Awards aren’t just a side show — they’re one of the most powerful (and underused) tools in an organization's toolkit. In this episode, Tess and Keith pull up with their longtime friend and industry pro Cecilia Lavin from Evessio to talk about why awards deserve their own spotlight, how tech is transforming the process, and how AI, data, and creativity can turn recognition programs into engagement and revenue engines. It’s part strategy session, part candid chat between friends — and packed with insights you’ll want to use at your next event.
What We Talk About
A recent AI privacy kerfuffle saw some ChatGPT chats popping up in Google search results. Was it overblown? Sure—but it’s a great reminder that “share” doesn’t always mean “safe.”
In this episode, Keith and Tess break down what actually happened, why design and user education matter, and how event pros can protect their data when using AI tools, without killing the innovation buzz.
We Dive Into:
What the ChatGPT/Google indexing story got right (and wrong)
How shared links can linger on the internet forever
Why free AI tools often make you the product
The risks of custom AI models and prompt injection
A simple rule of thumb for keeping event data on “safer turf”
If you’re using AI for brainstorming, custom tools, or attendee communications, this is your friendly-but-firm reminder to check your settings before your strategy session becomes searchable.
Blended is back, baby—and it never should’ve left! In this episode, Tess and Keith get fired up (in the best way) about the return of hybrid events—er, blended audiences—and why now is the time for planners to get strategic, not nostalgic.
With international travel down, stricter border controls in place, and the U.S. becoming less accessible for global attendees, we're once again seeing the critical need for virtual options. But this time around, the tech is better, the audiences are smarter, and the excuses are tired.
Here’s what we dig into:
Plus, we share some of our go-to tools for supporting blended experiences (check the links below 👇), and why long-term planning matters more than ever in the face of event industry disruption.
Key Takeaway:
Blended isn’t a backup plan—it’s the new baseline. Whether it’s 80/20 in-person to virtual or vice versa, your event strategy should reflect reality: audiences need options.
Tools, Apps, and an Episode We Mention:
Have thoughts or want to be a guest?
Hit us up at tech@eventtechpullup.com or check out the guest application form on eventtechpullup.com.
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On this episode of The Event Tech Pull Up, we’re flipping the script! Normally, we’re all about the latest and greatest in event tech—from AI to apps and everything in between. But today, we’re taking a step back to explore something a little different: the power of non-tech strategies to make your event tech even better.
That’s right—sometimes, the best way to enhance your tech is to go old school. We’re diving into 10 non-tech ways to improve your event tech, and trust us, these strategies will transform the way you think about planning and executing your events.
Here’s what we cover:
✅ Strategic Implementation – Before investing in new tech, do your research and map out your event like tech doesn’t exist. Then, layer in the right tools to enhance (not complicate) your attendee experience.
✅ Human-Centered Design – Instead of assuming what your attendees need, ask them! Plan for an event that prioritizes accessibility, ease of use, and genuine engagement before you even think about tech solutions.
✅ Optimizing Physical Space – The right venue setup can make or break your tech experience. We shout out the Marriott Magnificent Mile for their attendee-friendly design that supports seamless tech integration.
✅ Analog Entertainment Alternatives – Networking doesn't always need an app! Bring in live music, old-school arcade games, or even a game night with Scrabble and Spades to create meaningful connections.
✅ Engagement Without Screens – Encourage real, face-to-face interactions through curated meetup spaces, affinity groups, or icebreakers that don’t require an app.
✅ Event Floor Management – Map out your entire event from registration to wrap-up without tech first. Think through contingencies—what would you do if the power went out?
✅ Contingency Planning – Have a backup for your backup. We share a story about a client’s website crash and how our secret backup plan in Airmeet saved the day!
✅ Training Your Staff – Your tech is only as good as the people using it. Make sure your team is fully trained on your event app, registration process, and troubleshooting common tech issues.
✅ On-Site Attendee Support – Sometimes, an FAQ in an app isn’t enough. Set up physical help desks where attendees can get quick answers from real people (or even leverage AI-driven live support).
✅ Post-Event Community Building – Keep the conversation going with non-tech methods like handwritten postcards, recorded messages to your future self, or online forums that extend engagement beyond the event.
💡 And of course, we couldn’t resist bringing it all back to tech. Because, well, we’re us.
Join us for this fun and insightful episode where we challenge our own tech-first instincts and explore ways to create better event experiences—sometimes, by stepping away from the screen.
