For nearly two decades, Plannerwire has been my corner of the internet to talk about meetings, events, and the technology that powers them.

If you’ve been following along for a while, you may have noticed something over the past few years: the posts have become a little less frequent.

It wasn’t intentional, but it wasn’t accidental.

Like many planners, I’ve had a few other projects keeping me busy — producing events, sitting at the tech table, launching podcasts, and spending more time helping organizations think through their event technology stacks.

And quietly in the background, something bigger has been taking shape.

Why Plannerwire Is Going Quiet

Rather than continuing to publish here, I’m putting my focus into something new that’s been in the works for a while:

The Event Tech Atlas.

The Atlas is designed to help planners, producers, and event professionals discover, compare, and understand event technology in one place.

Think of it as a living map of the event tech ecosystem — a place where you can:

• Explore platforms and tools used across the industry
• Understand what different technologies actually do
• See how tools fit together in real event workflows
• Learn from honest conversations about what works (and what doesn’t)

In many ways, it’s the natural evolution of what Plannerwire was always about.

Just… bigger.

What Happens to Plannerwire?

For now, Plannerwire will stay online as an archive.

Some of the posts here still hold up surprisingly well, and they represent an interesting snapshot of how event technology — and the role it plays in our industry — has evolved over the past twenty years.

New writing, conversations, and event tech insights will now live inside the Event Tech Atlas ecosystem.

But I’m not shutting the door completely. Plannerwire has been part of my professional life for a long time, and there’s always a chance it finds a new role down the road.

Where to Follow Along

If you’ve enjoyed the posts and conversations here over the years, I’d love for you to join us at the Atlas.

You can:

Create a free account

• Explore the directory and get access to new articles and insights.

Follow the Atlas on social media

• We’ll be sharing event tech breakdowns, industry conversations, and occasional behind-the-scenes looks at how events actually get produced.

Start here:

• EventTechAtlas.com

Thank You

Plannerwire has been running for close to twenty years, which in internet years is practically ancient history.

If you’ve read a post, shared a link, or reached out with a question over the years — thank you.

The conversations that started here helped inspire what we’re building next.

Now let’s see where the Atlas takes us.

— Keith Johnston

Every once in a while, a piece of tech sneaks up backstage at an event and makes us stop mid-show and say, “OK… that’s genius.” That’s exactly what happened in Washington, D.C. this summer. One of the AV team was quietly working away on what looked like a regular laptop, until we realized it had two fully functional screens stacked one above the other (I thought the dude had a second screen on a stand). That was our introduction to the Asus Zenbook Duo, and we’ve been obsessed ever since.

For meeting and event planners, the dream has always been a true dual-screen setup that’s easy to travel with. But until now, that’s meant lugging around a second monitor, packing half a dozen cables, and hoping the hotel’s Wi-Fi can handle whatever docking station you brought along. The Zenbook Duo solves all of that. It’s a full-power laptop with two beautiful OLED touchscreens built right in — no extra gear required.

Built for Planners on the Move

If you’re constantly bouncing between hotels, venues, and airports, you know that every ounce in your backpack matters. The Zenbook Duo gives you the real estate of a dual-screen workstation in a single, sleek device that slips easily into your bag.

• Two Screens, Zero Cables: Use one screen for your run-of-show and the other for email, chat, or speaker notes — no external monitors needed.
• Smart Collaboration: Review session changes in your project management platform on one display while updating your budget in Excel on the other.
• Travel-Friendly Setup: Flip it open backstage, at the reg desk, or in a hotel lobby and get right to work. No setup time, no extra gear.

Real Power Under the Hood

We quickly learned that the Zenbook Duo isn’t just about cool hardware — it’s got the muscle to back it up. Our team opted for the 32GB RAM configuration (highly recommended if you’re a heavy multitasker) and added the Asus pen for on-screen markups and quick notes during site visits or walkthroughs.

It’s worth noting that those upgrades are optional — the base model ships with less memory and no pen. But if you’re investing in a laptop you’ll rely on day in and day out for event planning, we think the extra horsepower and functionality are well worth it.

