Switching event tech platforms isn’t just a software decision; it’s a strategic shift that can redefine your event program’s success. At the center of that shift? Event tech migration.
Handled well, migration preserves your most valuable data, empowers your team, and ensures a seamless transition to your new platform. Handled poorly, it can delay your next event, frustrate stakeholders, and shake confidence in your new tools before they’ve even launched.
At Bizzabo, we treat migration as a core competency, not an afterthought. Whether you're exploring a new platform or preparing to make the leap, here are 10 essential questions to ask potential vendors to ensure your migration sets you up for long-term success.
- What’s your approach to understanding our current event tech stack and goals?
Migration starts with discovery. A strong vendor will take time to understand your event types, key integrations, and success metrics (like year-over-year attendance or registration conversion rates).
Why it matters: Without strategic alignment, even the best platform can miss the mark.
Ask for: Examples of past discovery workshops or documentation templates used to define success
- Will we get a customized migration plan or just a standard playbook?
Your event strategy is unique, and your migration plan should be, too. Be cautious of vendors that rely solely on fixed templates or generic onboarding.
Look for: A detailed blueprint tailored to your event structure, data complexity, and reporting needs, with clearly defined phases, milestones, and risk mitigation plans.
- How do you handle historical data and reporting continuity?
Losing years of attendee data, custom registration fields, or ROI benchmarks can cripple your post-migration insights. Ask how your new vendor plans to preserve and enhance that historical visibility.
Smart follow-up: “Can you show us how you’ve helped clients maintain YOY reporting post-migration?”
Tip: Bizzabo’s event data and analytics tools help you track valuable data from registration to post-event and use it to improve the attendee experience with smart content and recommendations.
- What’s your process for re-establishing and testing integrations?
From marketing automation to CRM and SSO, integrations form the backbone of a modern event tech stack. You need a vendor who will not only reconnect the dots but also ensure that those connections perform better than before.
Look for: Use of pre-built connectors, an open API, and a documented integration roadmap with success criteria.
- How do you ensure data security and validation during migration?
Data security isn’t just an IT concern; it’s your brand’s reputation. Ask about encryption standards, access controls, and how they validate data accuracy post-migration.
Insist on: Validation checklists, error resolution protocols, and audit trails.
- How long does the migration typically take, and what resources do we need to commit?
A smooth migration balances urgency with thoroughness. The vendor should provide a clear timeline that includes stakeholder touchpoints, review cycles, and internal dependencies.
Ask: “What does a typical timeline look like for an organization of our size and complexity?” And, “What internal roles should we allocate?”
- What training and onboarding do you offer for our team?
No matter how powerful a platform is, user adoption hinges on training. Ask whether training is role-specific, hands-on, and continuous.
Tip: Look for platforms that offer a mix of live sessions, on-demand content, and guided practice for different users (e.g., marketers vs. operations vs. analysts).
- Do you offer live support during our first event?
Your first event is the real test. Ask whether your vendor offers personalized support for that launch, from real-time chat to phone support.
Smart question: “Will someone from your team be available in real time during our first event to resolve issues?”
- What happens after migration?
A true partner won’t disappear after go-live. Ask about long-term support, success management, and opportunities for optimization as your strategy evolves.
Look for: Strategic check-ins, access to a customer success manager, product roadmap previews, and regular feature rollouts.
- Tell me about a customer who recently migrated from a similar platform.
One of the best ways to assess a vendor is through the lens of someone who’s already walked the path. Ask for customer stories and proof points, especially from customers who migrated from your current platform.
Tip: Listen to how the vendor handled unexpected challenges, not just the successes.
“We had a trusted vendor we were working with, so moving on to something new was challenging…I knew that whatever we did implement had to be really amazing — or it wouldn’t be worth the switch to break up with our existing vendor.” - Michael DeJager, managing director for events at CMP
Quick recap: 10 must-ask migration questions
- How do you assess our current tech stack and goals?
- Will we receive a customized migration plan?
- How will you preserve historical data?
- How do you test integrations?
- What data security and validation processes do you use?
- What’s the timeline, and what internal resources are needed?
- What training and onboarding do you offer?
- Will you provide live support for our first event?
- What happens after migration is complete?
- Can you share a relevant migration success story?
Migration should be an opportunity, not an obstacle
Too many teams stay locked into outdated tools because they fear the complexity of switching platforms. But with the right event tech partner, migration can be the start of a more agile, efficient, and data-driven future.
Asking the right questions is the first step. Choosing a partner who can answer them with confidence is the next.
Want to see how the pros pull off a seamless migration?
Our team has mastered the art of event tech migration, and we’re happy to show you how it’s done. Let’s talk.
