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Event organizers want to keep the audience engaged, give visibility to their sponsors and exhibitors, and execute the event flawlessly.
An event app helps them do just that!
It brings everything together. Attendees get a single place to access event details. Exhibitors can easily reach and interact with attendees. And organizers can keep everyone engaged while managing the event more efficiently.
This article will break down everything about an event app, what features it offers, how it improves the attendee, exhibitor, and sponsor experience, and some of the best event apps for conferences in the market.
Let’s dig in!
An event mobile app is an easy and quick medium that consolidates all event-related information in one place and guides the event experience.
For attendees, it’s their personal guide, where they can access event agendas, speaker and attendee info, maps, seating plans, and updates right at their fingertips so they can make the most of every moment.
For organizers, it’s a tool to align the attendees and improve the event experience. Through various conference management tools, they can keep everyone informed with real-time updates, use the engagement features, like a leaderboard, to motivate people to interact, participate in sessions, etc.
And for exhibitors and sponsors, it’s a medium to directly connect with the audience. They can showcase products, connect with attendees through chats and meetings, share downloadable resources, and capture valuable leads, all in one place.
These apps are highly useful for all formats of events, whether they are hybrid, virtual, or in-person.
You can either build your event app from scratch or, for faster, more convenient results, partner with an event tech provider who can customize the app to your specific needs. The providers will make sure that the app feels just right for your event in terms of branding, features, etc.
Event apps can be customized to fit the specific needs of your event. Whether you’re hosting a fundraiser, a conference, or a networking event, the app can be tweaked to enhance the experience.
For example, a fundraiser app might focus on donation features, while a conference networking app will facilitate attendee interaction.
Here are some common types of event apps:
When it comes to events, attendees experience things differently from organizers. They’re not thinking about logistics, they care about where to go, what to do, and how to make the most of their time.
That’s why your event app becomes their personal guide. From planning their day to networking and staying informed, here’s what attendees will see and experience right from the palm of their hand:
There are many benefits of using a mobile app for conferences. These are not only good for you as hosts, but will also make life easier for your attendees. Plus, exhibitors and sponsors can also access a wide range of features relevant to them. Let’s look at how an event app benefits different stakeholders.
Organizers can customize the look and feel of the app to reflect their brand. From colors and logos to the overall design, the app becomes a branded space that leaves a lasting impression on attendees.
You can set up various aspects of your event on the go. All you need to do is discuss the details needed and see what needs to be done with your project manager.
You can also stay in control of the activity on the event app by setting up relevant chat settings and controlling chat rooms for both booth reps and attendees.
People are used to receiving various notifications on their phones. Besides, they have more access to their phones than to their desktops. So, you can enable mobile notifications for event reminders, updates, and other announcements.
These will let you keep your event participants in the loop. Furthermore, you can communicate any schedule updates or changes quickly this way.
An app will help you eliminate a considerable amount of paper and plastic collateral. You can issue e-tickets, share schedules, and showcase various brands on your mobile app. Resultantly, you won’t have to get lots of collateral printed. This will help you be environmentally friendly and also cut down on event costs.
One of the core benefits of a conference mobile app is that you can get granular analytics of the attendee behavior through your app. It gives you a detailed breakdown of how many people logged in, what they did on the app, who they connected with, what games they played, which exhibitors got the most traffic, which session performed well, etc.
This way, you can collect valuable insights, keep in touch with the attendees in the future, and deliver effective campaigns. You can even build a community with these mobile app users for future events and marketing purposes.
A mobile app makes it easier to keep attendees engaged with fun features like polls, quizzes, and games.
Some organizers get even more creative. For example, a Canadian telecom company encouraged people to take part in activities like a scavenger hunt or chatting with exhibitors. As attendees completed these activities, they earned points and climbed a leaderboard, with prizes for the top scorers. It was a huge piece to promote conversation and have different business units meet with each other, which in turn created value for the business.
A mobile event app lets you optimize your event for mobile devices. The event experience looks quite different on desktop devices and mobile devices. So, a standard event designed for desktops won’t translate well to mobile devices.
But with a mobile event app, everything is designed to work perfectly on your device. The layout fits your screen, pages load faster, and it’s easier to find what you need on the go. Whether you’re checking the agenda, finding a session, or messaging someone, the app makes the whole experience feel quick and easy, right from your phone.
