Event technology plays a vital role in shaping how events run from start to finish. It supports the experience behind the scenes and on the ground, helping you deliver smoother check-ins, smarter data collection, and better outcomes for attendees, exhibitors, and organizers alike. From the moment an attendee checks in to the moment they walk out with a badge, session scanning, or a lead connection, technology touches every part of the experience.

This guide gives event organizers a clear, practical overview of the most critical technologies they should be using onsite. It explains what each tool is for, why it matters, and how to use it effectively. Whether you're working with a lean team or a full production crew, these are the essentials you can count on to keep things running smoothly.

Core Onsite Technologies and What They’re For

Onsite Check-In Devices

Check-in is your first big moment. When done right, it feels seamless. When done wrong, it becomes a bottleneck that sets a frustrating tone for the day. Tablets or kiosks allow your team to check in guests with a quick scan or name search and move them forward efficiently.

Why it matters: Digital check-in eliminates paper lists, reduces human error, and helps you maintain accurate, real-time records. It also enables on-the-spot badge printing and analytics.

What to look for:

• Tablets or kiosks with responsive interfaces and long battery life
• A check-in app that supports scanning, searching, and editing attendee data
• QR code or barcode scanning, either through the device’s camera or an external scanner
• Offline mode capabilities
• Custom branding for a cohesive event experience
• Don't be afraid to adopt next-gen tech, such as facial recognition check-in systems. They're a delight to use and speed up the check-in process significantly. 

Live Badge Printing Systems

Badge printing is one of the most important parts of your onsite setup. It is where your attendee experience officially begins and where your brand becomes visible in a tangible way. The way you handle this process sets the tone for everything that follows.

Why it matters: On-demand badge printing lets you stay flexible. You can accommodate last-minute walk-ins, make on-the-spot updates, and avoid the stress of sorting pre-printed badges alphabetically. It also helps you avoid waste from no-shows and incorrect prints.

What to look for:

• Thermal badge printers that are fast, reliable, and do not require ink cartridges
• Reliable connectivity options such as USB or Wi-Fi
• Durable badge stock suited to your scanning needs
• A badge printing platform that connects with your registration data
• Real-time syncing so that attendee updates are reflected instantly

Badge Customization and Personalization

Badges are not just labels. They are functional tools and communication devices that serve both logistical and branding purposes. The right badge design can streamline attendee movement, facilitate networking, and even enhance security.

Why it matters: Customized badges help attendees understand access levels at a glance, encourage introductions by highlighting names and affiliations, and reinforce your event's visual identity. They can also carry scannable data for tracking or lead retrieval, making them an integral part of your tech ecosystem.

What to look for:

• Customizable templates that allow you to tailor layouts for different attendee types (e.g. speakers, VIPs, exhibitors)
• Clear and legible formatting for names, titles, and companies to aid networking
• Design elements like icons, ribbons, or colors that reflect access level or track
• Integration of QR codes, RFID chips, or NFC tags for scanning and session tracking
• Systems that allow real-time badge edits or reprints in case of last-minute changes
• Durable stock options that hold up throughout the event while maintaining visual quality

Attendee Tracking and Session Scanning

Tracking gives you visibility into attendee behavior. This includes session attendance, booth visits, and time spent in various zones.

Why it matters: Session tracking helps with room capacity, attendee flow, and engagement analytics. It also gives you insight into which sessions are drawing attention and where you might need to make live adjustments. It informs layout planning and marketing strategies.

What to look for:

• Scanning stations or mobile apps that read QR or RFID codes
• Passive tracking systems such as RFID or Bluetooth beacons that automatically log attendee movement without requiring manual scans

Lead Retrieval for Exhibitors and Sponsors

Lead retrieval tools help exhibitors capture contact info, qualify leads, and take notes during conversations.

Why it matters: For sponsors and exhibitors, leads are a primary measure of event ROI. Good tools help them track interactions and follow up more effectively.

What to look for:

• Mobile apps or handheld scanners for capturing badge data
• Tagging and qualification features
• Custom questions and notes fields
• CRM integrations or easy data export
• Real-time dashboards for lead tracking

Internet and Networking

Every device onsite depends on a stable connection. Internet is often the most underestimated piece of your tech stack.