🎧 Listen now on: Apple Podcasts | Spotify | Google Podcasts | Your Favorite Podcast Platform
📢 Find us online: EventTechPullUp.com
📩 Want us at your next event? Email us at tech@eventtechpullup.com
If you found value in this episode, be sure to subscribe, rate, and share with your fellow event pros! 🚀
In this episode of The Event Tech Pull Up, Tess and I dive into the Hub and Spoke method—a powerful framework for streamlining event planning and data management. Think of it as the command center or nerve center of your event, where one central hub connects all the spokes: files, links, logos, images, and more. It’s about creating a unified, accessible workspace that cuts down on the chaos and keeps your event running smoothly.
We explore some of the tools that bring the Hub and Spoke method to life, including favorites like Bublup, Tixio, Google Workspace, Notion, and even old-school Evernote. Each tool offers unique features like intuitive organization, color-coded folders, and visual previews, making it easier than ever to collaborate with your team and onboard stakeholders.
We also touch on the importance of integration and automation. Many of these platforms integrate seamlessly with others, reducing manual tasks and automating processes like file sharing or approvals. And for those of you working on the go, tools like Bubble Up have stunning mobile apps that keep everything accessible from your pocket.
If you’ve ever found yourself digging through emails to find that one exhibitor kit or chasing down proofs for name tags, this episode is for you. The Hub and Spoke method not only saves time but also enhances communication, transparency, and control—so you can spend less time hunting for files and more time enjoying a well-deserved glass of wine.
Thanks for tuning in, and don’t forget to subscribe to The Event Tech Pull Up wherever you get your podcasts. If you have questions, comments, or stories about your favorite event tech tools, hit us up on our website or social media channels. We’d love to hear from you!
In this episode of *The Event Tech Pull Up*, Tess and I dive into one of our favorite new tools—Google NotebookLM. This AI-powered assistant has quickly become a go-to tool for streamlining event planning and making smarter decisions. In this episode, we explore its capabilities, including analyzing uploaded notes, research, and feedback to suggest agenda topics, compare venues, and create content. It's like having an event planning assistant that reads everything and always has the answers.
We break down how NotebookLM transforms destination research, helping us narrow down venue options and refine choices based on specific criteria. It’s also a great for agenda planning, giving ideas for formats, filling scheduling gaps, and even incorporating attendee feedback for a more personalized experience.
From content creation—like writing speaker bios and social media posts—to attendee insights, logistics, and even real-time budget adjustments, NotebookLM proves to be an invaluable resource. One of the standout features? Its ability to instantly create post-event analysis and even recap podcasts from session transcripts.
If you’re curious about how AI is revolutionizing event tech, tune in as Tess and I share our favorite tips and real-world examples of using NotebookLM to elevate events.
On this week's episode of The Event Tech Pull Up, we dive into a topic close to our hearts... how to get event tech-savvy and stay ahead of the masses.
We know that learning to be tech-savvy can feel overwhelming, especially when you’re juggling all of the crap that goes into making your conference or event a success, but trust us—leveling up your tech game will not only make your work more efficient but also make you indispensable.
In this episode, we break it down with 10 actionable tips to boost your confidence and capability with event tech. From setting small, manageable goals to mastering tools like Cvent or experimenting with new gadgets, we cover the essentials. Plus, we share personal stories—like how YouTube saved one of us from calling a repair tech and why Tess swears by having dummy devices for testing attendee experiences.
We also discuss the importance of staying curious, exploring basic programming, and using tools like AI to learn new skills. And yes, we touch on topics like keyboard shortcuts, social media trends, and why email mastery is still a thing (even though Tess is ready to ditch it entirely).
If you're an event planner looking to future-proof your career, this episode is packed with tips, tricks, and a little tough love to get you started. So grab a coffee or a wine and join us as we explore what it takes to truly become event tech savvy.
Don’t forget to subscribe, rate, and share this episode with your fellow planners! Let’s make tech-savvy the new baseline.
This week on the Event Tech Pull Up, Tess and I had the absolute pleasure of sitting down with Dr. Alicia McKoy, the visionary founder and CEO of Peak Mind. Dr. McKoy shared her journey from experiencing burnout as a business owner to creating innovative tools that empower employees to manage stress and thrive in the workplace. From her expertise in VR, AR, and AI technologies to her commitment to improving workplace well-being, Dr. McKoy is truly transforming how we think about mental health in the meetings and events industry.
We dove into the challenges of stress in event planning—an industry notoriously ranked as one of the most stressful professions—and explored how Peak Mind’s tailored solutions can help both employees and attendees at events. Dr. McKoy also introduced us to the groundbreaking concepts behind her simulations and nudges that guide individuals toward healthier, happier lives during their workdays.
