Stuck in Event Tech Analysis Paralysis? Here’s How To Make The Best Decision

Choosing your event tech supplier isn’t an easy decision.

There are about 400+ event tech vendors in the market.   

• Some vendors boast the best tech stack.
• Others swear by their unparalleled support.
• Some claim their integrations are flawless.

But once you move past the polished demos, the truth often comes to light, and it’s not always pretty.

The problem? It’s not always the vendor’s fault. More often than not, the real issue is a mismatch between what you need and what the vendor offers. 

So, how do you know that a particular vendor is the one? 

Skift Meetings recently published The Event Tech Almanac report, which outlines the state of event tech and gives in-depth insights into more than 85 event tech vendors. 

The report is a must-read if you want to be more informed about the event tech landscape in 2025 and where it is headed. We’re also hosting a webinar with Miguel Neves, the expert behind this report, to explore this in depth. We have limited spots. Books yours NOW.

But before the webinar, read this newsletter to lay some groundwork. We share a framework to help you choose an event tech partner and expert-backed tips to supplement your decision journey.

In This Issue, We Cover:

• Spotlight: The expert-led method to select the right event tech vendor
• Fresh From the Pod: Why clear event landing pages beat clever ones (and the approach to create one)
• Field Notes: How to step ahead of generic event marketing
• Tools & Templates: Use our AI tool to get personalized event tech recommendations.
• Reads Worth Your Time: Learn why a unified tech stack simplifies your work, the must-have features in event software, and key questions to ask vendors.

⚡Spotlight: Industry Experts Use This Framework to Make Event Tech Decisions

Each event has different goals and requirements. Some events would do anything for an elevated attendee experience, while others prioritize exhibitor and sponsor value. Some events happen once in a lifetime, while others happen every now and then.

All of these factors impact which event tech supplier will suit you the best. This framework breaks down the ideal approach to get exactly what you want.

1. Start with Your Goals, Not Your Wishlist

Forget about what’s cool or trending. What do you really want your event to achieve? Is it all about giving attendees an unforgettable experience, boosting sponsor visibility, or a mix of both? Jot it down.

2. Map Out the Attendee Journey

From the moment someone registers to when they engage post-event, write out the entire attendee experience. Then figure out which tech features you need at each step.

3. Watch Out for Red Flags

Vendors love to talk about their “24/7 customer support,” but does that mean anything? Some take hours to respond. And those “seamless integrations”? Yeah, sometimes that’s not the reality.

Check online reviews to see what others have experienced. Talk to current or old customers. Check third-party reports to get unbiased comparisons.

Take the Skift report, for example. They rate event tech vendors on features, support, and integrations, providing a holistic comparison. vFairs nailed a perfect 6/6 on integrations, 42/44 on features, and 12/13 on support, proving we bring our A-game in both tech and customer service! 

Event planners considering event tech vendors mentioned in the report can use it as a good point of reference while making their decision. 

4. Distinguish AI Value from Marketing Hype

AI has lots of potential in event planning, especially when it comes to registration, content, operations, and planning.

AI is changing the way we do business. And so the implication here is you're not going to do business the same way. You're going to be faster. You're going to be more nimble. Your data is going to be different. It's going to be more real-time.

Dahlia El Gazzar

Event Innovation Strategist at DAHLIA+Agency

But not every flashy feature deserves a spot in your tech stack.

Choose tools that solve real problems. When talking to vendors, ask about data privacy, feature control, and ease of use. vFairs, for example, offers a solid mix of AI features and a 13/14 data privacy score in the Skift report. It’s a win-win!

5. Don’t Get Fooled by the Sales Pitch

Before any demo, tell the vendor about your event’s unique needs. This will help them show you relevant features that tackle your specific challenges, not just their standard spiel.

6. Keep Your Eyes on the Road

Sure, it’s important to know a platform’s strengths, but don’t overlook its limitations. Get clarity on what it can’t do, and ensure that it aligns with your needs.

For example, many vendors hide costly customer support. Whereas vFairs offers free support with a lightning-fast 1-minute average response time, as confirmed by the Skift Meetings report.

7. Don’t Let Analysis Paralysis Hold You Back

After evaluating vendors for capabilities, value, operational impact, and strategic fit, it’s decision time. If a tech provider ticks your checklist, pull the trigger. Don’t sacrifice good in the pursuit of perfection.

It’s not like you’ve to stay with a vendor for a lifetime. Regularly reassess the value of your current tech and stay open to testing new solutions in less critical areas.

At the end of the day, you want a platform that can grow with you. A flexible, unified event tech solution lets you scale up or down with ease, adding the right features as your needs change.

Fresh From the Pod: Flashy Event Landing Pages Don’t Cut It

Even the right tech will fail you if your event strategy isn’t strong enough.

The first thing any event planner needs to do when running an event is to get the word out by setting up a website. 

But too often, event planners end up creating stunning yet highly confusing landing pages, where finding basic details like date, time, and venue becomes a struggle.

The page isn’t usually clear, the copy is vague, and sections like testimonials and FAQs are missing, which can uplift your conversions like crazy.

In our recent conversation with Tas Bober, someone who has worked with 400+ B2B landing pages, she shared her no-BS approach to crafting landing pages that actually work. She also talks about some common pitfalls event planners fall into.

Most important block, which is missing on every single landing page I've ever been on, is an FAQ block... For one of my clients, we made a block for FAQs. And then we saw a 265% increase in purchases.

Tas Bober

Founder of the Scroll Lab

To simplify the landing page creation, she shared an easy-to-follow, 7-step roadmap. Listen here: 

Field Notes: Lessons From the Trenches

Georgina Kay | Top 40 Influencer by Technology for Marketing (2024) 

Sending out blanket emails or recycling the same social media posts might seem like an easy solution, but it’s not enough to drive real engagement or boost registrations.

Georgina Kay, Marketing Manager of a global trade show and conference, Internal Confex, shares why these shortcuts are sabotaging event registration numbers and what you can do about it.

You’ll discover why:

• Generic cross-posting kills click-through rates instead of boosting exposure
• Treating a corporate planner with a £1M budget the same as a university events officer guarantees zero registrations from both
• Set-and-forget automation can scare away last-minute attendees
• Post-event surveys should be the beginning of relationships, not the end

The solution isn’t having unlimited time or resources; it’s shifting from efficiency-focused thinking to relationship-focused strategy. 

When you take the time to understand real motivations and speak to specific challenges, you create something much more valuable than a registration. You create anticipation.

Your conference stops being just another event on their calendar and becomes a solution they genuinely don’t want to miss.

We all know that generic marketing can lead to a serious disconnect with your audience. 

Want to build a relationship-based marketing strategy? Get insights here

Tools and Templates to Make Your Life Easier

Feeling overwhelmed by all the event tech options?  Our Event Tech Planner makes it simple. 

Just answer a few quick questions, and you’ll get a personalized list for your event. Start the quiz now!

Reads Worth Your Time

1. Need help understanding what kind of features event planning software offers? These 24 features are must-haves in any tool you go for.
2. Want to make sure you vet your tech vendor properly? Ask these questions. 
3. Deciding between a unified event tech or standalone software. Here are the reasons an all-in-one solution is right for you. 

If this newsletter helped you, share it with another event planner who could use these tips. 

That’s all for today. We’ll see you next month.