Amazing Battery & All-Week Reliability

Event days are long. Really long. And the last thing you want is to be tethered to a power outlet while you’re trying to finalize signage, tweak the conference app, and answer speaker questions. In our real-world use, the Zenbook Duo easily handled long periods of work without breaking a sweat. We’re talking multiple browser tabs, Canva, and Zoom calls — all running smoothly across two screens.

What It’s Not Made For (And That’s OK)

One quick caveat: this isn’t the machine you want running audio cues, driving LED walls, or handling heavy production tasks. It’s not built to replace your show laptop. But for planners, registration desks, speaker prep rooms, sponsor lounges, or on-site command centers, it’s an absolute game-changer.

Why It’s Staying in Our Bag

After a few months with the Zenbook Duo, it’s become one of our favorite behind-the-scenes tools. It’s the closest we’ve come to having a true desktop-level workspace while traveling — and that’s saying something. Once you’ve worked with two screens on the road, it’s hard to go back. So whether you’re mapping out a floor plan, managing speaker changes in real time, or juggling three Slack conversations during show week, the Zenbook Duo makes it all just a little more seamless. And in this business, every ounce of efficiency counts. You can check it out here.

Let’s be honest; getting a group of humans to agree on a meeting time is like herding cats… in a thunderstorm. But finally, Google has tossed us a lifeline. Gmail’s new Google Calendar integration lets you insert available times directly into an email without leaving your inbox.

For those of us in the meetings and events world, where logistics reign and efficiency is a matter of survival, this update is long overdue.

And with over 50% of organizations worldwide using Google Workspace (source: Exploding Topics), there’s no excuse not to use it. If you’re still playing the “Does Tuesday at 3:00 pm work? No? What about Wednesday at 10?” game, it’s time to upgrade your life.

What Is This Magical New Feature?

Google has introduced a scheduling tool baked right into Gmail. When you compose an email, you can now insert appointment times from your Google Calendar. Your recipient can then click and book a time that works for both of you—no back-and-forth, no spreadsheets, no scheduling rage.

This is especially handy for:

• Scheduling speaker calls
• Booking time with sponsors
• Managing breakout room prep sessions
• Coordinating client check-ins without a Doodle link in sight

How to Use Gmail’s New Calendar Integration (Step-by-Step)

Here’s how to start using this tool like the organized event pro you are:

Prerequisite: You must be using Google Workspace (not just a free Gmail account).

Option 1: Propose times directly from Gmail

1. Open Gmail and click “Compose” to start a new email.
2. Look for the calendar icon at the bottom of your compose window. Click it.
   It might say “Set up time with Calendar.”
3. Choose “Offer times you’re free”.
4. A mini version of your calendar pops up.
   (Don’t worry, it’s only showing your availability—not how many back-to-back meetings you actually have.)
5. Click and drag to select available time slots you want to propose.
6. Google will insert a pretty little block of those times into your email.
7. Hit Send and let your recipient choose what works.
   Once they pick a time, it’s automatically added to both of your calendars. Boom.

Option 2: Share your appointment booking page

Prefer to let people pick from your open schedule without doing the work every time?

1. Go to calendar.google.com.
2. On the left sidebar, click the “+ Create” button and choose “Appointment schedule”.
3. Create a booking page with your availability, meeting length, buffer time, etc.
4. Save it and copy the link.
5. Paste that link into any email, your email signature, or on your event website.
6. Now anyone with the link can book time with you—without 12 emails first.

Why This Is a Big Deal for Event Pros

Event people are busy. We juggle timelines, speakers, AV, catering, signage, sponsors, and that one exec who still insists on paper printouts.

This Gmail/Calendar integration is the kind of simple-but-powerful tool that makes the chaos a little more manageable:

• No switching tabs
• No third-party scheduling tools (though we love those too)
• No extra logins

Just clean, fast scheduling—right where you’re already working.

A Few Pro Tips from the Trenches

• Set your appointment availability smartly. Use buffer times between meetings so you don’t go from a sponsor call straight into a tech check without breathing.
• For external stakeholders, add a custom question to the booking flow to gather info in advance.
• Use different appointment schedules for different audiences—e.g., speakers vs. vendors vs. internal teams.
• If you’re managing an exec’s calendar, this tool is chef’s kiss for wrangling their meetings without asking them to “forward you times.”

