Build or Buy? The Truth About Event Tech Solutions

While both options have their merits, making the right choice depends on factors like budget, expertise, scalability and long-term strategic goals.

Here, we explore the realities of both paths to help you determine the best approach for your organization.

The Case for Buying Event Tech

1. Proven Expertise and Reliability

Established event tech providers have spent years refining their platforms, incorporating feedback from real-world events and troubleshooting complex challenges. By purchasing a solution, you benefit from:

• Battle-tested reliability: Providers have refined their platforms through numerous large-scale events.
• Robust security measures: Regular security audits and compliance certifications ensure data protection.
• Crisis management experience: Years of handling last-minute changes and emergencies mean fewer surprises on event day.

Building in-house means starting from scratch, often without the deep experience required to anticipate and mitigate potential failures.

For instance, Mobile World Congress‘s successful management of 101,000+ attendees in 2024 wasn’t achieved through novice technology – it required sophisticated platforms built and trialled on numerous real-world scenarios and failures.

2. Scalability Without the Headaches

Scaling a custom-built platform requires significant investment in architecture, cloud infrastructure and ongoing performance optimization. Established providers, on the other hand, offer:

• Microservices architecture: Optimized for handling thousands of users without performance dips.
• Flexible templates and workflows: Built-in features that adapt to varying event needs.
• Load-tested infrastructure: Pre-configured to handle peak demand without unexpected downtime.

Unless your organization has deep technical expertise, achieving enterprise-level scalability in-house can be a costly and time-consuming challenge.

3. Cost-Effectiveness and Long-Term Sustainability

Developing event tech in-house is not just about the initial build; it requires continuous investment in maintenance, upgrades and compliance. Hidden costs include:

• Development expenses: Hiring engineers, UX designers and cybersecurity experts.
• Infrastructure costs: Cloud hosting, server management and data storage.
• Ongoing updates: Security patches, new feature rollouts and integration maintenance.
• Opportunity cost: Delayed time-to-market while competitors use ready-made solutions.

Many organizations underestimate these costs, leading to budget overruns and project abandonment.

4. Dedicated Support and Innovation

Event tech providers offer specialized support that most in-house teams struggle to match, including:

• 24/7 technical assistance for critical issues.
• Multi-language, global support to cater to international attendees.
• Proactive issue detection through advanced monitoring systems.
• Continuous innovation with AI-powered analytics, networking tools and interactive experiences.

Building your own means dedicating a significant portion of your team to ongoing support, diverting resources from your core event operations.

When Building Event Tech Might Make Sense

While buying a solution is often the most practical choice, some organizations may find a custom-built solution more aligned with their needs.

1. Unique Event Needs

If your event requires highly specialized features that no existing platform supports, building in-house may be the only way to achieve full customization.

2. Long-Term Investment in Proprietary Technology

If your organization has the resources and expertise to maintain and evolve an event tech platform over time, building in-house could lead to a competitive advantage.

3. Complete Data Control and Compliance

For organizations dealing with highly sensitive data or strict compliance requirements, owning the entire tech stack can provide greater control over security and data privacy.

NOTE: Providers like ExpoPlatform give organizers complete control of user data.

Conclusion: Making the Right Choice

The decision to build or buy event tech ultimately comes down to your organization’s goals, technical capabilities and budget. Before deciding, ask yourself:

• Do we have the expertise to build and maintain a scalable, secure platform?
• Can we afford the long-term costs of internal development?
• Are existing solutions flexible enough to meet our needs?
• How critical is control over data and compliance?
• Do we have the bandwidth to provide 24/7 support?

For most organizations, buying is the most efficient and effective way to deliver seamless event experiences while staying focused on their core mission. However, for those with unique needs and the resources to invest, building might be a viable strategic move.

By carefully weighing the pros and cons, you can choose a solution that best supports your event goals now and in the future.