Event Planners’ Toolkit: The Top 10 Conference Apps You Need for 2024

Conferences bring like-minded people together who share similar interests and are a big part of learning, making connections, and growing professionally. But just having good speakers and sessions isn’t enough for a successful conference.

Building a strong community and getting attendees involved is really important. Nowadays, with all the cool technology and interactive platforms available, creating a lively and active community during these events is even more crucial.

Creating a strong community is really important for a successful conference. When people feel connected and supported, they are more likely to participate actively and make meaningful contributions.

Whether it’s a business convention, a tech symposium, or an academic gathering, having a sense of belonging and camaraderie among the attendees can make a big difference.

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One great thing about community building at conferences is that it encourages people to interact meaningfully. When attendees feel like they belong, they’re more likely to have productive discussions, share their thoughts, and build relationships that go beyond the event itself.

These connections often lead to partnerships, collaborations, and long-term professional relationships, creating a strong and supportive network for everyone involved.

Using conference apps and other interactive technologies has made a big impact on how people connect and interact during events. These tools make it easy for people to talk, network, and share knowledge, even if they’re not in the same physical location.

What to Look for in Conference Apps

With many options flooding the market, what exactly should you look for in conference or event apps to ensure an impactful event? Let’s talk about a few of them.

• User-Friendliness:

A user-friendly conference app is essential to make sure there is smooth navigation and accessibility for all attendees, irrespective of their computer expertise. An intuitive design, clear categorization, and easy access to features all add up to create an enjoyable user experience. This ensures that the event attendees can easily access the information they seek.

• Speaker and Event Information:

Up-to-date information about the speakers, if possible, their contact details, backgrounds, and the session schedules are crucial. A well-structured conference app provides in-depth information about each session and helps attendees plan their schedules effectively. This improves the overall conference experience.

• Pre-event Discussions and Updates:

A good conference app provides a forum for pre-event discussions and updates and serves as a catalyst for building anticipation and early engagement.

This feature enables remote attendees to connect with fellow attendees, share expectations, and receive timely updates, setting the stage for a dynamic and interactive conference experience from the outset.

• Attendee Personalization and Moderation:

The ability to personalize one’s conference journey, coupled with effective moderation tools, creates a conducive environment for meaningful and safe interactions.

Customizable preferences for session recommendations and tailored engaging content, along with moderation options to ensure respectful and constructive discussions, will create engaging and memorable attendee experience.

• Networking Tools and Organizer-Attendee Interaction:

Facilitating networking opportunities and enabling seamless interaction between attendees and organizers is instrumental in fostering connections and nurturing professional relationships.

Good messaging event app features and designated networking tools set the scene for fruitful collaborations and long-term professional associations beyond the conference.

• Event Content Storage:

A comprehensive library that adequately organizes and stores event-related content, including session materials, speaker presentations, and relevant resources, is absolutely invaluable for post-conference reference and continued learning. Easy access to these resources ensures that attendees can revisit key insights and valuable information long after the event has concluded.

• Post-event Engagement and Community Building:

The provision of dedicated channels for post-event engagement, discussion, and knowledge sharing plays a helps to sustain the momentum and foster a vibrant community beyond the conference.

Active participation in post-event discussions, sharing feedback, and contributing to ongoing conversations amplifies the impact of the conference, nurturing a culture of continuous learning and collaboration.

Why use a conference app?

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Let’s delve into the benefits of incorporating conference apps into your event planning process depending on the event format.

• Increase Attendee Engagement:

Conference apps create seamless communication and interaction among attendees, speakers, and organizers. By offering features like live polling, Q&A sessions, and discussion forums, these apps foster active participation and create a dynamic and engaging environment.

• Streamlined Information Access:

With a conference app, attendees can access comprehensive event information at their fingertips. From detailed schedules, schedule changes and speaker profiles to session details and resource materials, these apps centralize all pertinent information, ensuring attendees stay informed and prepared throughout virtual events or hybrid events.

• Networking Opportunities:

Networking lies at the heart of every successful conference. Conference apps provide dedicated networking features, allowing attendees to connect with like-minded professionals, exchange contact information, and foster valuable professional relationships that can extend beyond the event.

• Real-Time Updates and Notifications:

Through real-time updates, conference apps keep attendees informed about any schedule changes, last-minute announcements, or important alerts. This feature ensures that attendees are always aware of the latest developments and can tweak their plans accordingly.

• Personalized Experiences:

Conference apps enable attendees to personalize their event experiences based on their interests and preferences. Whether it’s creating a customized schedule, setting session reminders, or selecting specific networking opportunities, these apps empower attendees to tailor their conference journey according to their individual needs.