Why it matters: If the network fails, check-in systems lag, printers stop syncing, and dashboards go dark. A good connection keeps everything running smoothly.

What to look for:

• A dedicated Wi-Fi network for staff and devices
• Reliable upload and download speeds
• Hardwired Ethernet connections for mission-critical areas
• Mobile hotspots or LTE routers for backup
• Venue network maps and IT contacts

Third-Party Integrations

Integrations allow your tools to share data and eliminate manual steps. This improves efficiency and data accuracy.

Why it matters: Without integrations, your team may have to copy and paste data between systems, increasing the risk of error and slowing things down.

What to look for:

• Native integrations with registration, mobile app, and CRM platforms
• Real-time syncing of data
• Webhooks or APIs for advanced setups
• Compatibility with analytics tools

Analytics and Reporting

Your event generates valuable data. Analytics help you understand what worked and where there’s room to improve.

Why it matters: From check-ins to session scans, every interaction is a potential data point. Post-event reports help you prove ROI, improve future events, and deliver value to stakeholders.

What to look for:

• Real-time dashboards during the event
• Post-event reports broken down by session, attendee type, or location
• Exportable formats like CSV, Excel, or PDF
• Tools for visualizing trends and performance

Sustainability and Smart Tech Choices

Sustainability is becoming a key focus in the events industry, and technology plays a big role in helping reduce environmental impact. According to recent 2025 industry data, over 78 percent of event professionals say sustainability is now a deciding factor in how they plan and source for their events. As more stakeholders and attendees expect greener practices, making thoughtful choices in your tech stack is both responsible and forward-thinking.

Why it matters: Events can be resource-heavy, especially when it comes to energy consumption, materials, and waste. The right tech choices can reduce your event's carbon footprint and signal to your audience that you're making an effort to do better.

What to consider:

• Use low-power devices like energy-efficient check-in and badging kiosks, printers, and routers
• Choose recyclable or compostable badge stock and avoid plastic where possible
• Limit unnecessary hardware duplication and rent rather than buy when feasible
• Optimize your network infrastructure to reduce overuse of power and bandwidth
• Select vendors and platforms with clear sustainability practices or green certifications

Sustainability is not about perfection. It's about making smarter, smaller decisions that add up. Choosing the right technology is a practical way to support greener events without sacrificing performance or experience.

2. Best Practices for Running Onsite Event Tech

Having the right technology in place is only part of the equation. How you prepare, deploy, and manage that technology on the ground is what truly defines success. This section offers practical, time-tested best practices to help you stay organized, prevent issues, and respond effectively when things don’t go as planned.

Breaking your planning into clear phases - before, during, and after the event - helps you cover all the bases and keep your team aligned from start to finish.

Pre-Event Preparation

• Confirm all hardware and software is ordered, delivered, and tested
• Coordinate with the venue for power, internet access, and setup times
• Assign clear tech roles to your team (check-in lead, printer monitor, network support)
• Fully charge all tablets, scanners, and mobile devices
• Test badge printers with sample data and designs
• Load and sync your attendee lists in your check-in system
• Conduct a full mock setup and dry run if possible

Event Day Execution

• Arrive early and give yourself time for a final setup check
• Power on all devices and confirm connectivity
• Run a final test print and test scan
• Monitor battery life and keep chargers or power banks available
• Keep extra badge stock, cables, and adapters nearby
• Have a paper backup list or offline check-in protocol ready
• Assign a dedicated troubleshooter who can respond to tech issues quickly

Post-Event Wrap-Up

• Shut down and pack equipment carefully, keeping rented gear separate
• Export and secure all data: check-ins, leads, session attendance
• Collect feedback from your team and vendors on what worked and what didn’t
• Review analytics and create a short summary report for internal or sponsor use
• Clean and inventory your hardware before storage or return

Conclusion

Great onsite event tech is not about having the most equipment or the flashiest tools. It's about using the right technology at the right time, and knowing how to prepare for it, manage it, and adapt on the fly. Whether you’re running a single-day summit or a multi-day expo, the key is in the planning and execution.

Use this guide as a foundation for your next event. Tailor it to your workflows, share it with your team, and refine it with each experience. When you're ready for additional support, templates, or tools to help you move faster and smarter, explore the resources available through fielddrive Academy.