One highlight? Hearing about her work with CES’s Innovation for All initiative, where her company was one of only 10 globally selected to showcase diverse innovation in tech. It’s exciting to see Peak Mind making waves on such a prestigious platform.
If you’ve ever wondered how to create calmer, more supportive environments at events—for your team, attendees, or even yourself, this is an episode you won’t want to miss. Tune in to hear practical tips, inspiring stories, and a refreshing take on using technology for good.
As always, thanks for listening. Don’t forget to subscribe, leave us a rating, and share the episode with a friend. Interested in being a guest or bringing Tess and me to your next event? Visit us at the Event Tech Pull Up for all the details.
In this short, New Year's week episode of The Event Tech Pull Up, Tess helps us understand why a solid run of show is the backbone of any successful event. Think of it as the ultimate roadmap for your team—but what happens when that roadmap feels overwhelming? We share insights on why detailed instructions can sometimes intimidate less experienced team members and how empathy, clarity, and role-specific filters can transform your run of show into a tool everyone embraces.
Tess also recounts a recent event experience where a team member was thrown off by the sheer amount of detail in the instructions. From empathy-driven coaching to breaking down complex logistics into actionable steps, we explain how to overcome these challenges and help your team deliver with confidence. Whether you're a seasoned planner or managing a team new to detailed event logistics, this episode is packed with tips to help everyone feel like a pro.
In this episode of The Event Tech Pull Up, Tess and I dive headfirst into the looming "Event Tech Apocalypse." Yes, you heard that right—an extinction-level event is brewing in the world of event technology, and we’re here to unpack what it means for planners, vendors, and the entire ecosystem. From rapid consolidations to shocking bankruptcies and skyrocketing prices, the landscape is shifting faster than ever, and not always in a good way. We share firsthand insights into why innovation has stalled, how pricing models alienate small to mid-sized associations and organizations, and what happens when tech providers don’t adapt to the needs of their core customers. Spoiler: It’s not pretty.
We also explore how some organizations are bypassing traditional event tech entirely, using no-code solutions and bespoke systems to save money and stay agile. Is this a trend, a temporary workaround, or the future of event technology? We debate it all and leave you with actionable advice on future-proofing your tech stack before your go-to platform disappears. If you’ve ever wondered how to prepare for chaos in the tech world, this is the episode you don’t want to miss.
In this episode of The Event Tech Pull Up, we dive into the essential backbone of every successful event: the run of show. Keith and I share why this minute-by-minute guide is the ultimate tool for keeping your event on track, from AV coordination to speaker preparation, and everything in between. Whether you're dealing with last-minute changes or ensuring your audience experiences a seamless, polished production, a run of show can save the day—and your sanity. We even talk about how tools like Joi and Rundown Studio are game-changers for streamlining this process.
But it’s not just about logistics; we explore how a well-crafted run of show can empower your speakers, improve communication across teams, and elevate the overall professionalism of your event—even on a tight budget. Plus, we share some real-world examples of events that were saved (or sunk) by the presence—or absence—of this crucial document. If you’ve ever underestimated the power of a run of show, this episode might change your thinking! Tune in for practical tips, a bit of humor, and maybe even a karaoke-inspired moment or two!
In this episode, we look at the impact of private equity on event tech innovation. Private equity firms have poured resources into the event tech industry, scooping up major players like Cvent, Encore, and others. But at what cost? We share our thoughts on how this influx of capital can lead to consolidation, stifling the creativity and innovation that drive the industry forward. From the rise of one-size-fits-all platforms to the disappearance of niche tools, we reflect on whether the pursuit of profit leaves smaller, groundbreaking companies out in the cold.
But it’s not all doom and gloom, we also understand the opportunities private equity brings, such as scaling new, innovative, tools to serve a broader audience. Still, the question lingers: can private equity balance profitability with fostering innovation? Join us as we debate the pros and cons, and even throw in a Star Wars analogy (yes, the Death Star makes an appearance). Whether you’re cheering for the rebels or siding with the empire, this episode is a must-listen for anyone navigating the evolving event tech landscape.
In this episode of The Event Tech Pull Up, we’re diving headfirst into the trends everyone’s talking about (and some they really shouldn’t be) for 2025. From the so-called “rise” of hybrid events to the unstoppable influence of AI, we break down what’s genuinely transformative and what’s just fluff. We also tackle the sustainability buzz—are planners really prioritizing it, or is it just greenwashing on repeat?
