Choosing an Event App? Keep It Simple

Meeting attendees have had all kinds of app experiences, both good and bad. In many cases, they were just looking for basic information — like sessions, attendees and maps — but they ended up with the kitchen sink. Or even worse yet, the app turned out to be glitchy.

The rule of thumb when choosing a meeting app is: The more features you add on, the more you’ll pay, and the harder it will be to ensure a smooth user experience. So it’s wise to start simple, determine what truly matters to your audience, and give them the functionality and features they really need.

Here are a few things to consider when choosing an event app:

Make sure it’s easy for your team to use — As you compare products, ensure that everyone who will be working behind the scenes on the app can watch a demo and offer feedback on what fits for your group. Having an expert work with you to get the app right may sound expensive at first, but it may save you time and money later on.

Choose only the features you need — Ask the providers you’re considering for a run-through of every feature that comes standard with the app. Then take a close look at the a la carte options. As you go through the list of available features, ask yourself if attendees will ever really use them . Unless you see a strong need for a feature, consider removing, even if it is included in the price. App providers will want to showcase as many features as they can, but make it a priority to keep things simple for your attendees. Also, avoid those features that could potentially upset your attendees or carry added potential data security challenges, such as facial recognition or attendee tracking. 

Make sure the app provider is both reputable and reliable — When it comes to event apps, the quality of service may actually be more important than the quality or design of the technology. Make sure you feel comfortable working with the individuals at the app provider as an extension of your own team. Ask for recommendations or get them yourself from people you trust.

Your service level agreement should be spelled out in a signed contract.. Most companies indicate that they respond to support requests in less than 24 hours, and some guarantee support in less than one hour. That speed is important, but you should also ask about the type of dedicated resources you’ll have. If possible, find out who will be helping you when your event is live, ideally this would be the same person that helps you during the development of your app.  

Make sure the company’s service-level agreement includes details such as a guarantee for network availability or uptime. The SLA will also outline penalties for failing to meet these commitments.