• Efficient Resource Management:

From presentation materials and handouts to session recordings and additional resources, conference apps serve as hubs for all event-related content. Attendees can access and download these resources directly from the app, eliminating the need for physical handouts and simplifying post-event content distribution.

• Data-Driven Insights:

Community Building Beyond the Event: Conference apps extend community engagement beyond the event’s duration, providing avenues for continued discussions, knowledge sharing, and collaboration. This sustained interaction lays the foundation for a robust and enduring community that transcends the boundaries of physical events and gatherings.

The Best Conference Apps in the Market

These conference apps have transformed the way we interact with events, providing seamless access to information, networking opportunities, and post-event resources. Let’s talk about some of them:

• GroupApp:

GroupApp is a community platform designed to empower creators, educators, and community leaders in building and managing their online communities.

When it comes to picking the perfect conference app. Here’s why GroupApp stands out from the rest:

1. Feed Feature for Pre-Event Buzz:

With GroupApp’s dynamic Feed feature, you can fuel pre-event discussions and keep everyone updated with the latest happenings, creating a buzz that’ll have event attendees counting down the minutes until your conference kicks off.

2. Members Feature for Personalized Interaction:

Making event attendees feel special is key to a successful conference. GroupApp’s Members feature allows your attendees to get profiles, speaker bios, and connect in a communal learning environment.

Plus, with its moderation tools, you can keep the conversations flowing smoothly and maintain a positive and productive atmosphere.

3. Messaging Feature for Seamless Networking:

Networking is the heart of any successful conference. GroupApp’s Messaging feature acts as a good catalyst for building connections.

From attendees mingling with each other to direct interaction with event organizers, this feature ensures that networking feels natural and effortless, bringing people closer and facilitating meaningful collaborations.

4. Library Feature for Easy Access to Post-Conference Resources:

Say goodbye to the hassle of searching for event materials post-conference. With GroupApp’s Library feature, you can effortlessly store and organize all your event content in one convenient place.

Attendees can access presentations, documents, and other valuable resources long after the conference ends, allowing them to continue benefiting from the event’s insights and knowledge.

5. Channel Feature for Building a Lasting Community:

A successful conference isn’t just about the event itself; it’s about the lasting impact it leaves. GroupApp’s Channel feature creates a dedicated space for post-event engagement and community building among other attendees.

Keep the momentum going even after the conference by steering ongoing discussions, sharing valuable insights, and nurturing a community that continues to thrive long after the final session.

5. Mobile Event App for Flexibility:

GroupApp also has a mobile app that gives your product the full event’s branding it needs to boost engagement, facilitate networking to improve the attendee experience, and help create better events. It is available on both the Google Play Store and Apple store.

• Eventify:

Eventify is a user-friendly and easy to navigate event app. One of the things that makes Eventify a good conference app is its scheduling tools.

You can plan out your conference sessions and interact with them in an easy way. It also makes it easier for conference goers to

Event organizers like it because it takes away the stress and hassle of managing all the event details. It’s like having a magical helper at their fingertips.

Attendees use it to make their conference experience much better, allowing them to easily plan their day and catch all the sessions they’re interested in on the web or mobile app.

• Eventmobi:

One of the many features of Eventmobi is how customizable it is. You can personalize your event using all their customization options.

Eventmobi also knows how to keep attendees engaged. They’ve got a good array of event app features like live polls and instant feedback from attendees.

Attendees can create personalized agendas, picking and choosing the sessions that interest them the most. They get to curate their own event experience.

• Eventbrite:

If you’ve ever been in charge of organizing virtual and hybrid events, you’ve probably come across Eventbrite. With Eventbrite, you can effortlessly sell tickets, manage registrations, and make everything run smoothly.

One of the best things about Eventbrite is how user-friendly it is. You don’t need to be a tech wizard to navigate the platform.

It’s designed to be intuitive, so you can easily create and promote your event without any headaches. Plus, they have some seriously cool promotional tools to help you get the word out and attract attendees.

And the ticketing process is also quick. With just a few clicks, attendees can register and secure their spot at your event.

No long queues or complicated registration forms to deal with. Eventbrite makes the whole registration process seamless and quick.

• Cvent:

Of all the mobile event apps, Cvent stands out with its wide range of tools. They have a whole suite of features that are perfect for any type of event, big or small.

Cvent is also impressive in how it seamlessly integrates with other software and tools. It’s like a master connector, making your event planning and management smoother than ever.