Final Thought

If you’re in events and still sending “What time works for you?” emails, Gmail’s new Calendar integration is the gentle shove you didn’t know you needed. It’s fast. It’s included in your plan. It saves you from death-by-availability-emails.

And if your org uses Google Workspace (and again—over half of them do), you’re already sitting on this time-saving treasure chest.

So go forth and schedule like a boss.

So… You might have heard whispers of a clash of the titans in the WordPress world – a battle between WordPress and WP Engine. It’s a bit of a techie drama, but it could have a real impact on your conference or event website, especially if you’re one of the many relying on WordPress. So, grab your coffee or a cocktail and let’s break it down.

What’s the Beef?

At the heart of this conflict is Matt Mullenweg, the founder of WordPress and CEO of Automattic, the company behind WordPress. Mullenweg has accused WP Engine, a major WordPress hosting provider, of not contributing enough back to the open-source WordPress project. He claims that WP Engine has profited handsomely from WordPress without giving back in the form of code development or financial support.
WP Engine, for their part, denies these claims, stating that they have invested significant resources in the WordPress ecosystem. They see Mullenweg’s demands for licensing fees as an attempt to stifle competition and control the WordPress market.

The Fallout

Things got messy quickly. Mullenweg blocked WP Engine from accessing crucial WordPress updates and resources, raising security concerns for websites hosted by WP Engine. This sparked a legal battle, with WP Engine filing a lawsuit against Automattic and Mullenweg for abuse of power.

The fight has caused turmoil in the WordPress community, with some developers worried about the future of open-source ideals. Mullenweg even offered buyouts to Automattic employees who disagreed with his actions, leading to a significant number of departures.

What Does It Mean for Event Websites?

We currently have about 60 client event websites on WordPress and If you’re running your event website on WordPress, this feud might have you feeling as uneasy as we are. But, here’s the deal:

• Security Risks: Although it has been said that WP Engine sites are currently unable to receive important updates, potentially leaving them vulnerable to security threats, we have four sites on WPEngine and have had no trouble this week.
• Uncertainty: The outcome of the legal battle is unknown. It’s possible that WP Engine could fork WordPress, creating a separate version of the platform and further fragmenting the community. This would create compatibility issues and headaches for users. If this happens, my thinking is that a fork would be catastrophic.
• Cost Increases: If WP Engine is forced to pay licensing fees, those costs could be passed on to their customers, which other providers will use to increase their pricing. Now, hosting is not a break-the-bank kind of cost, but many of our clients are nonprofits who watch every penny, so cost uncertainty is a bad thing.

What Should You Do?

Don’t panic…. yet! Here are some things to consider:

• Stay Informed: Keep an eye on developments in the WordPress/WP Engine conflict.
• Evaluate Your Options: Explore alternative website building platforms like Squarespace or Wix. These platforms have come a long way in recent years and offer user-friendly interfaces and features suitable for event websites.
• Consider Member Management Systems: If you’re already using a member management system, see if it offers a website builder. While these builders might not be as sophisticated as WordPress, they can provide a simpler, integrated solution.
• Have a Backup Plan: Be prepared to migrate your website if necessary and it is easier to plan while the site is in good order and much harder and scarier to do if it just up and crashes a week before registration is supposed to open.

This situation is evolving rapidly, but by staying informed and proactive, you can navigate the uncertainty and ensure your event website remains secure and functional.

Check out this episode of the Event Tech Pull Up where Tess Vismale and I chat about the issue.

In this installment of the Event Tech Pull-Up, Tess and I dive deep into the world of event production, discussing show flows, cue sheets, run of shows, production schedules, or whatever you call them. While these terms may differ, they are all about making sure that your live events run smoothly.

For the last couple of decades, Excel has been the go-to software for managing show flow, and we all know this sucks on a lot of levels because you end up with multiple versions of the same document circulating via email as updates are made, creating discrepancies that can cause your whole production to go off the rails and crash into the river of broken event sorrows.

