Digital menus promise speed, style, and sustainability, yet poor integration, patchy Wi-Fi, and clunky design still frustrate planners. From accessibility issues to venue tech limitations, we explore why these tools often fall short—and how smarter, more connected solutions could finally make them a seamless part of modern events.
Digital menus were supposed to be the future. Slick, interactive, easy to update, and eco-friendly—everything modern event planners dream of. Fast-forward to 2025, and digital menus are everywhere… but the frustration? Still very real.
Whether it’s a conference lunch, corporate gala, or private wedding, digital menu software should be streamlining service, not causing tech headaches. But many planners are finding that while the idea is brilliant, the execution still leaves a lot to be desired.
So what’s going wrong? Why, in an age of AI and automation, are we still struggling to get digital menu integration right? Let’s dig in.
The promise of digital menus
Let’s rewind for a second. Digital menus exploded in popularity during the pandemic, thanks to their hygiene benefits and adaptability. They offered contact-free browsing, QR code access, live updates, and instant dietary info—perfect for the fast-paced, safety-conscious event scene.
Since then, expectations have grown. In 2025, interactive event menus are supposed to:
- Showcase dishes in real-time
- Offer filters (gluten-free, vegan, nut-free etc.)
- Sync with event schedules or even table numbers
- Update instantly if the kitchen runs out of something
Sounds amazing, right? But ask most event planners, and you’ll hear the same complaints: “Too fiddly.” “Too buggy.” “Too disconnected from everything else.”
Planner tech frustrations in a high-expectations world
One of the biggest issues is planner tech frustration. Many event pros are juggling multiple platforms—guest lists, seating charts, catering orders, AV coordination, event hire, and more. When digital menus live on a separate system that doesn’t play nicely with the rest, it becomes one more thing to manage rather than a time-saver.
Planners end up having to:
- Manually input or re-upload menus into different systems
- Deal with slow updates or glitches mid-event
- Troubleshoot guests’ QR code issues during a drinks reception
What should feel futuristic often ends up feeling like a faff.
Integration woes: Why digital menu software still falls short
A major sticking point is digital menu integration. In theory, digital menus should sync seamlessly with caterers, venues, and tech platforms. In reality? They rarely do.
Here’s what typically goes wrong:
- Catering partners use different systems that can’t connect
- Venue Wi-Fi is patchy, making live updates glitchy
- Event tech providers offer menu tools, but only with expensive upgrades
So planners are left stuck between clunky workarounds or shelling out for tools that might not fully meet their needs. It’s no wonder digital menus remain a source of frustration.
Touchless catering technology that misses the mark
While touchless catering technology was a major leap forward for hygiene, it doesn’t always translate to great user experience. At many events, guests still struggle to scan QR codes, access menus quickly, or navigate overcomplicated pages.
And let’s not forget accessibility. Not everyone at an event is digitally fluent. Older guests, those without smartphones, or people with visual impairments often struggle to access interactive event menus. That means planners still have to provide paper backups, defeating the eco-friendly promise.
Aesthetics vs functionality
Another gripe? The design of digital menus often prioritises looks over usability. Swiping through beautiful but slow-loading galleries of food options isn’t ideal when guests are queuing at a food station.
Many digital menu platforms are more concerned with how they look than how they work. A balance is needed: clean, easy-to-navigate designs that reflect the brand while staying functional under pressure.
And when you’ve got a 500-person gala running to the minute, a menu app that crashes when 30 people access it at once is the last thing you need.
The venue conundrum
Even when a planner nails the digital menu software, venues can cause problems. Not every location is tech-ready. Some have weak Wi-Fi, limited power access, or strict rules on external tech setups.
If a venue can’t support strong network connectivity, the whole digital menu system collapses. This makes planners think twice before relying solely on digital menus—especially for outdoor events or historic venues where tech installs are limited.
It’s a reminder that event hire companies, caterers, and venues all need to work together to make seamless digital menus a reality—not just a nice idea on paper.
What’s the solution?
Thankfully, all hope isn’t lost. Smart event planners and tech providers are starting to bridge the gaps that make digital menus a pain point rather than a perk. Here’s what works:
1. All-in-one event platforms
Choose platforms that integrate guest lists, seating, catering, and digital menus in one place. That cuts down on repetitive data entry and reduces tech clashes.
2. Mobile-first, offline-ready menus
Look for tools that work well on all devices, with offline access when Wi-Fi drops out. Menus should load quickly and be usable even in low-signal areas.
3. Real collaboration with vendors
Work with event hire firms, caterers and venues that understand tech. Coordinated planning means fewer nasty surprises when the event goes live.
4. Hybrid options
Don’t go all-in digital if your guests aren’t ready. A combo of digital menus and small printed guides can cover all bases—especially for accessibility.
The future of digital menus (and what we want to see)
By 2026, digital menus could genuinely become seamless—with the right tools and mindset. Imagine a future where:
- Menus update automatically based on kitchen stock
- Dietary filters are guest-specific via event RSVPs
- Menus link to allergen data and sustainability ratings
- QR codes are replaced with smart tables or RFID for instant access
For this future to happen, digital menu integration needs to be standard, not premium. Planners need fewer platforms, not more. And guests need intuitive access, not tech tutorials.
Final thoughts: Let’s fix the frustration
Digital menus aren’t going anywhere. But for now, they’re a mixed bag—one that still leaves too many planners sighing into their timelines.
Yes, they’re modern. Yes, they’re sustainable. But until they become simpler, more connected, and genuinely helpful, they’ll continue to fall short of their potential.
At easyEventhire, we understand that successful events come down to seamless experiences—not just furniture, décor, or food, but the tech behind it all. That’s why we work with partners who prioritise smart digital menu software, coordinated setups, and smooth planning.
Ready to take your event from glitchy to great? Let’s build a future where digital menus finally live up to the hype.