The app is designed to make your experience smoother and more personalized. If the event has a packed schedule or multiple sessions happening at once, you can easily check which sessions still have seats available. This way, you can plan your day better, avoid full rooms, and get the most out of your time at the event.
With everyone on the event app, it’s easier to find and connect with people who share your interests or work in your industry. You can browse attendee profiles, get matched with relevant contacts, and even set up meetings, all from your phone. It takes the awkward guesswork out of networking and helps you make the most of your time at the event.
Not only you, but your exhibitors can also benefit from the app.
They can set up and customize their booths according to their needs, which can be accessed by the attendees. This means that you don’t have to worry about booth setup. In addition, the exhibit booths are interactive, so attendees can download documents that exhibitors share on their booths, access product information, and chat with booth representatives using their smartphones.
A mobile event app gives sponsors more ways to stand out. With plenty of white labeling options, sponsors can showcase their brand across different parts of the app. This includes logo placements, in-app banners, and even full-screen splash ads. It’s a great way to stay visible and connect with attendees throughout the event, right from their phones.
Event mobile apps make it easier for exhibitors to capture high-quality leads on the spot. Instead of relying on paper forms or business cards, they can use in-app conference lead capture tools like QR-code scanning and digital business card exchanges to capture leads.
Not all event apps are built for conferences. This is because conferences have a lot going on, such as multiple sessions, different tracks, speakers, sponsors, and all kinds of attendees. So, you need an app that can handle that kind of complexity.
It should let you manage schedules, send updates, help people connect, and give sponsors the spotlight, too. Plus, it should be easy to customize so it feels like your event, not just any event.
Here are some factors you should consider before opting for an event app provider.
Some organizers want to use the app to inform attendees with real-time updates and consolidate important information like the agenda and attendee information.
Others want to go all in, with extensive features that enable engagement, networking, and whatnot.
Likewise, some want to use the app to guide attendees at a large-scale in-person event venue.
Clarity in this domain will make it easier for you to select the event app that will fulfill your specific needs.
An easy and intuitive app interface is more important than you think. If attendees or exhibitors find the app confusing, they won’t use it. Or, if it takes multiple steps to navigate something they are looking for, they would drop off mid-way.
A simple, clean interface is important so people can easily find sessions, speakers, maps, and other event details, especially when they’re on the move.
Your event should feel like your own. Choose a provider that allows you to opt for a custom conference app with branding, features, and layouts of your choice. This way, you can make sure it fits the style and needs of your audience.
A great event app does more than just share schedules. It helps people connect, engage, and stay informed in real time. Attendees should be able to interact easily through profiles, messaging, polls, surveys, and gamified experiences that keep energy levels high. The app should also offer instant notifications so no one misses important updates or changes.
And don’t forget your exhibitors and sponsors, they need visibility too. Make sure the app showcases them through listings, virtual booths, banners, and easy ways for attendees to reach out and connect.
Your online conference app should provide real-time analytics like session attendance, the number of people who are interacting with different exhibitor booths, etc. These insights enable event planners to get an overview of what’s happening in real time and make changes on the go. For example, if a certain session isn’t getting enough attendance, they can use push notifications to drive traffic there.
Once the event ends, data will help you measure successes and failures. Your conference app should provide reports on usage, session attendance, exhibitor interactions, and other key metrics to help plan future events.
Even with the best conference app, issues can come up. Choose a provider that offers onboarding, live event support, and post-event assistance so you’re never left on your own when it matters most.
It is also important to ensure the app can integrate with your CRM, marketing automation tools, registration systems, conference attendance software, and event management platforms. This helps you avoid manual data entry and reduce errors. Information flows automatically across systems, saving time and effort.
Your app has sensitive information about all your attendees, exhibitors, and sponsors. It is of paramount importance to know that it’s secure and encrypted end-to-end. Make sure it is compliant with the industry security benchmarks like GDPR, CCPA, etc.
Consider how much you’re willing to pay for the event app. There are different event app providers with different pricing. You’d find providers that are more on the expensive side, and you’d also find providers who offer affordable options. Compare the pricing structures based on features of multiple providers, and see what works best for you.
A lot of providers charge hidden fees that aren’t very obvious in the start. It is important to have a discussion with your provider upfront and be clear on the pricing front from the very start.
Pro-tip: Read reviews on platforms like G2 and Capterra to understand how good different event app providers are, if they provide reliable customer support, does the platform glitch, how flexible they are in terms of customization, etc. This will give you good insights about the provider and whether it suits your needs or not.
