, product, or service at tech trade shows, is a great way to gain real-time feedback and get consumers excited, while also nurturing a community of innovators.

As a former Director of Programs in the tech industry and Marketing Director for a national startup, I inherently understand how to plan memorable tech events.

Let’s gather your tech community.

Phase 1: Define the project with a clarity call

Define the scope of the project, including:

  • Event type (product launch, developer conference, customer success meeting)

  • Desired services, activities & deliverables

  • Project timeline, goals and objectives

Phase 2: Information Gathering

Meet with you and your team in a kickoff call to discover more about:

  • Your branding, mission, and ‘why’, including current communication strategies

  • Your overall and event-specific goals

  • Existing documents, meeting notes and post-event surveys

Phase 3: Vendor Research & Management

Research, present, confirm and manage vendors to ensure the best fit for your event, including:

  • Live venue and menu selection

  • Decor, AV production, live-streaming and transportation

  • Hybrid event solutions

Phase 5: Speaker & Sponsor management

Ensure that your speakers and sponsors stay informed and engaged throughout the process, while maximizing experience and ROI, through

  • Streamlined onboarding & communication processes

  • Dedicated trainings as needed

  • Know Before You Go updates

Phase 4: Event Marketing Strategy

We’ll make sure the right stakeholders know about your event, their involvement, and how to get the most from their experience, through:

  • Community engagement at every step of the way

  • Individual communications to each stakeholder group

  • Pre-event meetings with key speakers & sponsors

Phase 6: Event Execution

Create, distribute and execute final schedule, and ensure that it is adhered to on the day of your event, while supporting:

  • Vendor load-in and venue setup

  • Registration and VIP experience

  • Key stakeholder experience

Phase 7: Post-Event reporting

For us, the event doesn’t end when your guests leave. We create post-event surveys, client reports and stakeholder correspondence to measure your event against the original goals—and refine as needed.

Tech Event Planning FAQ

  • How Do You plan a technical event or conference?

    • There are many phases to planning an event, but the first is always to establish your goals and objectives for hosting. From there, we gather information from your team, create an event project management system, and get to work! Whether you have a skeleton crew or an established organizational structure, we’ll work together to plan the perfect tech event.

  • How do you write a tech event plan?

    • A good tech event plan starts with your goals and objectives, as well as an overview of any key technologies that we will be using and showcasing at the event. We take a look at your ideal customer (attendee), as well as ideal sponsors and partners, and take note of key performance indicators and dates along the way. It's important to also establish a regular schedule of meetings with the internal team and planning committees from the start, to maximize bandwidth.

  • What are the steps to plan a successful tech event?

    • First and foremost, you should always do a deep dive into your brand’s internal and external communications and strategy. Collect your mission statement, brand pillars, and overall goals and objectives so that you can ensure that each touchpoint feels right. Work backward with the end goal (the event) in mind, and record milestones and key performance indicators to start. Then, narrow down each milestone into a task list, assigning tasks along the way. Research and select mission-aligned vendors, and make sure that your stakeholders stay informed, excited, and bought in ahead of the event. During event day, make sure everyone feels welcomed and comfortable, and gather feedback along the way. Always meet post-event to discuss ways to improve the experience moving forward.

  • How can I make my tech event hybrid with virtual and in-person experiences?

    • Hybrid events are virtual events’ older and more mature siblings, and the last few years saw even more innovation in the area of digital event experiences. Virtual tickets are a way to engage a global audience, regardless of travel restrictions, demanding work/life schedules, and unforeseen airline cancellations. From networking experiences to engaging workshops, we’ll find the perfect solution to engage your key stakeholders—regardless of geography.

 

Ready to Plan Your Next Tech Event With Beth Lawrence Meetings & Events?