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Tech Innovations Driving the Future of Meetings

By Jamie Bruce President, Teneo Hospitality Group | June 2025

The meetings and events landscape has been reshaped by a profound shift in recent years, with technology playing a leading role in how professionals are connecting, engaging and collaborating. This rapid expansion reflects the increasing reliance on digital solutions to streamline event planning and enhance attendee experiences.

From AI-driven matchmaking to touchless check-ins and interactive floor plans, innovations are making meetings more efficient, immersive, and data-driven. As the industry continues to embrace these advancements, here’s a closer look at 11 key technologies defining the future of meetings.

1. Touch-Free Check-Ins and Digital Credentials

The adoption of QR codes and smart badges has revolutionized event logistics by streamlining access and engagement. These tools allow for seamless, contactless check-ins, reducing wait times and minimizing physical touchpoints. Beyond entry management, smart badges equipped with NFC (Near Field Communication) or RFID (Radio Frequency Identification) enable real-time attendee tracking, allowing organizers to gather valuable data on movement patterns and session participation.

Additionally, the pandemic accelerated the need for touch-free event solutions, and digital credentials have since become a standard feature. Facial recognition, QR code scanning, and NFC-enabled digital passes allow attendees to check in without physical interaction, reducing congestion at entry points.

Example in Action: Platforms like Klik by Bizzabo offer smart badges that enhance networking by automatically exchanging digital business cards when attendees tap their badges together. This eliminates the need for paper business cards and provides organizers with insights into attendee interactions. The badges can also assist with granting or restricting access to certain areas based on credentials; for example, VIP lounges for speakers only or invite-only breakout sessions. Moreover, CLEAR’s Health Pass integrates biometric verification for secure and seamless check-ins at events, ensuring both safety and efficiency.

2. AI-Driven Matchmaking

AI in event planning is transforming how attendees network at events. AI-powered matchmaking platforms analyze attendee profiles, interests, and past behaviors to recommend the most relevant connections. This targeted approach maximizes the value of in-person interactions by ensuring attendees meet individuals who match their professional goals.

Example in Action: Grip is an AI-powered networking platform that uses machine learning to suggest relevant connections based on an attendee’s business profile, previous engagements, and stated interests. The system continuously learns and refines recommendations, enhancing matchmaking effectiveness over time.

3. Event Platforms and Interactivity

Event apps have become indispensable tools, offering a centralized hub for everything from agenda management to speaker engagement. The best mobile event apps for conferences and events allow attendees to build personalized schedules, receive real-time notifications, and even participate in live polls and Q&A sessions. Additionally, project management systems like Monday.com also allow for seamless planning with features like event timelines, task assignments, templates for repeat events, and consolidating feedback from various avenues.

To enhance interactivity, event interaction technology like digital social walls can also be utilized to display in-real-time posts from attendees, in turn creating a post-event photo album. Mobile headshot photo booths have also raised the bar, offering a variety of backdrop combinations and lighting to capture a new pro headshot while on-site.

Moreover, as hybrid events continue to evolve, hotels are investing in comprehensive hybrid event solutions that cater to both in-person and virtual attendees. These hybrid event solution offerings include high-quality streaming services, interactive Q&A tools, and on-demand content libraries to ensure engagement across all audience types.

Example in Action: Vario Productions provides a cost-effective event app solution that includes customizable schedules, real-time updates, and attendee networking features. Such platforms ensure that attendees remain informed and engaged throughout an event while also cutting down on the amount of printed assets needed.

Additionally, platforms like Stream Alive support in fostering in-real-time collaboration by allowing virtual attendees via Zoom to create word clouds, participate in live polls, share insights, and more to enhance the overall event experience.

4. Cashless Transactions and Smart Wristbands

Cashless payment systems are becoming the norm at events, with smart wristbands and mobile payment integrations enabling quick, hassle-free transactions. Attendees can purchase food, beverages, and merchandise with a simple tap, eliminating the need for cash or credit cards.