Thankfully, there’s a new solution on the scene: Rundown Studio.

Created by Lukas Hermann from Stagetimer.io and John Barker from Here to Record, Rundown Studio offers a cloud-based solution for collaborative planning, cueing, and directing shows and events. Users can create detailed rundowns for various types of broadcasts and events, customize their appearance with color coding and custom columns, and even sync and collaborate in real-time with their team.

The platform is equipped with features to automate and accurately track cue timings, minimizing manual inputs and errors. It allows for customization and integration with devices like teleprompters and tablets, enhancing the overall efficiency and ease of managing a run of show.

Rundown Studio is so easy to use that planners will find almost no learning curve, giving them a backstage pass into a side of their programs that most normally don’t see.

Join us in this episode as we explore Rundown Studio’s features and why we think it might be the best new tool of 2024.

In our latest podcast episode, Tess and I dive into the world of apps, steering clear of those overpriced, overly complex ones flooding the app stores. Instead, we’re spotlighting Joi’s latest innovation: the Joi event app.

Joi is seriously revolutionizing event planning and execution, making it feasible for even small gatherings to have an app. Traditionally, event apps were almost a luxury some, reserved for larger events or orgs with the budget to splurge due to their high costs. Joi is challenging the status quo by offering an affordable and easy solution that eliminates the need for printed materials. The app greatly simplifies how we share event information, schedules, and updates with attendees, making communication and engagement much smoother.

Through Joi, I’ve planners will find it incredibly easy to keep attendees informed with push notifications, welcome messages, and session reminders. It also supports creating various event apps customized for different groups, ensuring personalized programs and messages. The app has flexible access control, ranging from open access with QR codes or app names to more secure options like passwords or login requirements, addressing privacy and security concerns.

Thanks to Joi, managing events has become more streamlined, easy, and impactful, significantly enhancing the experience for both planners like us and the attendees we serve.

Learn More at Joi

Listen Now

Watch the Replay

Today, let’s chat about a topic that’s often overlooked but crucial in events: the importance of rehearsals, walk-throughs, or whatever you want to call them. Whether you’re a seasoned meeting planner, a PA who got thrown into the gig, or someone in HR who is tasked with organizing an event, this post is meant to make your life easier so that your speakers can shine. This is what ya gotta do so your attendees get the best experience possible.

The Power of Preparation: Why Rehearsals Matter

Ironing Out the Technicalities

Rehearsals are your best defense against technical mishaps and miscues. This is the time to test audio-visual equipment, lighting, and any other technical aspects of your event. It’s better to troubleshoot issues before the attendees arrive rather than scrambling to fix problems in real-time.

Timing is Everything

A rehearsal allows you to run through the entire schedule and ensure that each segment of your event is timed perfectly. This practice helps maintain a smooth flow, keep the event on track, and respect your attendees’ time. Even if you cannot do a minute-by-minute rehearsal, a quick run-through will let you know where the sticky parts are before anyone takes the stage.

Boosting Speaker Confidence

I speak at many industry events, and I HATE not being able to see the stage before I go on. For speakers or presenters, rehearsals are invaluable. They provide an opportunity to get comfortable with the stage, the equipment, and the setting. A confident speaker can make a massive difference in the impact of your message, especially if the speakers are not used to being under the lights.

Team Coordination

Events involve multiple players – from the AV crew to the caterers. Rehearsals allow everyone to understand their roles and how they fit into the larger picture. This coordination is critical to avoiding confusion during the actual event.

Enhancing the Attendee Experience

Your attendees’ experience should be as close to seamless as possible. Rehearsals help you anticipate and plan the attendees’ journey, from entering the venue to the final applause. A well-rehearsed event often means a more enjoyable and memorable experience for your attendees.

Making the Most of Your Rehearsal

Include Key Participants

Ensure that all crucial members of the event are part of the rehearsal. This includes speakers, AV crew, banquet staff, and even volunteers. I like to have as many of the stakeholders as possible just so they understand what went into making the conference or event happen.