We share our thoughts on the push for personalized attendee experiences, data-driven decision-making, and the importance of fostering community and networking. Of course, we’re not afraid to call out the BS when we see it—like the idea that events as tools or continuous innovation are “new” concepts. Spoiler alert: They’re not, and they never should have been treated like trends.
This episode is full of sharp takes, and plenty of laughs as we navigate what’s real and what’s noise in the 2025 event landscape. Join us as we separate the good, the bad, and the absolute BS of the year ahead!
In this episode of Event Tech Pull Up, Tess Vismale and Keith Johnston explore the complexities of managing an event tech stack, breaking down what it is and why it’s essential for seamless event execution. They cover the must-have tools in a planner’s tech toolbox, including event management platforms, registration systems, engagement software, and even presentation tools like PowerPoint and Google Slides. With real-world examples and a dash of humor, they discuss the challenges of integrating new technologies, ensuring accessibility, managing data security, and maintaining reliability. Whether you're building your tech stack from scratch or upgrading your tools, this episode is packed with insights to help you make smarter choices.
From addressing interoperability issues and cost control to emphasizing the importance of user experience and scalability, Tess and Keith offer practical advice for navigating the ever-evolving world of event technology. They share personal anecdotes about clients' tech challenges, the importance of evaluating existing tools, and how to avoid costly mistakes. Perfect for event planners looking to stay ahead in tech, this episode delivers actionable tips and a clear roadmap for optimizing your event tech stack.
In this episode of Event Tech Pull Up, Tess Vismale and Keith Johnston take a fun and practical dive into the essential items every meeting and event planner should have in their travel bag. Drawing from their years of experience in the events industry, they share a curated list of 12 must-haves, from a trusty USB-C hub and portable monitor to a sleek hydro bag and versatile gaff tape. Each item is discussed with humor and real-world examples, ensuring you know not just what to carry but why it matters. Whether it’s keeping your devices connected, staying hydrated, or tackling on-the-go challenges, Tess and Keith have you covered.
Tune in as they explore how these tools can make site inspections, events, and meetings seamless while sharing personal anecdotes and practical tips. They also discuss how planners can balance functionality with style and convenience—choosing the perfect water bottle, finding the right multi-tool, or staying germ-free with a stash of cleaning wipes. This episode is a lively mix of humor, insight, and indispensable advice for event pros always on the move. Don't forget to check the show notes for links to their recommended gear!
The products we mentioned during the episode:
USB C Hub
Anker 555 USB-C Hub (8-in-1), with 100W Power Delivery
https://amzn.to/3UXNpj8
Good Headphones
Beats Studio Pro
https://amzn.to/4eBZmSO
SHOKZ OpenRun Pro 2
https://amzn.to/4hUuzmY
Portable Webcam
Logitech Brio 101 Full HD 1080p Webcam
https://amzn.to/3ARGKQP
Good Water Bottle
Owala FreeSip Insulated Stainless Steel Water Bottle with Straw
https://amzn.to/3YSPf6d
Yeti Rambler 36 oz Bottle
https://amzn.to/3OhqQ5l
A Bag for the Water Bottle
Original HydroBag Handle Collection
https://amzn.to/40TAq5O
A Multitool
GERBER Dime Micro Tool
https://amzn.to/3YSPY7r
Sharpies
Sharpie Permanent Marker Variety Pack
https://amzn.to/40VxaH3
Silver Sharpie
https://amzn.to/4eCVQHB
Flashlight
Maglite Mini LED Flashlight
https://amzn.to/3OfI572
Gaff Tape
Amazon Basics No Residue, Non-Reflective Gaffers Tape
https://amzn.to/4fTo3eu
Portable Monitor
ARZOPA Portable Monitor, 15.6"
https://amzn.to/4fTojKu
Cheap Flash Drives
10-Pack Enfain 16GB USB 2.0 Swivel Flash Drives
https://amzn.to/3ARIHN9
Wipes
Lysol Disinfecting Wipes Bundle
https://amzn.to/4fxg0nS
The Honest Company Sanitizing Alcohol Wipes (Grapefruit)
https://amzn.to/4hTtk7v
In this episode, Tess Vismale and Keith Johnston examine whether WordPress remains the best choice for managing event and conference websites amid growing challenges. With changes in WordPress’s ecosystem and tensions with WP Engine, they discuss potential impacts on security and functionality for event planners. Tune in for expert insights on evaluating WordPress and exploring flexible alternatives like Squarespace and Wix to keep event websites agile and reliable.
