Why an event app is indispensable for companies today

Find out how event apps help companies to organise events more efficiently, sustainably and interactively - digitally and smartly.

Andreas Beständig
5. June 2025
Events

Whether internal training courses, customer events or large conferences: Corporate events have changed massively in recent years. Participants today expect not only perfect organisation, but also interactivity, personal relevance and digital accessibility. This is exactly where event apps come in. They are not a gimmick, but a powerful tool that companies can use to strategically manage their events, plan smarter and create real added value for everyone involved. Instead of paperwork, email chaos and confusing processes, the app offers clarity, efficiency – and the decisive step forward in event digitalisation.

1 What is an event app?

An event app is a digital event solution for companies that provides all relevant information and functions relating to an event centrally on participants’ smartphones, tablets or desktops. From the agenda to interactive functions and networking opportunities – everything is bundled together in a user-friendly application.

Real-time agenda with changes
Speaker and exhibitor profiles
Interactive maps and room plans
Push notifications
Live polls and Q&A
Personalised agendas and favourites

These tools not only help participants to find their way around better, but also help organisers to record data in real time, automate processes and make the entire procedure more efficient. This turns a traditional corporate event into an app-based event organisation within the company.

2. The advantages of an event app for companies

Event apps can do far more than just provide information. They are operational control centres for smooth processes, interfaces for digital communication and valuable data sources. Companies benefit in many ways:

Increased efficiency

Planning, communication and updates take place centrally and in real time - this reduces e-mail traffic, paper consumption and manual coordination processes.
Error reduction

Changes to the agenda, room changes or new speakers can be communicated directly via the app - without losing any information.
Data-based event management

Event apps provide real-time analyses of participant behaviour, interests and feedback. This creates the basis for better decisions - even during the event.
Cost savings

The elimination of printing materials, reduced personnel resources and more efficient logistics can significantly reduce direct and indirect costs.
Scalability and reusability

Once developed, event apps can be customised and reused for subsequent events - saving time and budget.

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By using event apps, you not only save costs, but also improve the quality of experience for organizers and participants.

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3. Interactive functions for more participant loyalty

Participants no longer just come to passively consume content – they want to help shape it, ask questions, share opinions and get in touch with others. Event apps offer a wide range of opportunities to turn listeners into active co-creators:

Live voting and surveys

Participants' opinions can be recorded in real time and incorporated into sessions - this increases the relevance of the content and shows appreciation.
Q&A functions

Questions can be submitted digitally, evaluated and prioritised or answered live by speakers.
Chat and comment functions

Facilitate discussions during and after the sessions, also with speakers.
Gamification

Collect points, pass challenges, unlock badges - playful elements increase attention and participation.
Personalised content

Participants see exactly the sessions, topics and contacts that are relevant to them.

Participant loyalty with event apps does not happen by chance – it is the result of targeted functions that promote interaction and actively involve participants.

4. Event apps as a networking and lead tool

Networking is one of the main reasons why people attend professional events. However, it is often difficult for participants to find the right contacts, especially at larger events. This is where targeted attendee matching, smart suggestions and digital communication channels are needed. Event apps for lead generation also offer real added value for sales teams: they record relevant interactions, make potential leads visible and facilitate systematic follow-up after the event.

Participant profiles & balancing of interests

The app recognises potential synergies between participants based on interests, functions or company affiliation.
Contact at the touch of a button

Instead of exchanging business cards, participants can network directly - efficiently and in compliance with the GDPR.
In-app appointments

Conversations can be easily organised in advance or during the event via the app.
Lead generation for exhibitors

Through interactions with virtual stands, downloads or session participation, qualified leads can be captured and followed up later.
CRM integration

Relevant data can be seamlessly transferred to existing systems - for continuous contact management even after the event.

This creates real added value, especially in the B2B sector: less wastage, more efficient conversations and measurable results thanks to structured follow-up.

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5. Successful realization of hybrid & digital events

Whether completely virtual or as a hybrid format – event apps are the technological backbone of modern event concepts. They enable the seamless connection of online and on-site participants, offer consistent communication and ensure that no one is left out. It is therefore not surprising that an app for hybrid corporate events is a central point.

Live streaming and media integration

Content can be transmitted in real time or provided on demand - ideal for global reach.
Interaction across all channels

Chat, surveys and networking functions are available to both virtual and physical participants.
Synchronised agendas

Regardless of location, all participants receive the same information and can switch flexibly between sessions.
Platform independence

The app works on desktop, tablet and smartphone - without complicated technology or hurdles.

Hybrid events with Polario

Combine the best of virtual and live events to create endless potential for your own hybrid event!

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With such a solution, the organisation of digital or hybrid events becomes plannable, scalable and user-friendly – regardless of location, time or number of participants.

6. Sustainability through digital events

Sustainability is no longer just a PR issue – it is an economic success factor and part of modern corporate responsibility. The pressure to act in a resource-saving and environmentally conscious manner is also growing in the event industry. Event planning with digital event apps is a direct lever for making events more sustainable:

Dispensing with printed materials

Programmes, site plans and handouts are provided digitally - saving tonnes of paper.
Less travelling

Hybrid and digital event formats significantly reduce travel distances and air travel.
Efficient use of resources

Catering, room planning and the use of materials can be planned in line with demand thanks to real-time data.
Digital feedback and evaluation processes

Avoid paper questionnaires and enable faster analyses.

Companies that rely on digital event solutions thus make a measurable contribution to environmental protection – and strengthen their sustainable brand profile at the same time.

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Sustainable events with strategy

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7. Data protection & security for event apps

Trust is a key issue when it comes to digital tools – especially when it comes to personal data. A GDPR-compliant event app must therefore fulfil the highest data protection and IT security requirements:

GDPR compliance

Participant data is only collected, processed and stored with consent - transparently and legally compliant.
Individual consent management

Participants can specifically determine which data may be used for which purposes.
Encrypted communication

All data transfers are SSL-encrypted - both in the front end and in the back end.
Access management

Only authorised persons are granted access to sensitive data - with role-based authorisations.
Hosting in certified data centres

Ideally within the EU to fulfil the highest standards.

Conclusion

Event apps are no longer a trend of the future – they are a reality and a strategic must-have for every company that wants to organise events efficiently, interactively and sustainably. They eliminate organisational bottlenecks, increase engagement, reduce costs and make events measurably more successful.

Whether you want to digitalise internal training courses, organise international conferences or make customer events more interactive – with the right app, you can lay the foundations for events that not only inspire, but also have an impact.

Now is the right time to shape the digital transformation of your event strategy – professionally, securely and future-orientated.

Polario: Our solution for your events

With Polario, we provide an event app that combines all the requirements described above in a flexible, intuitive and powerful platform. Whether interactive features such as live voting, digital participant management, GDPR-compliant networking or hybrid event management – Polario supports companies in the realisation of efficient, data-supported and sustainable events. Our no-code platform allows customisation without the need for programming and is ready for immediate use. This means we not only make your events digital, but also future-proof.