For many event teams, their event tech stack can be a real challenge throughout the event build up. Content, registration, the mobile app, the website, badge scanning: they’re often all separate platforms that need to talk to each other.
Even those teams who opt for an ‘all-in-one’ solution, very rarely end up using one single tech provider.
Before you commit to adopting any new platform, you’ll need to map out exactly how they’ll connect. This checklist will help you get started, and help you ask the right questions before you sign and commit to any long term agreements.
Find out more about Lineup Ninja’s Integration partners .
Where do you actually need integrations?
- [ ] Content management (speakers, sessions, tracks)
- [ ] Event Registration (Exhibitor, sponsors, speakers and attendees)
- [ ] CRM
- [ ] Mobile app
- [ ] Event website and schedule builder
- [ ] Sponsor and exhibitor management
- [ ] Badge scanning
- [ ] Digital signage
Are your vendors actually ready to integrate?
- [ ] Do your providers already have a native working integration with each other?
- [ ] If not, does each provider offer an API?
- [ ] Is that API open (documented, accessible to anyone) or closed (restricted, requiring a partnership agreement)?
- [ ] Has any event team actually used the integration end to end, or is it still theoretical?
How often does data actually need to move?
Get specific here rather than assuming “in real time” covers it. For each connection, try filling in the blank:
When [a speaker is accepted / an attendee registers / a session is updated], [System A] needs to send [what information] to [System B], on a [real-time / hourly / daily] basis.
The clearer you are about this upfront, the fewer surprises you’ll get once the systems are live and talking to each other.
What’s your single source of truth?
- [ ] If two systems disagree, which one wins?
- [ ] What reports do you actually need to pull, and from where?
- [ ] Which system genuinely needs to handle the most data, most often?
How secure does it all need to be?
- [ ] What compliance requirements apply to your event (GDPR, industry-specific regulations, your own organisation’s policy)?
- [ ] Do your providers encrypt data in transit (SSL/TLS)?
- [ ] Do your providers encrypt data at rest?
- [ ] Who has access to the data once it’s moved, and can that access be limited or revoked?
Remember, the more separate systems you’re stitching together, the more of these questions you’ll need to answer, and the more can quietly go wrong between them. One of the reasons event teams move their content workstream onto Lineup Ninja is to take an entire category of integration headaches off the table: submissions, speaker management, agenda building, and even agenda web page and digital signage already live in one connected system, so there are less connections to worry about.
Mapping out your event tech stack?Book a Lineup Ninja demo and see what content management alongside your other preferred event and marketing tech partners.