There are a number of features that make mobile event apps worth it. If you want to offer your participants the best experience possible, you should consider including as many of these as you can when you create a conference app.
Your app can facilitate the conference check-in system. When someone registers for your event online, assign them a unique QR code. Then, use a QR code scanner at the entrance of the event to keep track of your visitors. This will help you gather useful visitor data.
Big venues can be overwhelming, and it’s easy for attendees to get lost or miss important activities. Interactive floor maps in your conference mobile application solve this. Think of them like Google Maps, but designed for your event. Attendees can easily see where booths, auditoriums, and other key locations are. Even better, the map can show directions to help them navigate the venue and reach their destination smoothly, ensuring they don’t miss out just because of the venue’s size or crowds.
People prefer convenience anytime. And going to the help desk to get basic information all the time isn’t convenient, especially for introverts.
An AI-powered chatbot in an event app for conferences makes getting answers quick and easy. Attendees can ask questions like “Where is the climate change session happening?” right in the app and get instant, accurate responses without needing to ask around.
Allow attendees to spend their time the way they want to. Include the option to personalize the agenda in the event app. People can select the sessions and activities of their choice, and then follow the agenda accordingly.
Add a meeting scheduler to your app so attendees and exhibitors can set up one-on-one chats without the back-and-forth. They can see who’s available, pick a time, choose a table or room, and get reminders so no one forgets. It’s a simple way to make networking smoother and more intentional.
Gamify event interactions by incorporating a leaderboard in the app for the conference. Include a checklist in the leaderboard contest for various kinds of engagement activities, both virtual and physical. Have users go through this checklist and have representatives and attendants verify their achievements to earn them points.
You can host a virtual photo booth and have people submit their selfies via your mobile event app. This can work for both virtual and physical attendees. Then, everyone can vote on the pictures, and the picture with the most votes can win a prize. This will promote physical and online interaction at your event.
Let users share various aspects of the event by adding social media buttons to your mobile apps for events and conferences. Then, both physical and digital visitors can share content and promote the event. This will also spread the word without much extra effort on your part. You can encourage them to share pictures or videos of the in-person parts of the event as well, for more exposure and marketing.
Showing up is just the first step; you should keep attendees engaged with interactive tools that make them part of the event experience.
Encourage participation by posting questions during live Q&A sessions, inviting them to join live polls and surveys for instant feedback, and keeping them connected through the live event feed. These features help maintain energy, boost engagement, and ensure your attendees feel involved throughout the event.
Allow Exhibitors to access and customize their booths directly through the mobile app. They can see the list of attendees, update their booth setup, and share files or documents with attendees on the spot. This makes it easy for exhibitors to manage their space and engage with attendees during the event.
One of the best aspects of a mobile event app is the ability to view and arrange webinars on the go. With the app, attendees can access live streaming no matter where they are, and you can easily share pre-recorded webinars with both virtual and in-person attendees. plus, the app allows attendees to add sessions directly to their calendars, ensuring they never miss a valuable session.
Go green and save costs by sharing digital resources through the conference mobile app platform. You can upload videos, presentations, and brochures, and let attendees save them to their virtual swag bags or download directly.
Plus, since multiple sessions run at the same time, the app can offer session recordings, turning it into a hub where attendees can catch up on anything they missed, whenever it’s convenient for them.
A conference networking app makes it easy for attendees and exhibitors to connect and share contact information. Using features like QR codes, attendees can scan each other’s codes to view user profiles and contact details.
The app also enhances networking by offering functions such as profile searches, group video calls, and the ability to book one-on-one meetings, making it easy for both in-person and virtual attendees to network and engage throughout the event.
You’d agree it isn’t easy to strike up a conversation with someone out of the blue. Smart matchmaking in your app helps by connecting attendees based on shared interests and backgrounds. It makes networking feel natural and even suggests icebreakers to help start conversations, so attendees can form meaningful connections without the awkwardness.
Give your sponsors prime space in the app to help them stand out and boost engagement. You can add splash ads that really grab attention and rotate banners throughout the app to keep their brands visible to attendees. It’s an easy way to make sure sponsors get the exposure they deserve.
You may think you have to invest in app development resources to get your own mobile apps for events and conferences. However, that is not the case. If you sign up with a good event hosting platform, they’ll give you a conference management app within their package. Then, you can discuss customization, color schemes, and features with the team. It’s as simple as that!