Example in Action: RFID wristbands used at large-scale events (even festivals like Coachella!) allow attendees to load funds onto their wristbands and make purchases seamlessly. This same technology is now being adopted at corporate events and conferences to enhance convenience and spending efficiency. For example, El Conquistador Resort in Puerto Rico uses wristbands in place of key cards to simplify access to guest rooms, on-site purchases, and more.

5. Dedicated Internet for Programs

Reliable internet connectivity is crucial for the success of hybrid and in-person meetings. Prioritizing dedicated bandwidth for key presentations ensures that live streams run smoothly and remote participants can engage without interruptions.

Example in Action: Event organizers are increasingly investing in dedicated Wi-Fi networks separate from general attendee usage to avoid connectivity issues during keynote speeches and panel discussions. For example, Vario Productions not only helps with tech recommendations but also provides valuable support in negotiating with hotels or preferred partners. They speak the “tech language” that helps ensure that AV contracts are clear and comprehensive, covering all technical requirements, including dedicated internet for programs.

6. Budget-Friendly Tech Solutions

For event planners operating on tight budgets, leveraging cost-effective technology solutions can make a significant difference. Online ticketing platforms, QR codes, and digital signage eliminate the need for printed materials, reducing costs while improving efficiency. Event apps can also replace printed programs while providing attendees with a more seamless and up-to-date experience.

Example in Action: Platforms like Eventbrite and Cvent offer budget-friendly ticketing solutions that integrate with event management software, streamlining registration and check-in processes.

7. Interactive Site Visits & Floor Plans

Interactive technology for events is transforming the way planners explore and evaluate event spaces. Advanced tools now offer interactive site visits, detailed floor plans, and precise space measurements, empowering planners to make informed decisions without stepping foot onsite. Interactive floor plans allow organizers and attendees to visualize venue layouts in advance, facilitating better planning and navigation. These digital maps help exhibitors select booth locations, guide attendees to key areas, and reduce the need for printed materials.

Example in Action: Visiting Media’s TrueTour™ redefines venue visualization, offering an immersive digital experience that brings event spaces to life. Many of Teneo’s hotel members leverage this powerful tool, which seamlessly integrates photos, videos, 360° virtual tours, and precise space measurements. Planners can explore venues remotely, visualize layouts, and customize floor plans in real time—streamlining decisions, minimizing site visits, and saving valuable time.

8. Augmented Reality (AR) and Virtual Reality (VR)

AR and virtual reality for conferences are introducing immersive experiences into meetings, from virtual venue walkthroughs that allow planners and attendees to explore spaces remotely before booking to interactive product demos that bring products to life in ways traditional displays cannot. These technologies are particularly useful for hybrid events, enabling remote attendees to engage in a way that feels nearly as real as being there in person.

Many hotels are integrating virtual event platforms into their offerings, enabling fully immersive remote experiences. The best virtual event platform options provide seamless video streaming, interactive networking lounges, and AI-powered matchmaking. For planners seeking top virtual event platforms, features like customizable 3D environments and multi-device accessibility are key factors in ensuring a successful virtual or hybrid experience.

Example in Action: Platforms like Spatial allow remote attendees to interact in virtual 3D spaces, fostering engagement beyond traditional video conferencing. Some events even use holograms to beam in remote speakers, or AR- and VR-powered virtual booths to showcase products interactively without transporting physical inventory.

9. AI-Powered Chatbots

Chatbots powered by AI provide instant support to attendees, answering frequently asked questions, guiding them through schedules, and assisting with event navigation. This automation reduces the need for on-site staff while enhancing attendee satisfaction as they can assist with handling multilingual translations, real-time updates, suggest relevant connections or even scheduling meetings between attendees.

Example in Action: Drift’s AI chatbots integrate with event websites and apps to provide real-time assistance, helping attendees find information quickly. AI-driven event planning technology is transforming how planners coordinate logistics, streamline communication, and personalize the attendee experience. From automated registration systems to predictive analytics, these tools enhance efficiency and decision-making.

