A successful event is a well-planned event, and nothing helps planning more than a good map.

This guide features three sections:

  1. The Basics of Event Mapping Software
  2. How to Use Event Mapping to Grow Event Revenue
  3. Why we think EventHub’s maps are best-in-class 

No fluff, just the crucial insights you need to leverage mapping technology for better events.

The Basics of Event Mapping Software will cover:

  • How to maximize venue potential with an editable map 
  • The flexibility provided by real-time layout editing
  • How to boost attendee engagement and safety with interactive maps

Grow Event Revenue with Event Mapping will provide an overview of how to:

  • Highlight premium space for sponsors
  • Create urgency with inventory scarcity
  • Enhance exhibitor visibility and engagement with digital features

How EventHub’s Interactive Mapping Differentiates Itself and unlocks more value with:

  • Hand-build maps and guidance by a team veteran event producers 
  • The reason to-scale mapping is essential for modern event planning and production professional,
  • Vendor Selection process

Event Mapping Software: The Basics

Event mapping software simplifies how you plan and visualize events. Here’s how it works in three phases:

1.) Event Layout and Space Utilization: 

Event mapping software offers a digital representation of your venue, enabling you to map out booths, sponsor areas, and attendee spaces, facilitating a more strategic and informed planning process. Many event organizers using event mapping software for the first time quickly recognize its value in visualizing space utilization, leading to improved layouts for logistics, attendee flow, as well as sponsor experience and engagement.

Imagine a main stage placed at the far-end of a venue. With event mapping software, an organizer could test and visualize  moving a stage to a more central location and realize that it will significantly improve traffic distribution. Such adjustments not only enhance attendee mobility but also increase sponsor visibility by placing them along main pathways. This approach demonstrates how event mapping software allows for more informed decision-making, leading to smoother events and happier attendees and sponsors.

2.) Real-Time Layout Editing:

Event mapping software allows an event organizer to modify layouts in response to evolving requirements, which in turn makes the event plan more precise and flexible. This flexibility can empower event organizers to accommodate sponsor requests and changes, for instance.

Editing after you’ve created your initial layout is a powerful tool – how often does your first plan stay the same all the way through? Real-time editing streamlines inclusion and modification of details such as attendee pathways and sponsor locations. In event planning, details matter. An extra 6 inches in a booth space that were unaccounted for may cause some real headaches – precise interactive editing enables the savvy event planner to solve the problems in advance. (Pro tip: read on for more on this in the advanced section)

3.) Interactive Maps for Improved User Experience: 

A feature not shared by every event mapping software tool, but certainly by the best of them, is interaction with the map and its content. An interactive map not only simplifies navigation for attendees, ensuring they spend less time searching and more time enjoying, but also streamlines setup for vendors, guaranteeing they’re located in spots that meet their operational requirements.

Consider a large food festival, where variety ranges from gourmet burgers to artisanal vegan dishes, organizers use an interactive map to benefit attendees and sponsors. They could allow attendees to filter for specific food preferences, like gluten-free or vegetarian options, instantly highlighting stalls that cater to their dietary preferences. The food vendors could benefit from this interactive map by being able to select booth spaces equipped with necessary utilities like water or power, based on their cooking needs. 

Grow Revenue with Event Mapping Software – Features To Look For

1.) Highlight Premium Space for Sponsors

By utilizing event mapping software, organizers can highlight premium spaces within the event layout, making them more attractive to potential sponsors and high-spending exhibitors. This strategic allocation not only allows for higher pricing of these prime locations but also enhances the perceived value of participating in the event.

2.) Create Urgency with Inventory Scarcity

The dynamic nature of interactive event maps can also be used to create a sense of urgency among potential sponsors by visually displaying the scarcity of remaining inventory. This real-time update feature encourages quicker decision-making and commitments from exhibitors, capitalizing on the fear of missing out on the best locations.

3.) Enhance Exhibitor Visibility and Engagement Through Digital Features

Further enhancing the value proposition for sponsors and exhibitors, event mapping software enables the creation of digital pop-out profiles and a comprehensive partner directory. These digital enhancements serve multiple purposes: they provide additional exposure for partners, facilitate direct engagement with attendees, and drive traffic to their physical or digital footprints. By offering these features, organizers can create a more interconnected and engaging event ecosystem, encouraging attendees to explore and interact with exhibitors in depth.

Incorporating these strategies into the event planning process not only maximizes revenue potential but also elevates the overall event experience for both partners and attendees. By effectively using event mapping software to showcase premium spaces, create urgency, and offer value-added digital enhancements, organizers can set their events apart in a crowded market.

EventHub’s Interactive Mapping – The Features that Make the Difference 

There are many event mapping tools out there, with varying feature sets. Each allow an event organizer to capture some of the value discussed above. An Event Organizer that uses EventHub’s interactive maps, however, would be able to unlock all of the above value. 

EventHub’s combination of expert guidance, to-scale editing, and  comprehensive feature set unlocks additional value not discussed in this guide,  the following key differentiators:  has many more features besides the ones discussed in this guide

EventHub’s Interactive Maps differentiates itself from the many event mapping software solutions, however, with the following fundamental features:

1.) Built for you, by EventHub. Then you take control.

EventHub’s team works for the event organizer to take away the initial complexity of building a map from scratch, by creating a custom, to-scale digital map of an event space. EventHub’s team is staffed by experienced event producers who have run many successful events. They even help set and establish industry best practices for mapping. Choosing EventHub means an event organizer gets to leverage their expertise, because not only will EventHub set up your map, but they can provide insight and suggestions for refining an event layout, provide suggestions or tips what interactive legends might be best for an event, and more.

After the initial setup, event organizers gain control with the EventHub’s live, to-scale editor. They can make adjustments, big or small, to ensuring the map updates as their event plans develop. This combination of expert setup and flexible editing ensures a streamlined and optimized approach to achieve an accurate, maximally helpful map for an event.

2.) To-Scale Editing – what it is and why it matters

EventHub’s Interactive mapping features to-scale mapping. Many other mapping softwares are really just image-based, but EventHub’s tools are built to understand and use real-world dimensions. This ensures that every element on an EventHub map layout accurately represents real-world measurements.  This precision is crucial for both planning and execution, as it allows for the meticulous arrangement of booths, stages, and other structures, guaranteeing that space is utilized efficiently and effectively.

With to-scale editing, event organizers can make informed decisions about layout designs, avoiding common pitfalls such as overcrowding or underutilization of space. This accuracy not only aids in logistical and safety planning but also enhances the overall attendee experience by ensuring a smooth flow throughout the event.

3.) Sponsor Preference Setting & Selection Tools

Event managers and sponsors need to stay on the same page. With the EventHub booth preference selection feature, vendors and sponsors can pick their preferred locations and event managers can approve, modify and rearrange as needed behind the scenes. This feature keeps event managers and sponsors on the same page (quite literally).

Sponsor preference selection boosts autonomy and efficiency of the sponsor registration and confirmation process, while still keeping the control in the event planners’ hands. No more endless emails back and forth or updating PDFs with the latest booth assignments – vendors and sponsors can request and directly see where their booth or activation will be.


How to Get Started with Event Mapping Software

Event mapping software provides clear value to the point of being all but essential to modern event execution – so how do you get started? 

Reach out to EventHub’s experienced event producer team – they are ready to show you how EventHub’s interactive maps will unlock so much value for a modern event – request a demo today:

Get Mapping Demo