Mobile apps for events and conferences are not as expensive as you’d think. Now, most event platforms offer these within their event packages. After that, you can customize your app, and see what additions you need. Depending on the features you choose, you can easily get great options within your budget.
Once you’ve customized your mobile apps for events and conferences, they’re free to download for all your attendees and participants. Then, everyone will be able to access the suite of features you choose.
Best for: Hybrid, virtual, and in-person events with a focus on engagement and branding.
vFairs offers one of the best conference apps in the market, well-known for its ease of use. It provides a customizable event app that works smoothly for virtual, hybrid, and in-person events. It offers features like branded event spaces, interactive floor maps, live streaming, attendee networking, and analytics.
vFairs is known for its user-friendly interface and ability to create highly engaging experiences for attendees, exhibitors, and sponsors alike.
Best for: Virtual and hybrid events with strong networking features. Airmeet is a platform designed for virtual and hybrid events, with a particular emphasis on networking. It provides a “social lounge” where attendees can meet, interact, and participate in live discussions.
Airmeet is good for events such as conferences, summits, and trade shows, offering customizable features to suit different needs. However, at the time of writing this article, we came across user comments where they reported an initial learning curve when it comes to getting used to the app.
“The ease with which people with varying levels of experience with online events can use Airmeet is pretty impressive. We had around 400 people at our event and not a single person needed assistance in logging in and finding their preferred events. It was that easy to use.”– Shubham T., Mid Market
“Some of our participants found navigating challenging as they were first-time users. Those who joined with a phone found it more of a challenge. Can they use the platform smoothly without having to download the airmeet app?” – Reeshma S., Small Business
Best for: Trade shows, conferences, and in-person events with streamlined access control. Expopass focuses on simplifying event management, especially for in-person events like trade shows and conferences. It provides conference registration tools, with an emphasis on check-ins and attendee management. Expopass also supports virtual components for hybrid events.
While the app is easy to use, some users on G2 shared that they wished it had more features, like a digital floor map which vFairs offers, and more networking opportunities.
“I really loved how easy it was to setup the app and use the equipment for badge printing. Overall the process was quick and painless.” Blake F.
“A few additional features would further enhance the platform, such as more distinct badge labeling for different attendee types (speakers, sponsors, exhibitors), networking capabilities within the app, and a digital floor map for easier expo hall navigation.” Sabree S.
Best for: Versatile events needing customizable branding and live streaming. EventMobi is an in-person conference mobile app platform that offers a wide range of tools for registration, live streaming, and attendee networking. It is a good option if flexibility is your priority. It enables organizers to tailor the app based on their event’s branding and goals. Its features include gamification, surveys, and engagement tracking.
EventMobi users on G2 have shared that the platform has features with good utility, however, the platform isn’t very intuitive, creating confusion for users sometimes.
“I just needed one training session to get familiar with the widgets. Also, the service they provide 24/7 is excellent. The team always answered my questions and helped me in a very short time.” – Paola P., Mid Market
“The platform wasn’t very intuitive on the admin or user side. We constantly had attendees calling or emailing who couldn’t navigate the platform come program day. It also wasn’t as visually appealing as many of the other platforms we have since looked at. It was fairly basic in terms of customization and having a “newer” look.” – Kiley C.,Program Coordinator
Best for: Conferences requiring immersive experiences and integration.
InEvent’s conference management app offers personalized agendas, live streaming, interactive sessions, and a user-friendly interface. InEvent connects with CRM systems, making it easy to manage attendees, exhibitors, and content while providing real-time event data and analytics.
Users have appreciated their customer support, however, they think that the app’s layout could be more flexible.
Features:
User Reviews
“I like that I can simplify the app down to what I need it to do. I like that I have a white labeled app and I also really like that my support person is almost always available.” – Julie M., VP of Events.
“Sometimes we consider the app a bid rigid in layout or functionality options, which still need minor adjustments.” – Patrick D., Small Business
Streamlined technology is fantastic. However, during our research, we found that some popular enterprise event app software ask for too much work from the users. So, it’s safe to say that an app that creates too many jobs for the users results in users going adrift.
If your app forces users towards unnecessary steps and bounces back and forth between feature operations, then you might lead your users to shut the mobile event app once and for all.
