Technological advancement affects every industry. Nothing is stagnant; there’s always a push for progress, for new developments. Meetings technology is a prime example: there’s a constant influx of new products and improvements to old ones. This is a fast-changing field, where planners often struggle to keep up. So, to make things easier, we’ve identified some of the latest advancements in meetings technology. Each of these developments provide means of making your event more unique and more effective.


Beacons are fixed transmitters that locate and interact with smart devices. They’re small devices, usually low-cost, and help smart phones to pinpoint locations. In a large meeting beacons can tell attendees where they are within the venue. What’s more, they can identify where others are as well. Beacons are also useful for tracking attendee movement, dwell time, and hot spots. If your event has stations or booths, beacons can tell you which station got the most interest. These transmitters are an asset to both event planners and event attendees.   BONUS:  Data can help identify what topics are of most interest to help marketing efforts later!

Second-Screen Technology

One effective way of engaging meeting attendees is through second-screen technology. This makes use of a guest’s mobile device to enhance their viewing experience. A presenter’s content, like slides, videos, notes, etc., can be viewed on a device real-time. Instead of having everyone watch a screen way up front, each guest can watch from a screen just inches away.  This can be especially helpful if the group is large as those farther from the screen now can see visuals easily on their smart device.


Given the success of the Fitbit and Apple Watch, wearables are attracting considerable attention.  Hospitals, for example, have been using technology to track movements of staff within patient rooms.  Meeting events have much to gain from this technology. Smart name badges, for example, could enable automated check-in and registration. Wearables could also receive GPS directions, serving as a beacon of sorts, to help navigating a meeting space. E-wallet transactions could replace credit cards, which are slower and less secure. Wearables could also receive conference alerts and exchange contact information.

Virtual Reality

It’s not just for video games anymore! Virtual reality software has many uses for large meeting events. Any time you want to show attendees something not immediately present, VR is an effective—and enjoyable!—means of doing so. Virtual reality software is often used to experience destinations in a 3D environment. The tourism industry, for example, uses VR tech as a sales tool. But this technology can show more than a picturesque sunset. Why not use it to showcase new products or equipment? Not only that, VR can be a great way to give attendees an experience, visualizing an activity.


Holoportation is a branch of virtual reality software that can have a particular benefit for meetings. This technology, developed by Microsoft, reconstructs high-quality 3D models of people. In other words, it makes 3D holograms. Like Star Wars. But it doesn’t just show you something recorded in the past—it also works live, in real-time. Those unable to attend a meeting in person could experience it as if they were really there. Simple live-streaming could be replaced by holoportation technology. While this equipment is still being refined, it is surely an exciting development for meetings technology.

For assistance in planning your next large meeting, contact Gavel International.