10. Data Analytics and Insights

The ability to collect and analyze data in real time is one of the most powerful advantages of modern event technology. Event organizers can track attendee engagement, measure session popularity, and gather feedback instantly, allowing for data-driven improvements in future events.

Some of the tools mentioned earlier – including RFID-enabled smart badges, event apps, and AI-powered analytics platforms – allow planners to monitor metrics while heat mapping technology can reveal high-traffic areas in the venue, helping organizers optimize layouts and signage placement.

Example in Action: Event management software like Bizzabo and Swapcard provide deep analytics on attendee behavior, helping planners refine their strategies and maximize ROI. Cvent and EventMobi can also assist with identifying trends in real time and adjusting programming dynamically – like extending a popular session or sending push notifications for panels with lower expected attendance.

11. Branded Experiences Through Technology

Innovations in meeting room technology are transforming how hotels deliver customized branding opportunities, allowing planners to create immersive, memorable experiences for their attendees.

Example in Action: At Paséa Hotel & Spa, groups can be welcomed with personalized digital messages displayed on the property’s multi-story exterior billboard, offering a bold first impression. Meanwhile, Caribe Royale Orlando elevates the experience with digital displays throughout their new meeting spaces, showcasing agendas, wayfinding, and sponsor branding in real-time. For an unforgettable branded experience, planners can book Caribe’s Stadium Club, a high-energy space combining nightclub vibes with immersive entertainment. Guests can enjoy interactive sports simulators, vibrant bar scenes, and dedicated service—perfect for kicking off events with a memorable “wow” factor.

The Future of Meetings is Here

As technology continues to evolve, the future of meetings and events will become more dynamic, efficient, and personalized. From AI-driven networking to immersive AR experiences, these innovations are setting new standards for how professionals connect and collaborate.

For meeting planners, embracing these advancements isn’t just about staying ahead of the curve – it’s about creating meaningful experiences that drive engagement, foster connections, and deliver tangible value to attendees.

Partnering with trusted industry advisors can make navigating these innovations easier. By connecting planners with venues and production partners that align with their goals and offer the latest solutions, meeting experts like Teneo Hospitality Group, help ensure events are equipped with the right tools for success. With thoughtful guidance and strategic partnerships, planners can confidently embrace technology to elevate their events and deliver lasting impact.

Mr. Bruce

Jamie Bruce serves as the President of Teneo Hospitality Group, where he oversees the organization's strategic direction and drives key growth initiatives. Teneo Hospitality Group specializes in connecting meeting professionals with over 350 independent and iconic branded lifestyle and luxury hotels worldwide. Teneo's impressive portfolio includes renowned properties like The Venetian Resort Las Vegas, Fontainebleau Miami Beach, and the 1 Hotels brand. Since joining Teneo as Senior Vice President, Mr. Bruce has been an integral part of the leadership team focusing on strategic clarity and a collaborative approach. He has played a pivotal role in enhancing services and elevating performance across sales, marketing, and client relationships. In December 2024, he was promoted to President, where his leadership continues to shape Teneo's future and expand its reach in the hospitality industry. As an accomplished hospitality executive for over 35 years, his expertise in sales, marketing, and commercial strategy, along with his deep understanding of luxury independent hotels and resorts, will be a tremendous asset to Teneo's member hotels and clients. Prior to joining Teneo, Mr. Bruce was Vice President with Tavistock Development Company, heading up Tavistock Hotel Collection and the hotel operations division portfolio of eight operating assets and new hotel development projects.

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If you choose to purchase a subscription, member subscription payments can be made in U.S. Dollars, as well as a variety of international currencies. Membership terms are Annual Recurring, and Monthly Recurring. The Annual Recurring subscription is an annual commitment and subscribers will be charged each consecutive billing cycle. Annual Recurring subscriptions can be cancelled after the first billing cycle and within 30-days of the billing date for a full refund. Monthly Recurring subscriptions are ongoing and subscribers will be charged each consecutive monthly billing cycle. Monthly Recurring subscriptions can be cancelled after the first month and within 7 days of the monthly billing cycle for a full refund.

