How Event Technology Can Transform Higher Education Events

In higher education, events are where collaboration happens. Seminars, open days, conferences, and alumni gatherings bring people together and strengthen academic communities.

But behind the scenes, many universities rely on fragmented systems and manual processes. That often means lost time, duplicated effort, and patchy data, making it hard to measure success or scale efficiently.

Now, more institutions are exploring whether a single event platform could change the way events are delivered. One system could connect departments, ensure compliance, and result in consistently professional experiences for every audience.

What a unified system can do

At Cvent CONNECT Europe this year, we asked experts from across high education for their insights.  

David Vacher from the University of Westminster believes the right platform can reshape how universities work. “An efficient, all-in-one system is more than technology,” he said. “It’s about making universities more connected, agile, and engaged.”

For higher-ed teams, a unified approach means less administration, stronger governance, and a smoother experience for students, staff, and external guests. 

Whether an event is led by marketing, an academic department, or a student society, attendees see the same accessible, secure, and on-brand interface.

Hybrid event delivery adds even more value. Global academics can join virtually, and universities can reduce travel while meeting sustainability goals, without compromising reach or community impact.

Where to focus:

• Map all your existing event systems: this will help you identify overlaps and manual processes to be automated for greater efficiency.
• Choose platforms that integrate with your core systems: doing so allows you to track engagement, report effectively, and reduce administrative complexity.
• Build compliance and accessibility into every step: this ensures that all events meet institutional and regulatory standards from the start.
• Take advantage of hybrid and online options: expanding reach and reducing environmental impact strengthens both participation and sustainability.

Aligning teams and building collaboration

Implementing a unified system is as much about people as it is about technology.

Ieuan Francis of London Business School says, “Managing event technology suppliers is fundamentally about people and processes, not just technology.”

His approach relies on empathy, curiosity, and collaboration, supported by frameworks like RAQSCI (Regulation, Availability (or Assurance of Supply), Quality, Service, Cost, and Innovation -  a framework widely used in procurement and supply chain management) and Quarterly Business Reviews.

“Outcomes drive problem-solving and real progress,” he says, “The goal is to move forward.”

Structured reviews and open communication keep teams aligned, and creating a culture of psychological safety ensures problems are addressed early.

Where to focus:

• Maintain long-term alignment: combine structured review processes like Quarterly Business Reviews with open communication to keep everyone informed and engaged.
• Build internal communities of practice: sharing knowledge across teams reduces frustration with new systems and improves overall effectiveness.
• Engage external partners early: providing volunteers, alumni, and other participants with clear instructions ensures a smooth, consistent experience.
• Pilot new systems or processes: starting small allows you to learn from results and scale improvements across the institution safely.

Staying compliant in a regulated environment

Compliance is a constant concern in higher education due to a complex and ever-evolving web of regulations, combined with severe penalties for non-compliance that can jeopardize funding, reputation, and operations. 

For example, GDPR has to be taken very seriously, as there have been cases where customer information was shared inappropriately, and the reputational damage was an issue.

PCI DSS compliance is also essential, as failure can result in fines and higher fees.

Platforms with built-in audit trails and clear data policies make compliance easier and help universities prepare for new challenges, such as AI-assisted data handling.

One way of keeping up to date with compliance is to review workflows, and as Vacher points out, “The workflows that benefit most are those that traditionally involve multiple teams: sales, operations, finance and support. Unification removes handoffs, duplicate data entry, and manual reporting, making everything faster and more accurate.”

Where to focus:

• Appoint a central compliance lead: this ensures that GDPR, PCI DSS, and other regulatory requirements are consistently monitored and enforced.
• Request detailed documentation on data handling: knowing how new tools manage and store information protects your institution from risk.
• Include privacy training in workflows: mandatory sessions help everyone understand responsibilities and reduce the likelihood of mistakes.

Building a more connected future

Universities are under pressure to deliver high-quality, compliant events while engaging diverse audiences. A unified platform doesn’t replace the human element; it lets universities focus on what really matters: connecting people, sharing knowledge, and advancing research.

When technology supports those goals, events stop being logistical challenges and become engines for collaboration, engagement, and growth.