You can easily link it up with other systems you use, ensuring all your event-related tasks are centralized and synchronized.

With Cvent, you can dive deep into attendee data, keep a close eye on registration numbers, and analyze attendee engagement levels on the mobile app.

• Whova:

Whova is a desktop and mobile event app celebrated for its user-friendly networking features and all-in-one event management tools. This platform is all about creating meaningful connections and keeping attendees engaged with real-time updates.

One of the reasons Whova is a good choice for a mobile conference app is its intuitive networking features. You can easily find and connect with other participants who share your interests or goals.

Whova also offers comprehensive event management tools that make organizing and managing your event a breeze. From registration to scheduling, it does a good job with both.

You can keep track of attendee details, manage sessions, and even send out important updates and announcements in real-time.

With Whova, the conference experience is taken to a whole new level. Attendees feel more connected, engaged, and in the loop with all the event happenings. It fosters an environment where people can interact, share ideas, and collaborate effectively.

• Canapii:

With Canapii, attendees have the opportunity to connect and collaborate with others through its amazing virtual networking capabilities.

Through the event app, attendees can join interactive sessions where they can actively participate, ask questions, and engage with speakers and other participants.

They can also immerse themselves in vibrant discussion forums, exchanging ideas and insights with like-minded individuals. And guess what? Canapii even provides virtual networking opportunities, allowing attendees to connect with others and expand their professional networks, all from the comfort of their own devices.

By providing access to valuable data and insights, Canapii empowers event organizers to make informed business decisions.

And of course, in this digital age, security and data protection are vital. Canapii takes this seriously, providing robust security controls and meeting compliance requirements to safeguard both organizer and attendee data. It’s all about ensuring a safe and secure environment for everyone involved.

• EventPilot:

The EventPilot conference app gives offline access to meetings or event programs. Depending on the event, some of the app features include a personal daily schedule with an color coded schedule view.

Conference goers can stay informed about event issues, program changes, upcoming sessions, Twitter feeds and organizer messages.

The event app also makes it easy share contact card information via QR technology. Attendees can browse the entire event program to create personal schedules, take notes, rate sessions or speakers and more.

It also allows the organizer download presentations and take notes on sessions and email notes and shared items to attendees.

You can get this event app on Google Play.

• BlueJeans:

BlueJeans offers good video quality, allowing event organizers and attendees to see and connect like they were right there. It’s like having a face-to-face conversation, but without the hassle of travel.

The conference app also has screen sharing making it easy to share your screen, and ensures everyone is on the same page.

Organizers get key features like virtual whiteboards, annotation tools, and document sharing. You can brainstorm ideas together, mark up documents, and make your virtual meetings more productive.

BlueJeans places a strong emphasis on security, ensuring that meetings and data are safe. And you can also integrate with popular productivity tools like Microsoft Teams, Slack, and Google Calendar, making it easier to schedule and join meetings without hassle.

Whether you’re on a phone, tablet, or computer, you can join BlueJeans meetings from anywhere. The app is available on both iOS and Android for any mobile app, accommodating different devices.

• Zoom:

Whether you want to present a PowerPoint, show off a design, or demonstrate a project, Zoom’s screen sharing feature makes it a breeze. You can collaborate in real-time using virtual whiteboards, annotation tools, and text chat.

Need to split participants into smaller groups for discussions or group activities? Zoom’s breakout rooms feature makes it easy to create separate sessions, keeping conversations organized and engaging.

Event attendees can also add virtual backgrounds, whether they want to be at a beach or keep it classy with a professional setting.

Organizers can also record their meetings, so they can revisit them later or share them with other attendees who couldn’t attend.

Integration is seamless with popular third-party apps like Google Calendar, Teams, and Slack, and there are collaboration tools like file sharing and co-annotation for enhanced teamwork.

How Event Organizers can Maximize the Potential of Conferences

As an event organizer, it’s crucial to ensure these gatherings are engaging, informative, and well-attended.

To make the most out of conferences, we’ve put together some easy-to-follow tips that will help you boost attendance, encourage active participation, and enhance your networking prowess. Let’s dive in.

Creating an Engaging Online Environment:

• Plan an Engaging Agenda:

Create a buzz by engaging potential attendees through social media platforms, email newsletters, and targeted advertisements. Share sneak peeks of the agenda, highlight keynote speakers, and emphasize the benefits of participation to generate excitement and interest.

• Use different types of media:

Have a mix of videos, slideshows, and interactive polls to make presentations more dynamic. This keeps attendees actively involved and less likely to get distracted.