Run Through the Entire Event

Don’t just focus on parts of the event; try to go through everything from start to finish. This practice helps identify any segment that might need more attention. Start at the registration desk, into the main session room, and even any meal functions. Look at everything from top to bottom.

Create a Rehearsal Schedule

Plan your rehearsal just as you would the actual event. This schedule keeps everyone on track and respects everyone’s time. If you don’t have time to do a minute-by-minute run-through, make the minutes you have match the actual schedule. For example, if your general session is 90 minutes but you only have 30 minutes to rehearse, shorten the segments accordingly. Most speakers don’t need to go word for word, they need to run through their presentation to ensure the slides are good and the videos play at the right time.

Gather Feedback

Use the rehearsal to get input from your team and participants. Fresh eyes often spot potential issues you have missed. Listen to everyone, and don’t discount anything. A person who has been a banquet captain for 20 years can tell you a lot about their service and how it might affect someone on stage.

Document Everything

Take notes during the rehearsal. These notes will be invaluable for making final adjustments before the doors open. If you are planning on recording or broadcasting the event, go ahead and let the camera run during the rehearsal; if something does go wrong, it can help in the post-event decompression.

A Couple of Final Thoughts

Remember, a successful event is not just about the day itself; it’s about the preparation that goes into it, and I can’t stress this enough. Rehearsals might seem like an additional load of crap in an already busy schedule, but they are the backbone of a successful event. By investing time in rehearsals, you’re setting yourself up for success, ensuring a smooth experience for everyone involved, and ultimately enhancing the impact of your event.

Discover Simplicity and Creativity in Video Editing – No Expertise Needed!

Event Marketers looking for something easy will love Clipchamp, a tool by Microsoft that effortlessly blends simplicity with professional-grade video editing. Let’s look at how this versatile platform can enhance your event storytelling.

Why Clipchamp is a Must for Every Event Marketer

1. Effortless Recording: With Clipchamp’s Camera and Screen Recorders, capturing event happenings, attendee interactions, or creating video explainers is just a click away – directly from your browser, desktop, or mobile app!
2. Templates & Stock Library: Dive into a vast collection of templates and high-quality stock footage. Whether it’s showcasing dynamic conference scenes or serene networking moments, these resources are designed to make your videos pop.
3. GIF Maker for Dynamic Content: Transform any video segment into an engaging GIF, perfect for social media teasers or email invitations.
4. Video Editing Made Easy: Trim, crop, and resize your videos for impactful storytelling. Clipchamp’s user-friendly tools ensure your videos fit perfectly across various platforms.
5. Green Screen Magic: Use the Green Screen feature to transport your viewers. Replace backgrounds, add thematic scenes, and add a layer of creativity and polish to your event videos.
6. Audio Controls: Enhance your videos with great sound. Split, remove or replace audio effortlessly, or add from a range of stock music and sound effects.
7. Text-to-Speech & Subtitles for Global Reach and Accessibility: Broaden your event’s appeal with flawless voiceovers in multiple languages and easy-to-follow subtitles.
8. Overlay Features: Layer videos, text, and images to create a rich, multi-dimensional visual experience.
9. Branding with Ease: The Brand Kit feature allows you to integrate your brand identity seamlessly into your videos, maintaining consistency across all event materials.
10. Affordable: Clipchamp has a robust free option and you can get all premium features for just over $100 per year.

Crafting Unforgettable Event Memories

Clipchamp is a beacon for creating captivating, inclusive, and branded content for your conference or event. Whether for live-stream highlights or post-event recaps, this tool lets you capture and share your event’s message beautifully.

Pro Tips for Maximizing Clipchamp

• Storyboarding: Pre-plan your video’s narrative to ensure a cohesive and engaging story.
• Engagement is Key: Keep your audience hooked with tasteful transitions and effects.
• Brand Alignment: Use your brand’s visual elements to create a consistent look and feel.
• Quality Over Quantity: Focus on crafting shorter, more powerful videos rather than lengthy ones.
• Collaborative Feedback: Utilize Clipchamp’s collaborative features for team input, ensuring a polished final product.

