How to Use Location Technology to Wow Attendees at Your Next Corporate Conference

Corporate conferences of today are not simply about the leaders of an industry gathering and delivering keynote speeches. They’re about designing frictionless experiences, inviting participation and ensuring that each attendee feels unique. As these demands increase for event organizers and facility owners, location technology helps meet these expectations. And if you are wondering how to use geolocation to improve corporate events, we’ve got you covered. Below are five ways to wow your conference attendees. You can take advantage of location technology to make your next corporate conference one to remember.

1. Personalized Notifications: Keeping Attendees Informed and Engaged

Real-time, personalized notifications are one of the most modern game-changers for corporate conferences. It’s common for attendees to lose track of the exact timings for the sessions and miss the chances of collaboration to mingle with others. By providing location technology, organizers can feed real-time updates based on where an attendee is located at the venue.

A notification might direct a participant to a breakout session they signed up for previously, or draw attention to a nearby networking event that matches their interests. This keeps attendees engaged and ensures they do not miss any key moments.

A 2024 study found that 44% of event attendees consider technology that streamlines the experience as critical. Mapsted specializes in personalization, with functionality to push welcome messages when attendees arrive, updates in real-time during the event and a “Where’s My Car?” to help locate vehicles’ post-event features. These features keep attendees engaged and transform the event experience.

2. Heat Mapping for Smarter Crowd Flow Management

The role of heat mapping technology in corporate events is getting mass acceptance. Big conferences are often challenged by having one popular facility area overrun and another less used. Heat mapping technology addresses this issue by providing real-time insights into crowd density and movement patterns.

This data can be used by the event organizer to keep spaces in use dynamically. For example, if some areas get overpopulated, the organizers can send visitors to less popular zones or rearrange not-used zones for more seats. This enables not only easier access for attendees according to their comfort but also a structured use of the venue.

According to reports, close to 78% of event planners have resorted to advanced technology to execute large events successfully. Mapsted’s patented heat mapping solution provides unparalleled accuracy with minimal external hardware to measure and equips event organizers with the details required to adjust parameters in real time. Mapsted helps you avoid bottlenecks before they happen, allowing your event to run smoothly.

3. Simplified Indoor Navigation: Ensuring a Seamless Experience

Attendees can easily get lost when there are large venues with lots of different rooms, booths and activities. Indoor navigation systems come to the rescue and allow participants to get to their final destinations step by step.

Think about an attendee who comes late to a session and uses their smartphone to find the exact room in no time. Or a first-time participant slipping effortlessly from the registration desk to a networking lounge without asking for directions. This is convenience in navigation, like never before.

According to research, more than 62.9% of attendees now expect to use modern navigation tools at conferences. Mapsted’s indoor location technology is second to none in accuracy and simplicity. It operates independently of external signal hardware such as Wi-Fi or beacons. This allows for more reliable and less costly implementation for organizers. For attendees, it is worry-free, so all they have to do is concentrate on networking, learning and having fun at the event.

4. Cost and Resource Optimization for Facility Owners

Facility owners who host events are now turning to location technology in corporate event venues to optimize operations for their event organizers in growing numbers. Usage data from conferences can provide insight into trends, such as which areas are consistently underutilized or where overcrowding is a problem. This also helps in identifying high-taffic zones which can help manage rental pricing for organizers.

With this information, the organizers can now make educated decisions about the layout and allocation of resources. For a basic example, they can funnel H.V.A.C. and lighting systems only towards areas of utilization, producing power savings. Similarly, they can rethink spaces here and there to better accommodate exhibitor/host needs and in doing so, contribute to a venue’s attractiveness and booking power.

Considering that 55% of event professionals are hosting more in-person events, ever-greater efficiency in managing resources within the business is essential. With its long battery life and hardware-less dependency, Mapsted is the most cost-effective solution for facility owners. It’s a sustainable, scalable solution that guarantees every space provides maximum value — for organizers and attendees alike.

5. Networking Made Easier and More Impactful

One of the biggest promises of professional conferences is the networking opportunity. However, meeting relevant peers in large and busy venues is difficult for many attendees. Location technology can help change that.

With event applications (integrated with geolocation services), participants can know people in their vicinity with similar interests or professional goals. For example, a notification may highlight a nearby networking lounge where peers with similar expertise gather.

Networking is still the priority for sustainably successful events. With 82.8% of organizers and 78% of participants agreeing that face-to-face events are best for making connections. By incorporating location intelligence into its systems, Mapsted enables smarter networking via location technology in corporate conferences. This in turn enables attendees to interact in real time, directing them to networking areas or people with similar objectives. This not only deepens connections but elevates your event.

6. Emergency Management: Keeping Safety Front and Center

Do you have a plan to respond to an emergency at a large conference? For the unprepared, it can gallop into catastrophe. With the help of location technology, organizers can and should take the lead by using real-time communication tools that prioritize attendees’ safety.

For instance, location-based alerts guide users to the nearest exits or safe zones during a fire or other emergency. Features like SOS also let participants call for help or share their location with event staff.

Emergency management is a relatively new field and limited quantitative data exists on the issue, but safety is still paramount to the majority of event planners. The top of the class is Mapsted Emergency Solutions. Organizers can send out SOS alerts with their exact location in seconds using this patented technology. This will help in quickly locating staff during emergencies, initiating faster response efforts and timely assistance for both attendees and staff. The technology allows for quick aid while proving to the organizer that the facility owners have employed best practices for sound safety. It’s the technology that saves time — and as a result establishes trust.

7. Post-Event Insights: Data That Drives Continuous Improvement

The power of location technology doesn’t end with the event. Post-event analytics help organizers improve their strategy and thus make better conferences even better prepared for the future. This data can shed light on what sessions attracted the most footfall, how attendees moved through the venue and what areas went neglected. Armed with this data, they could tweak their schedules, layouts, or marketing campaigns to potentially have an even greater experience next time. Over 71.2% of the organizers mentioned in a recent study that proving the ROI in person was difficult. Mapsted’s 360-degree, easily personalized analytics tell them what soared and hit the floor. This continuous optimization ensures that each and every single event does better than ever before. Facility owners can also use this information to customize their spaces to fit their clients’ needs better.

Conclusion: Building Memorable Events with Location Technology

Corporate conferences are held to provide the visitors with the best experiences they can remember and treasure. Location technology is the missing link that connects improved logistics with happier attendees.

Leveraging technology to engage conference attendees sets the stage for dynamic notifications. In addition to this, heat mapping, smart navigation and emergency management are examples of technologies that provide real value to event organizers and facility owners. Although technologies like Mapsted’s location-based alerts and navigation solutions are leading the way in innovation, the true value comes when these support in redefining how operations are executed and planned at both current and future conferences.

For planners who want to execute perfect events and venue owners who want to get the most out of their real estate, investing in location tech is a must. Imbibe these instruments into the process for your upcoming corporate conference and you will see your function create a lasting impact. 
If you found this blog helpful, please read our blog on The Role of Indoor Navigation Systems in Modern Exhibitions & Events or watch our video on Exhibitor Success with Mapsted’s One-Stop Shop Solution to learn more.