Host City Americas: Digital Transformation of Major Event Planning

In the run-up to our presentation at the Host City Americas digital conference, we want to highlight the key themes we’ll be discussing on the day. The conference will take place on 30th June, and both our Director Simon Johnson, and our CEO Joe Cusdin are guest speakers.

Digital transformation is taking place across the major event planning sector, improving processes and efficiency across many facets - from project managemeent to operational planning. Spatial and geographical information is central to every aspect of major event planning, but it’s only within the last five years that the necessary digital tools have been made easily accessible to time-pressed organisers.

The last 18 months have been particularly difficult for the events industry, but we are back on the road to recovery with major events such as the Download Festival, Euro 2020 and the Tokyo 2020 Olympic and Paralympic Games leading the way.

Technology will help the industry come back much stronger than it was before. Gaps and overlaps will be easier to identify, costs will be reduced and the overall quality of events will be greatly improved once organisers consolidate all their plans in one place.

2026 World Cup
Host City America's comes at a time as the America's prepare to host a number of major events, including the 2026 World Cup and 2028 Olympics.

Analogue Vs Digital

Simon Johnson plays a pivotal role in the UK’s major events industry. As Chairman of the Rugby Football League and COO of England’s 2018 World Cup Bid, he has had to overcome many challenges when overseeing events and the bids that precede them.

After discovering the Iventis platform, Simon instantly understood the technology’s use in major event planning. During his presentation, Simon will explain which hurdles have made major event planning difficult before handing the stage to Joe.

Many of the issues Simon will run us through will be very familiar. They’re the same complaints that Joe encountered when working on major sporting events such as the London 2012 Olympics and the Baku 2015 European Games.

Inefficient planning of operations may be frustrating, but they led to Joe developing the idea for Iventis. Having shared these experiences, they want to ensure that Iventis leads the digital transformation that the industry is going through to make major event planning better, simpler and cheaper

Why Digital Transformation is Needed

Many major events share a common element; the organising committee is created from scratch and the teams working on them have never worked together before. In an ideal scenario, teams will have plenty of time to collaborate and put together a unified work process, but the timescales of major events makes that difficult. They have to have a shared mindset as soon as possible, and it can lead to costly mistakes if actions are taken in isolation.

In the planning and delivery stages, organisers are reliant on email chains, PowerPoints and Word documents to find the key piece of information they need to share with stakeholders. Pivotal data can be easily tracked and shared with Iventis.

It’s not just the timescale that poses a difficulty, but the sheer size of the workforce as well. Over the years of planning, the team is constantly growing so new team members have to be brought up to speed quickly. When you take into account the number of personnel needed to successfully run an event, making sure everyone is kept up to date with the latest plans is incredibly time consuming and difficult without effective technology.

Digital tools can be effectively used to unify teams at the earliest opportunity. In the planning and delivery stages, organisers are reliant on email chains, PowerPoints and Word documents to find the key piece of information they need to share with stakeholders. Pivotal data can be easily tracked and shared with Iventis.

A Greater Scope of Visibility

Without appropriate digital tools, cross functional communication channels rely heavily on meetings, presentations and regular status updates. However, as the event draws nearer and the team grows, this becomes an inefficient and ineffective way to manage and communicate changes.

The digital transformation we’re seeing across major event planning is greatly reducing the need to rely on emails, presentations, meetings and documents to share and update plans.

A shared platform means senior team leaders can look through the software themselves. All the data can be made available to the senior leaders and stakeholders with just a few touches of the screen.

2026 World Cup
Iventis aims to transform every aspect operational planning by bringing it together in an accessible tool.

Not only does this reduce the amount of costly meetings needed, the senior organisers don’t have to travel to the site to quickly identify gaps and new opportunities. And once areas have been identified, updates can be made and communicated instantaneously with the relevant parties.

Transfer of Knowledge

When a major event comes to a close, the organising committee aims to shut down as quickly as possible. They do not have an incentive to capture and transfer detailed planning information which could be invaluable for future event organisers. Even if they want to, because the data is uncontrolled and in many different formats, it would take weeks or months to collate in a meaningful way. If these detailed plans are captured digitally, it’s much easier to transfer it to the next event with minimal effort.

Teeams can have a strong starting point to plan their event following on from the success of previous teams, which in turn will save a valuable amount of time and greatly reduce costs.

For example, organisations such as FIFA, UEFA and the International Olympic Committee could reuse the information gathered from one event to provide a template, reference or important lessons from the last edition.

This is particularly useful to prevent new teams from having to start from scratch, especially if they’re unfamiliar with major events. They would already have a strong starting point to plan their event following on from the success of previous teams, which in turn will save a valuable amount of time and greatly reduce costs.

Join Iventis as we Discuss the Digital Transformation

Iventis is a powerful collaborative event planning and mapping tool which keeps all your spatial plans in one place. As major events come back to the forefront, we all need to ensure the sector comes back stronger.

We’re excited to be sharing our thoughts on the industry and how our software will help organisers going forward. Make sure to join us for the Host City Americas conference on 30th June to find out more:

Iventis present: Digital Transformation in Major Event planning at HOST City Americas on Wednesday 30 June 2021 at 10:20 EDT | 15:20 BST

Come along, it’s free to attend!

Like this article? Share it.