Your Event’s Story, Told Like Never Before

With Clipchamp, your event is a compelling story waiting to unfold. This tool empowers you to create videos that resonate deeply with your audience, leaving an indelible impression.

Step into the world of easy, creative video editing with Clipchamp, and let your next event be an unforgettable visual journey!

Get Clipchamp or check out Microsoft’s tutorial.

Columbus is jamming. It is a hidden gem in the heart of the Midwest that offers an array of unique experiences for meeting and conference planners. For most meeting and event planners, Columbus is blank, unknown, and unloved. Still, Columbus has a vibrant culture, top-notch facilities, and accessibility. Columbus is more than just a city – it’s a destination that promises to make any event unforgettable…

Why Choose Columbus for Your Next Conference or Meeting

1. State-of-the-Art Convention Center

• The Greater Columbus Convention Center (GCCC): At the forefront of Columbus’s appeal is the Greater Columbus Convention Center. Boasting over 1.8 million square feet of flexible space, the GCCC is designed to accommodate events of all sizes. From large-scale conferences to intimate meetings, its versatile facilities include expansive exhibit halls, elegant ballrooms, and numerous breakout rooms.
• Modern Amenities: The GCCC is equipped with the latest in technology and comfort. High-speed internet, advanced audio-visual capabilities, and a wide array of catering options ensure a seamless experience for planners and attendees.
• Sustainability: Emphasizing sustainability, the GCCC is committed to eco-friendly practices, making it an ideal choice for organizations mindful of their environmental impact.

2. Accessibility and Transportation

• John Glenn Columbus International Airport (CMH): Just a short drive from downtown, CMH offers numerous direct flights from major cities across the United States. Its efficient layout and top-rated customer service make arriving and departing from Columbus a breeze.
• Convenient Location: Columbus’s prime location within the Midwest is within a day’s drive of 50% of the U.S. population. This central positioning reduces travel times and costs for attendees, making it a convenient hub.
• Local Transportation: With a robust public transport system and a walkable downtown area, Columbus ensures ease of movement. The city also offers a range of rideshare services and taxis, providing flexibility for guests.

3. Diverse Accommodation Options

• Hotels and Lodging: Columbus offers diverse accommodation options, from luxury hotels to budget-friendly lodgings, all within a convenient distance of the GCCC. Many hotels offer special rates for conference attendees, making the city both affordable and welcoming.

4. Vibrant Local Scene

• Dining and Entertainment: Post-conference, attendees can explore Columbus’s rich culinary scene, which features everything from gourmet restaurants to unique food trucks. The city also boasts a lively arts and entertainment district, offering cultural experiences, shopping, and nightlife.
• Networking Opportunities: Columbus’s growing business community provides ample networking opportunities. It’s a city where industries such as technology, education, and healthcare intersect, making it ideal for fostering connections and collaborations.

5. Dedicated Support Services

• Expertise and Assistance: The Columbus Convention and Visitors Bureau offers comprehensive support to planners, from venue selection to promotional materials. Their expertise ensures that every aspect of the event is covered, making planning stress-free.

More than Just a City

Columbus, Ohio, is not just a location; it’s a destination where every conference or meeting can thrive. With its world-class facilities, easy accessibility, and vibrant local culture, Columbus is an ideal choice for your next event. Experience the charm and efficiency of Columbus – where every conference turns into an unforgettable experience.

I have a pretty forward-thinking client. She likes to be in the know about the latest innovations, trends, and research in the event world. With the support of her Executive Director, they love to produce the best event possible and are never, ever, afraid to try something new.

Just before COVID-19, they decided to mix things up a bit, and following the latest research (data is king), we remade the exhibit hall and some of the sessions (not all; you never want to overwhelm the attendees) and what happened was mind-blowing.

The attendees hated it. The feedback was nearly 100% unanimous. They wanted the old conference schedule back, and if possible, they would like all of the organizers dragged out into the town square where we would be drawn, quartered, and our heads would be placed on pikes outside of the hotel (ok, maybe that last part was a stretch).