Seamless navigation and user interface are the critical solutions to keep users on board with your event and the mobile event application you chose. The easy way out from all the technology complications in your event is by choosing vFairs as your partner for event success. The vFairs Mobile app lets attendees dive right into the action without forcing them into a learning curve.
Moreover, with the vFairs mobile application, the navigation menu is highly customizable. It means you have the real leverage to design the menu that best suits your event and attendees.
Real-time reporting is the authentic source to measure the success of any event. Anything that goes awry during the event can be addressed with real-time reporting. However, not many mobile event technology software carry this feature. Clients looking for an event app with real-time analysis, tracking, and reporting can feel unsure about mobile event apps.
You must measure performance with real-time reports and analytics to ensure your event is heading in the right direction. As we said above, not every event app platform carries this super-helpful feature, but if you choose the vFairs mobile app, you have nothing to worry about.
With the vFairs mobile app, you can get real-time reports and analytics of your event to make quick changes to steer your event on the right path. Also, the insights from reports will aid you in structuring a better event for the future.
Apart from the real-time report and analytics feature, you can always rely on vFairs promising customer support during your event. Similar to its platform, vFairs offers high-level of customization and flexibility, which, combined with 5-star customer service, is a recipe for a successful event.
Mobile event apps that do not provide any incentives to attendees in return for downloading their app can soon become a failure. Likewise, an event organizer providing a mobile app for the event would want their attendees to be fully immersed in this new experience and make the most out of it.
With the vFairs mobile app for events and conferences, your attendees can connect most straightforwardly. Your attendees can be in their homes, outdoors, or anywhere in the world, and they will easily connect with other attendees and have an engaging experience through the networking feature.
Apart from multiple networking opportunities, the vFairs mobile app lets attendees discover like-minded professionals at the event. It includes searching for relevant people at the physical venues and expanding the network on the go. Moreover, with this feature, your attendees do not need to carry resumes or business cards on paper to share their information with others. Instead, they can present their QR code, and exhibitors and attendees can scan the code to fetch more information about the user.
As the use of mobile devices has grown, businesses are concerned with how to secure mobile event apps. Organizers are always on the lookout for mobile event applications offering complete security for their users during the event.
With the vFairs mobile app technology, you get additional security for your event, exhibitors, attendees, and more. vFairs mobile event app has high-level authentication features that ensure that only designated attendees can access the event.
With the vFairs mobile app, you can also enable SSO (single sign-on). SSO lets you create a traditional mail and password to log in to the event. It also generates an OTP to ensure only the designated people enter the event. Also, you can set up two-factor authentication for your event and make sure your event is only open to authenticated users.
Event tech providers often cause client concerns due to the costs associated with mobile event apps. Many providers charge for limited user access, which can be burdensome for clients who want to maximize attendee participation. Additionally, some providers may apply hidden charges to mobile event application services, making them unreliable. It is important to be aware of these factors when considering mobile event apps for your event.
With multiple advanced features, 24/7 customer support, and much more, vFairs also holds high recognition for offering its customers prices free from any hidden charges. Moreover, you can add as many attendees as you want instead of sticking to a so-called “free package” from other event planners that forces you to pay for every new attendee you add to the event.
A mobile app is essential for events today. It serves various purposes depending on the event, but one thing is clear: it greatly enhances convenience and improves the overall event experience.
With features like event maps, an AI-powered chat assistant, personalized agendas, easy check-ins, and exhibitor booths, attendees can stay informed about sessions, schedules, and attendees. Plus, exhibitors and sponsors get more visibility through customized booths and in-app ads.
With vFairs, you can get a container or white-labelled mobile app for your in-person event. In both cases, you can customize and brand it per your needs. Learn more with this quick video!
Event apps keep attendees involved with real-time updates, interactive agendas, live polls, gamification, and personalized content, which ensures a more immersive and responsive event experience.
Top event apps offer AI-powered recommendations, interactive maps, live streaming, integrated chat and video calls, personalized schedules, robust analytics, and seamless integrations with CRMs and marketing tools.
They centralize communication, simplify check-ins, manage session capacity, provide instant updates, and offer real-time analytics, making it easier to coordinate logistics and monitor event performance at scale.
Exhibitors gain lead capture tools, booth traffic insights, instant attendee interaction through chat or video, and the ability to showcase digital collateral, maximizing ROI and exposure.
Event apps offer AI matchmaking, attendee directories, meeting schedulers, and in-app messaging to help participants discover relevant connections and foster meaningful interactions.
Fiza Fatima
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