How to Choose the Right Trade Show Technology for Your Event

When planning a trade show or event, selecting the right technology is a pivotal decision. The right tools can streamline operations, engage attendees, empower exhibitors, and ultimately drive your event’s success. But with so many solutions available, how do you choose event technology that aligns with your goals? 

This guide breaks down key considerations when evaluating event management technology, providing actionable insights to help you make an informed decision. We'll also explore how Map Your Show (MYS) delivers solutions that address these needs, ensuring your event is a standout success. 

Content provided by Jason Stookey, VP of Business Development & Partnerships at Map Your Show.

Understanding Your Needs: Align Event Technology with People and Processes 

Evaluate Your Current Processes  

Before diving into technology options, take a step back to understand your current workflows. Effective event technology should enhance your existing processes, not force you to overhaul them. For example, if managing floor plans and exhibitor data is a pain point, solutions like MYS’s Floor Builder can streamline these tasks, allowing you to focus on strategic planning. 

Plan for Change Management  

Adopting new technology often involves a learning curve. Teams may resist change, which is why onboarding and continuous support are crucial. Look for a technology provider that prioritizes training and ensures your team feels confident and prepared. Map Your Show’s customer success team, for example, provides onboarding, onsite support, and additional resources tailored to your needs. 

Implement Iteratively  

Rather than tackling a complete overhaul, approach technology implementation in phases. Start with core features—like exhibitor resource tools or attendee engagement platforms—and scale as your team becomes comfortable. The MYS suite of products, such as Build Pro, Connect Pro, and Sell Pro, offers modular solutions that grow with your event. 

Ensuring Interoperability: Integrating Technology Seamlessly

Evaluate Compatibility  

Many events rely on multiple technology systems, from registration platforms to CRM tools. Ensuring these systems work together seamlessly is critical. For instance, MYS’s platform offers robust API integrations, enabling smooth data exchange with other systems to maintain efficiency and avoid data silos. 

Minimize System Complexity  

While it may be tempting to use separate systems for every function, fewer integrated solutions often result in better efficiency. Consolidating tools under a single provider, like Map Your Show’s unified trade show technology platform, can reduce compatibility challenges and streamline event operations. 

Budget Wisely: Balancing Cost with Value 

Understand Total Costs  

The cheapest solution isn’t always the best. It’s important to evaluate total costs, including setup, maintenance, support, and additional features. Map Your Show offers transparent pricing with flexible packages, such as Build Pro for floor plan design or Sell Pro for booth and sponsorship sales. These packages allow you to invest in the features you need most. 

Identify Revenue Opportunities  

Consider how the technology can directly contribute to your bottom line. For example, MYS’s Sell Pro not only simplifies booth sales but also helps organizers identify upsell opportunities, such as premium booth placements and sponsorship packages. By automating these processes, you can drive revenue while saving time. 

Automate to Reduce Errors  

Manual processes can lead to costly mistakes, whether it’s double-booked booths or incorrect exhibitor data. Automating processes with tools like MYS’s Floor Builder eliminates inefficiencies, reduces errors, and ensures a seamless experience for exhibitors and attendees alike. 

Evaluating Providers: Partnering with the Right Technology Vendor 

Look for Industry Expertise  

Choose a provider that understands the challenges of organizing trade shows and events. With decades of experience, Map Your Show has supported some of the world’s largest trade shows, providing solutions that deliver real results. 

Seek Proven Solutions  

Ask for case studies or testimonials that demonstrate a provider’s track record. MYS powers eight of the top ten trade shows in the U.S., a testament to our ability to deliver scalable, reliable technology that event organizers trust. 

Beware of AI Hype  

While artificial intelligence is a buzzword, not all AI solutions deliver meaningful value. MYS’s Sales Accelerator, however, uses AI in a practical, results-driven way—helping exhibitors identify and prioritize leads based on actual attendee behavior and company data. AI-powered email customization helps to craft the right message for exhibitors to reach the top leads from an event.  

Key Features to Look for in Event Technology 

When selecting trade show technology, focus on solutions that address your event’s core needs: 

Floor Plan Design and Management: Tools like MYS’s Floor Builder simplify the process of creating and managing your event layout, ensuring exhibitors and attendees have an optimal experience. 

Attendee Engagement: MYS’s Connect Pro helps attendees plan their visit with My Show Planner, while also allowing exhibitors to manage their listings and connect with attendees. 

Booth and Sponsorship Sales: With Sell Pro, organizers can streamline booth sales, upsell premium spaces, and generate new revenue streams through sponsorship opportunities. 

Lead Scoring and AI Integration: MYS’s Sales Accelerator leverages AI to provide exhibitors with ranked leads, company insights, and personalized follow-up messaging—maximizing ROI for exhibitors and organizers alike. 

Custom Mobile App: A branded app keeps attendees informed, engaged, and connected throughout your event, while providing monetization opportunities through ads and sponsorships. 

Conference Management: MYS’s Coordinate Pro simplifies session scheduling, speaker management, and communication, ensuring a smooth and professional experience. 

Bringing It All Together: Map Your Show’s Comprehensive Solutions 

Map Your Show offers a full suite of tools tailored to meet the unique needs of trade show organizers. Whether you’re looking to streamline floor plan management, boost exhibitor engagement, or drive sponsorship sales, MYS has a solution to help. 

Our platform provides everything you need to make your event a success, including options like Build Pro, Connect Pro, and Sell Pro, as well as add-ons like Sales Accelerator and Mobile App. Plus, our customer success team is here to support you every step of the way, ensuring smooth implementation and exceptional results. 

Ready to Elevate Your Event? 

Choosing the right trade show technology doesn’t have to be overwhelming. By focusing on your event’s needs, prioritizing connectivity, and partnering with a trusted provider like Map Your Show, you can simplify event management, increase engagement, and drive ROI. 

Want to learn more about how Map Your Show can support your next event? Contact our team or schedule a demo today.