In our debrief, we were all shocked. Everyone at the table thought that the execution was as close to flawless as you could make it. Hopes were high, and all of the ts were crossed, so what happened???

Well, attendees happened, that’s what.

Sometimes, in some industries, attendees just want to attend a conference. They want to participate in a session with four panelists and a moderator. They want a networking reception with two drink tickets from 5:00 pm – 7:30 pm. They want normal, safe, and their CEUs so they can get back to work, life, and everything that goes with it… they don’t want a mind-altering experience, and that is OK. It is. As meeting and event professionals, we need to understand this, stop clutching our pearls, and do what is in the best interest of the attendees.

Before we begin, I am going on record to say that I love non-traditional formats. I have learned much from people like Joan Eisenstodt, Adrian Segar, Jeff Hurt, and hundreds of others. This post is not meant to be an either/or statement. I am NOT saying this is the best way to create a conference, but it is how these attendees want it, and they are paying admission.

Planning a traditional conference, as opposed to one with all manner of mumbo-jumbo (what one attendee called it, love that guy), can offer several advantages crucial for particular objectives and audiences like our favorite attendees from above.

Here are some key reasons why I will defend organizations that want a traditional conference:

Structured and Curated Content: Traditional conferences usually have a well-defined agenda with expert speakers selected by the organizers. This ensures the content is relevant, thoroughly vetted, and meets the quality standards of the organizers.

Predictability and Familiarity: Attendees often want the predictability of traditional conferences. They know what to expect regarding format, which can be especially important for attendees seeking specific information, CEUs, or networking opportunities. Events like this are often more accessible for attendees who identify with an ISTJ personality type (introversion, sensing, thinking, and judging) because they like order in all things, making them more comfortable.

Structured Networking: Traditional conferences often provide well-structured opportunities for networking. Formal networking sessions, dinners, and other social events are designed to facilitate professional connections, which might be less effective in a more informal or virtual setting.

Focus and Less Distraction: The structured nature of traditional conferences allows attendees to focus on the content without the distractions that might come with more experimental formats. This can be particularly beneficial for learning complex information. YES, we understand that traditional formats are not the BEST way to teach and absorb knowledge, but because attendees have been conditioned this way for their entire lives, sometimes it is the way to go.

Accessibility and Inclusivity: Not all attendees may be comfortable or familiar with non-traditional conference styles. Traditional conferences can be more inclusive for people who prefer or require a more conventional format due to technological limitations or personal preferences. Let’s say an attendee has a hearing disability and requires listening assistance. Providing hearing loops in a traditional ballroom setup is much easier than out on a lawn or in a room full of bean bag chairs.

Technical Reliability: Traditional conferences rely on proven delivery methods, minimizing the risk of technical issues that can arise with virtual reality and other digital platforms. This ensures a smoother experience for both organizers and attendees.

Control over the Environment: Organizers have more control over the environment and logistics in a traditional conference, allowing them to manage the flow, timing, and overall experience more effectively, especially when staffing and budgets fall short of what is needed.

Brand Representation: For organizations with a more traditional brand image, a conventional conference style might align better with their corporate identity and audience expectations.

Cost-Effectiveness: One of the significant advantages of traditional conferences is their cost-effectiveness compared to other formats. Traditional conferences usually follow a well-established blueprint, allowing more efficient budgeting and resource allocation. The costs associated with cutting-edge technologies, rental furniture, and outside staffing can be substantial. Additionally, things like user-generated content can introduce unpredictability in terms of both quality and resources required, leading to increased costs for oversight, moderation, and integration into the conference framework. In contrast, traditional conferences leverage existing venues, standard audio-visual equipment, and conventional presentation methods, lowering overall expenses. This cost efficiency makes traditional conferences particularly appealing for organizations with limited budgets. Sometimes, daring costs more than you would think.

While non-traditional styles can offer exciting and innovative experiences, they might not always fit every audience or purpose. I will be the first to admit that “generally” attendees will have a better learning and networking experience when you create a more engaging program.

But, for many, traditional conferences provide a tried-and-true format that can effectively meet the needs of many organizers and attendees and it is time that we, as an industry, stop shaming people who plan these conferences.