In this episode of the Event Tech Pull Up, hosts Tess Vismale and Keith Johnston sit down with Seth Kenvin, the visionary Founder of There.app. They delve into how There.app revolutionizes on-site collaboration for event professionals, integrating live chat, file sharing, task tracking, and more into a single platform. Seth shares insights on the app’s focus on seamless teamwork, location-based features, and elevating event operations. Tune in to discover how There.app can streamline your event planning and execution, enhancing productivity and collaboration like never before.
✨ FIND THERE.APP ON THE WEB
↳ There.App | https://www.there.app/
In this episode of the podcast, Keith and Tess are talking rundowns, show flows, cue sheets, run of shows, event scripts, and production schedules. A million different names. Same thing. It is what keeps your live productions on track.
For the past 20 years or so, this has been the domain of Excel. And this is a problem because you email that excel file over and over as changes happen and the versions are sure to get out of sync and that can lead to some really bad things. We almost had a video launch at the wrong time because the video operator was using an old version of the sheet.
There is a better way. Enter Rundown Studio. The brainchild of Lukas Hermann of Stagetimer and John Barker of Here to Record. in the most simple terms, Rundown Studio is cloud-based software for collaborative show and event planning, cueing, and directing.
Keith has been using Rundown Studio for a few months now and it is quickly becoming one of his favorite tools for meeting and event professionals. Watch this episode as we take a dive into the software, get an overview, and learn how it is now easy to bring the entire event team together with one source of truth.
✨ FIND RUNDOWN STUDIO ON THE WEB
↳ Rundown Studio | https://rundownstudio.app/
✨ FIND STAGETIMER.IO ON THE WEB
↳ StageTimer.io | https://stagetimer.io/
✨ FIND THE EVENT TECH PULL UP ON THE WEB
↳ Event Tech Pull Up | https://eventtechpullup.com/
↳ Tess on LinkedIn | https://www.linkedin.com/in/tessvismale/
↳ Keith on LinkedIn | https://www.linkedin.com/in/keithgjohnston/
In this episode of the podcast, Keith and Tess are talking apps! Not those crazy expensive, feature-heavy behemoths currently clogging up the app stores, we are talking about Joi's latest feature... The Joi event app.
Joi is upending how event planners manage and execute events, making it accessible and practical even for smaller gatherings to have an app. Traditionally, event apps were deemed too expensive and were only considered for larger events. However, Joi upends this notion by offering a cost-effective and efficient solution that eliminates the need for printed programs or agendas. This app simplifies sharing event details, schedules, and updates with attendees, streamlining communication and engagement.
Joi facilitates easy communication with attendees via push notifications, welcome messages, and session reminders. It supports the creation of multiple event apps tailored to different attendee groups, allowing for customized programs and targeted messaging. Additionally, Joi provides flexible access control options, from open access via QR codes or app names to restricted access through passwords or login requirements, ensuring privacy and security as needed.
Joi’s ability to make evaluation forms more accessible and engaging encourages greater participation from attendees, thus providing valuable feedback and insights for event organizers. With Joi, event management becomes more streamlined, interactive, and effective.
✨ FIND JOI ON THE WEB
✨ FIND THE EVENT TECH PULL UP ON THE WEB
In today’s episode, we’re blending the worlds of tech, observation, and brand activation. To guide us through this intersection, we have with Ross Cooper, a Senior Integrated Strategist at Inspira Marketing Group. As many of you might know, Inspira isn’t just any marketing agency; they operate at the nexus of EQ (Emotional Intelligence) and IQ (Intellectual Quotient), crafting brand experiences that resonate both emotionally and intellectually with audiences.
While data-driven insights play a monumental role in event planning – guiding decisions from venue selection to attendee engagement – it’s the human touch, the ability to observe and understand attendees, that crafts unforgettable moments. Ross knows this balance all too well. Consider the simple act of observing reactions during a keynote or the dynamics of a networking session. Such nuances, when combined with structured feedback mechanisms like digital tools and platforms, offer a full spectrum of insights. Take, for instance, the enthusiasm attendees might show when engaging with local artisans – while data might suggest the logistical advantage, human observation captures the essence, the ‘why’ behind that preference.
Event planning isn’t just about numbers or isolated observations. It’s a harmonious ballet of empirical evidence and experiential intuition. And as Ross and the Inspira Marketing Group demonstrate, when you fuel that harmony with a deep understanding of EQ and IQ, events transition from mere gatherings to transformative brand activations. Have a listen as we delve deeper into this fascinating synergy with our amazing guest!
FIND ROSS and INSPIRA MARKETING ON THE WEB
↳ Ross Cooper on LinkedIn | https://www.linkedin.com/in/rosscooper/
↳ Inspira Marketing on the Web | https://inspiramarketing.com/