• Have Chat and Discussion Features enabled:

Encourage attendees to participate by using the chat features of the conference app during sessions. Provide opportunities for questions, comments, and active discussions to boost attendee engagement and create a sense of community.

Designing Opportunities for Active Participation:

• Create Virtual Breakout Rooms for Event Attendees:

Create smaller virtual breakout rooms for intimate discussions and group activities. This promotes active participation, encourages collaboration, and helps build connections between attendees.

• Ensure that there are interactive Q&A Sessions:

As the organizer, dedicate time for live Q&A sessions where attendees can engage with speakers directly. This not only enriches the learning experience but also creates a sense of involvement.

• Gamifying the session learning also helps with xx:

Adding gamification elements such as quizzes or challenges makes learning in the online event more enjoyable. You can also reward the active participants and offer incentives to keep attendees engaged throughout the conference.

Building Networking Opportunities:

• Have a virtual networking space in the event app:

Set up dedicated virtual networking spaces where attendees can connect and engage with each other. Consider using a conference app with private and group messaging features for more intimate conversations.

• Host virtually assisted networking:

Organize guided networking sessions where attendees are matched based on their interests, allowing for more meaningful connections and discussions.

• Encourage buzz on social media:

Create event-specific hashtags and encourage attendees to share their experiences on social media platforms. This fosters networking, promotes the conference, and expands its reach.

• Have a follow-up and feedback plan:

Follow up with attendees post-conference by sending thank-you notes, session summaries, and relevant resources.

Request feedback through surveys or questionnaires to understand attendees’ experiences and gather suggestions to improve the next event and future events.

Act on the feedback received to enhance the overall quality of your future online conferences and next events.

Considerations for Choosing the Perfect Conference App

Budget and Pricing Models

Determine how much you can set aside for a conference app. Consider the value it will bring to your event and weigh it against the cost. With as little as $99/month, conference organizers can use GroupApp’s suite of key features to make the planning process and hosting conferences easy and successful, features like:

• Events to create your conferences.

 

• Direct and group Messaging to communicate privately with attendees.

 

 

• Moderation Tools to keep the conference safe for everyone.

• Members Profiles & Directory so event attendees, organizers, and speakers can put up their information for others to see.

• Event Reminders for keeping attendees up to date on details of the conference

• Coupon Codes for freebies to give to attendees of the conference

You can also determine the fee for your event according to your conference goals as GroupApp doesn’t impose pricing thresholds. This flexibility allows you to set conference registration fees that align with the value you offer, ensuring that you can monetize your conference effectively without constraints.

Compatibility and Device Availability

Compatibility refers to the ability of a conference app to seamlessly work across various platforms and devices, such as smartphones, tablets, and desktop computers.

When a conference app is optimized for multiple platforms, it ensures that all attendees can access the app regardless of the device they are using. This inclusivity is crucial for creating a unified experience for all participants, regardless of their preferred device.

Consider a scenario where a conference app is only available for iOS devices. While this might be convenient for iPhone users, it alienates attendees who own Android devices or prefer using their laptops for conference-related activities.

Limiting the availability of an app to specific devices creates a sense of exclusion and can hinder collaboration and attendee engagement.

Benefits of Compatibility and Device Availability:

• Accessibility:

When a conference app is compatible with a variety of devices, it ensures that event attendees can engage with the app using the devices they are most comfortable with. This inclusivity promotes engagement and improves attendee experience.

• Collaboration:

A conference app that works across devices enables seamless collaboration among attendees. Compatibility allows attendees to easily share documents, participate in discussions, and connect with other participants, fostering networking opportunities.

• Convenience:

With a range of device options available, participants can access the conference app from anywhere at any time. Whether they’re using their smartphones during a coffee break or logging in from their laptops in the office, the app should work effortlessly.

The GroupApp Advantage

GroupApp is designed to work seamlessly on both iOS and Android devices, making it accessible to a wider range of users. It also offers a web-based version, ensuring compatibility with desktop computers and laptops.

This approach ensures that event attendees can participate in the conference activities regardless of their preferred device.

Integration with Other Tools

Integration is the ability of a conference app to seamlessly connect and interact with other tools and platforms that are essential to your conference activities.

It allows for the smooth transfer of data, enhances collaboration, and streamlines workflows. The ability to integrate with other tools significantly expands the functionality and potential benefits of a conference app.

GroupApp recognizes the importance of integration and has developed an app that seamlessly integrates with a variety of tools commonly used during conferences. Here’s how GroupApp excels in this aspect:

• Calendar Integration:

GroupApp integrates seamlessly with your calendar app, whether it’s Google Calendar, iCal, or Outlook. Attendees can sync their conference schedules with their personal calendars, ensuring they don’t miss any important sessions or events. This integration boosts organization and helps attendees stay on top of their conference agenda.

