Digital Twins: Event Planning With Realtime 3D Venue Models

From decorating the venue and planning for emergencies to ensuring that attendees find a comfortable seat, organizing big events entails lots of moving parts. A successful event needs hours of preparation and brainstorming to get everything right.

This is where digital twin technology changes the game. It uses machine learning, artificial intelligence, and simulation to give a 3D event layout of what the actual venue looks like. In return, the visual simulation helps planners make better arrangements for the upcoming event.

Read on to understand how this innovative event planning software streamlines decision-making.

What is Digital Twin Technology?

Digital twin technology helps event organizers by creating a 3D model of a building or event space so they can plan appropriately for an event. The virtual model shows what a venue will look like when occupied by the estimated number of attendees. From the flow of cars entering and exiting the parking lot to the anticipated bathroom line, the real-time, virtual representation helps the organizer make better arrangements for an upcoming event.

Although the digital twin technology is a novelty in the event planning sphere, experts in the automotive, manufacturing, aerospace, healthcare, real estate, and construction sectors have used the technology for several years.

For instance, automotive engineers use digital mapping technology to create virtual twins to figure out how the actual car would function in real-life situations. Afterward, the engineers use the information from 3D mapping to improve a car’s efficiency.

How is 3D Mapping Done?

In 3D mapping, organizers use layout software to produce the 3D maps of a venue. To generate a 3D event layout, planners feed data like the number of attendees and theme colors into the software.

After feeding all the data needed, the software uses machine learning, geospatial, artificial intelligence, and simulation technologies to create a virtual twin simulation that looks like the actual event venue.

Although the system sounds complicated, organizers with basic computer knowledge can use the technology to create an event venue setup. In fact, many softwares for event planning have an interface that guides you through the mapping process bit by bit.

The 3D Display Methods Used in Digital Twins

After feeding the floor plan software with required data, planners can view the event 3D model through standard 3D display methods like parallel projection, perspective projection, depth cueing, visible line and surface identification, or surface rendering. For event spaces where attendees will be moving around frequently, such as concerts, weddings, or conferences, being able to identify the flow of movement can be helpful for safety and guest experience as we will explore in more detail next.

Ways to Improve Event Safety

With the 3D imagery generated from the digital twin technology, event organizers identify appropriate entry points to ensure that attendees get into the venue without crowding and pushing each other, an issue that could escalate to serious accidents.

Furthermore, the 3D event layout generated from the digital twin helps organizers set escape routers in a venue’s most strategic areas. That way, in the event of an emergency such as a fire or natural disaster, attendees can vacate the venue quickly.

Finally, the groundbreaking digital twin technology can help simulate disaster events to see if the chosen escape routes and entry points would work effectively in the event of an emergency.

Digital Twin Benefits

The digital twin technology expedites decision-making and helps solve unforeseen problems that would have gone unnoticed if planners organized an event manually. The following are other significant benefits event organizers would get from this groundbreaking technology.

Helps Predict Event Outcomes

A digital twin gives a 3D glimpse of how a venue would appear with attendees, audio-visual equipment, and decorations in place. For example, with the 3D presentation created by digital twin technology, organizers can:

• See how the venue appears when decorated
• Visualize how the venue looks when packed with attendees
• See how attendees navigate around the space
• Identify if the lighting is adequate
• Determine if all attendees can get seats
• Identify tight spots where crowds may bottle-neck 
• Anticipate how event staff will be able to move through the space to transport food, drinks or other items

The information generated from the 3D presentation helps organizers spot and fix issues that could give attendees a poor experience.

Expedites Decision Making

Event organizers are constantly tasked with making decisions leading up to and during an event. Sound decision making comes with experience in the event planning industry, but planners are often looking for methods to organize and streamline.

The 3D event layout generated via the digital twin technology provides the ultimate solution to lengthy decision-making processes. It gives a detailed overview of what a venue will look like after all the plans are implemented.

With such a presentation, event organizers won’t spend hours brainstorming issues with other team members. Instead, they can make quick decisions and use the event floor plan software to check if their plans will create the desired outcome.

Improve Resource Efficiency

The 3D mapping technology improves resource efficiency in two ways:

• It helps determine the correct number of resources like lights, visuals, and HVAC systems required to enhance the comfort of attendees without going overboard or spending money unnecessarily.  
• The floor plan software for event planners helps organizers identify the number of employees needed for an event so they can plan and schedule staff efficiently.

Improves Customer Experience

The digital twin technology not only simplifies event planning but also elevates customer experience. For instance, digital twin technology gives attendees a preview of their event experience. For events where guests will reserve seats or tables such as fundraisers or conferences, people can book the seat that they really want.

For example, the 3D mapping technology helps attendees preview the kind of view they will have, or how close or far they will be from event assets like a stage, bathroom, or buffet.

In real time during an event, digital twin technology can also guide attendees to their seats. By displaying an overview of the seating space on an interactive screen, it eliminates the hassle one might have trying to locate their seat without help.

Improves Target Marketing

With a 3D model of the venue, marketers targeting attendees of a large event like a conference, exhibition or sporting event get the upper hand when positioning their banners. How? The 3D event layout helps them place their banner where their target audience gets the best view.

Besides helping in positioning, the digital twin technology helps marketers target the exact audience they want. For instance, if they are marketing high-end products, they can target VIP attendees instead of the general population.

Request a 3D Event Layout Demo From Maptelligent

Without a doubt, virtual twin technology is an integral part of modern-day event planning. It gives a visual presentation of the venue, complete with occupants, lighting, cooling systems, parking, marketing banners, and emergency exits.

In return, the simulation improves decision-making, enhances target marketing, improves the client experience, and streamlines resource efficiency. Basically, with digital twins, organizers minimize the risks that could spoil an event.

Are you ready to create a digital twin for your upcoming event? Request a Maptelligent demo today!