12. PAYMENT AUTHORIZATION

Payment for the services provided to you in, at, through or in association with HotelExecutive may be made by automatic credit card, debit card, direct debit, bankwire or Paypal and other approved payment means offered in, at, through or in association with HotelExecutive, and you hereby authorize HotelExecutive and its agents to transact such payments on your behalf.

You hereby authorize HotelExecutive's Internet Payment Service Provider to charge your credit card to pay for your membership to HotelExecutive. You further authorize HotelExecutive's Internet Payment Service Provider to charge your credit card for any and all purchases of products, services in association with HotelExecutive. You agree to be personally liable for all charges incurred by you in association with your access or other use of any content provided by HotelExecutive or any third party in association with HotelExecutive. You acknowledge and agree that your liability for all such charges shall continue after termination of your access or any type of membership arrangement with HotelExecutive.

In the event that you have chosen to have your membership automatically rebilled, unless and until you notify HotelExecutive that you wish to cancel or terminate your membership to HotelExecutive, you hereby agree and authorize HotelExecutive's Internet Payment Service Provider to automatically renew your membership to HotelExecutive on a continuing basis and to charge your credit card (or other payment means you have selected) to pay for the ongoing cost of your membership. You hereby further authorize HotelExecutive's Internet Payment Service Provider to charge your credit card (or other approved payment means you have selected) for any and all purchases of products, services and entertainment provided to in, at, through or in association with HotelExecutive.

13. PRIVACY POLICY

The following is the Privacy Policy for HotelExecutive

We can be reached via telephone, email, or online at our contact page. When you visit our site we do not log any information regarding your domain or email address. Information Sharing: We do not share user information with any third parties other than via press release distribution as described below.

Hotel Newswire is a newswire service that distributes press releases on behalf of our users. If you decide to submit a press release for distribution through our system we will transmit your entire press release including any personal information therein contained to our media contacts and online distribution points including search engines. This is the only redistribution of your information that we engage in. Your submission of press releases through our system indicates consent with this policy. The information we collect during your registration process is used to notify users about updates to our service and inform users of any special events hosted by Hotel Newswire. This information is not shared with other organizations for commercial or non-commercial purposes.

Cookies: Our system requires the use of cookies to enable the user to log back into our website to access information from the newswire, without having to log in each time using the required username and password.

If you do not want to receive email from us in the future, please let us know by following instructions included in our communication with you. Users who supply us with telephone numbers online may receive telephone contact from us regarding their account, or informing them of new products and services available on the HotelExecutive website. If you do not wish to receive such telephone calls, please edit your account and remove your phone number from your account profile. This can be done from your user account menu.

Ad Servers: We do not partner with or have any relationship with any ad server companies. From time to time, we may use customer information for new uses not previously disclosed in our privacy notice. If our information practices change at any time, we will post the policy changes to our website to notify you of these changes and provide you with the ability to opt out of these new uses. If you are concerned about how your information is used, you should check back at our website periodically.

Upon request we provide site visitors with access to all information (including proprietary information) that we maintain about them. Users can access this information by logging in to their account.

Security: We always use industry-standard encryption technologies while transferring and receiving user data exchanged with our site. We have appropriate security measures in place in our physical facilities to protect against the loss, misuse, or alteration of information that we have collected from you on our site. We do not store credit card information in our systems.

If you feel that this site is not following its stated information policy, you may contact us.

Carrie Trimble
Jeremy Sadler
Kirk Pederson
Jennifer Driscoll
Theresa Hajko
Justin Taillon
Nicholas Tsabourakis
Arte Nathan
Robert O'Halloran
Merrick Dresnin
Patric Yumul
Julie Cheetham
Kalene Griffith
Scott Bent
Coming up in March 1970...