• Communication Tools:

GroupApp integrates with popular communication tools like Slack and Microsoft Teams. Attendees can join dedicated channels or groups to collaborate, share updates, ask questions, and engage with other participants. This integration fosters real-time communication and enhances networking opportunities.

• File Sharing and Collaboration:

GroupApp allows integration with cloud storage platforms like Google Drive, Dropbox, and OneDrive. Attendees can seamlessly share documents, presentations, and notes, making it easier to collaborate on projects and share valuable resources.

Customer Support and Technical Assistance

Customer support and technical assistance ensure that event organizers can receive help promptly whenever they encounter issues, glitches or have questions regarding the conference app. Here are a few reasons why these aspects matter:

• Smooth Troubleshooting:

From time to time, technical issues may arise while using a conference app. Having dependable customer support ensures that any problems that may occur are addressed promptly and effectively. This ensures a smooth experience for all participants.

• User-Friendly Experience:

Quality technical assistance ensures that attendees understand how to navigate the app’s features. Clear instructions, tutorials, and readily available support channels contribute to a user-friendly experience, empowering event attendees to make the most of the app’s functionalities.

• Peace of Mind:

Knowing that there is reliable customer support and technical assistance available gives the event planners peace of mind. They can engage with the app without worrying about potential issues, as they know they will receive the necessary help when needed.

GroupApp understands the significance of customer support and technical assistance in ensuring a seamless conference experience. Here’s how GroupApp excels in these areas:

• Responsive Customer Support:

GroupApp provides a dedicated support team that promptly addresses any user queries or technical issues. Event planners can easily reach out to the support team via email, live chat, or through the app itself, ensuring that help is just a message away.

• Extensive Knowledge Base:

GroupApp maintains a comprehensive knowledge base that includes FAQs, tutorials, and step-by-step guides. This resource helps attendees quickly find answers to common questions and navigate the app’s functionalities smoothly.

• 24/7 Assistance:

GroupApp has a round-the-clock support feature, allowing users to access customer support directly. This convenient feature ensures that assistance is readily available, minimizing any disruptions during the conference.

What to do after hosting your conference

To ensure the lasting impact and value of your conference, it’s essential to take a few post-event steps. Here are some easy steps to keep the learning and attendee engagement going:

• Providing Resources, Recordings, and Exclusive Content:

Make a lasting impression on your attendees by offering valuable resources and courses related to the event goals and conference theme. This could include presentation slides, handouts, or curated reading lists.

Consider sharing recorded sessions or keynote speeches, allowing participants to revisit and reinforce their learning. Additionally, provide exclusive and engaging content, such as additional insights or interviews with industry experts, to keep the momentum going.

• Offering Continuous Education or Follow-up Workshops:

Keeping the learning spirit alive, consider organizing follow-up workshops or webinars that delve deeper into specific topics covered during the conference.

This allows other attendees to build upon the knowledge gained and provides an opportunity for further growth and skill development. By offering ongoing educational opportunities, you can maintain attendee engagement and provide continuous value even after the event concludes.

• Creating a Space for Ongoing Collaboration and Knowledge Sharing:

Encourage collaboration and knowledge sharing among conference attendees by creating a dedicated online space.

This could be a forum, a social media group, or a community platform where participants can connect, discuss ideas, and share experiences. Foster interaction and encourage participants to exchange insights, ask questions, and support one another. This library becomes a valuable resource for ongoing networking and professional growth.

• Maintaining Communication Channels for Feedback and Improvement:

Keep the lines of communication open by establishing channels for feedback and improvement. Encourage attendees to share their thoughts, suggestions, and overall experience with you.

This feedback will help you understand what worked well and identify areas for improvement in future conferences. Additionally, maintain regular communication with attendees through newsletters, email updates, or social media platforms, providing them with updates on upcoming events and opportunities.

In Conclusion

When selecting a conference app, it’s crucial to keep in mind your specific needs and the features that will benefit you the most. Look for an app that is easy to use and navigate, with clear instructions and support available if needed.

Ensure it has the necessary tools for communication, scheduling, and sharing information to ensure a smooth and successful event. Don’t forget to consider the cost and any potential extra charges that might be involved.

Remember, the right conference app caters to your specific needs and goals, ensuring a smooth and enriching experience for all participants.

So, take the time to explore your options and consider apps like GroupApp that prioritize compatibility, integration, customer support, and post-event engagement.