Today, we’re opening up our event preparedness bags to show you exactly what’s inside. And there are some surprising finds!
When you’re organizing an event, the real magic happens when the logistics become invisible and your guests can fully focus on the experience. When they can arrive, park, check in, and buy a drink without ever waiting in line…you’ll know you’ve succeeded.
Achieving that crowd flow requires more than just great staff. You need a technology stack that can handle it all. Whatever type of event you’re planning, here are 6 essential tech items you’ll need to keep things running smoothly.
1. Mobile Phones
These aren’t for communication; they are your key to shorter lines and smoother crowd flow.
While some platforms require expensive, clunky proprietary scanners, most modern events are switching over to mobile technology that allows you to scan ticketing using your mobile phone. With Passage, for example, your team can turn any Android (8.0+) or iOS (13+) device into a lightning-fast entry tool, scanning tickets in 0.25 seconds flat.
This point-and-go efficiency is a game-changer for high-capacity events. Instead of fumbling with specialized hardware or waiting for a laser to catch a barcode, your staff can simply tap their own phones and keep the line moving. It’s cost-effective, requires zero learning curve for your volunteers, and ensures that stress stays at an absolute minimum.
Event Impact: ⭐⭐⭐⭐⭐
Average Cost: 💰
2. Portable Power Stations
Your tech is only as good as its battery life. Between high screen brightness and constant bluetooth/wifi usage, tablets and phones can drain quickly. Instead of running precarious extension cords across walkways, utilize high-capacity portable power stations at your check-in booths and concessions. Keeping your mobile box office powered up ensures you never have to pause sales to find an outlet.
PRO TIP: Don't forget the charging cables! Your power banks will only work if you can connect them to your mobile devices.
Event Impact: ⭐⭐⭐
Average Cost: 💰💰💰
3. Walkie-Talkies or Nationwide Push-to-Talk Radios
In an emergency or a sudden crowd surge, instant, crystal-clear communication between security, medical, and the box office is non-negotiable.
While old-school walkie-talkies are great for short distances, modern event organizers are moving toward LTE/Satellite-based PTT devices. These allow your team to communicate across massive festival grounds or even between different venues in a city without the static or "dead zones" of traditional radio frequencies.
Event Impact: ⭐⭐⭐⭐⭐
Average Cost: 💰💰💰
4. Dedicated Wifi Hotspots or Signal Boosters
Nothing kills an event’s momentum faster than a signal dead zone. If your scanners can’t reach the cloud or your credit card readers can’t authorize a payment, your lines will back up instantly. Relying on venue wifi or local cell towers can be risky during high-capacity events. Investing in a dedicated mobile hotspot or a "Cradlepoint" router ensures your tech stays online, even when thousands of guests are clogging the local bandwidth.
PRO TIP: If you’re using Passage, you can continue to scan tickets even when your wifi and mobile signals go down. Just turn on offline mode in your app and you’re good to go!
Event Impact: ⭐⭐⭐⭐
Average Cost: 💰💰
5. All-in-One Portable PA System (with Battery Power)
Have you ever been to an event with no sound? Like no background music, nothing? Silence is a vibe killer, no matter what type of event you’re hosting.
For outdoor events, parking lot check-ins, or mid-sized venues, a high-quality battery-powered PA (like a Bose S1 Pro or JBL EON One) can be a lifesaver. Even if your venue comes with a sound system, a portal one not only acts as a backup, but also gives you the flexibility to make announcements anywhere, regardless of where the power outlets are.
Try to get one with Bluetooth connectivity so you can run ambient music from a phone, and an XLR pass-through so you can daisy-chain multiple speakers together without a complex mixing board.
A cordless microphone can also help make sure your performers and speakers are able to move throughout your venue with ease (and without tripping hazards).
Event Impact: ⭐⭐⭐
Average Cost: 💰💰💰
6. Tablets
While smartphones are king for quick scans, a high-quality tablet is the workhorse of a professional box office. The larger display allows your staff to navigate seat maps, manage multi-item bundles, and process concessions with much higher accuracy and speed. Because the Passage Manager App is fully optimized for both iOS and Android tablets, you can choose the hardware that best fits your budget.
Event Impact: ⭐⭐⭐⭐⭐
Average Cost: 💰💰
Final Thoughts
Technology shouldn't be a hurdle; it should be a bridge between you and your guests. By investing in a unified ticketing system and the hardware to support it, you’re free to stop worrying about the how of the event and start focusing on the experience. When your tech works, your staff is happier, your lines are shorter, and your guests are ready to enjoy the show.
