A birthday party, anniversary dinner, graduation party or a simple get-together could take a turn to “special” and, in no time, become a planner’s nightmare. Or take a corporate event like the Tesla Cybertruck launch party. The unbreakable windows were soon discovered to be smashing (all puns intended), and the event organizer would have never imagined that this is how the event would be remembered. Of course, organizers cannot control the quality of their client’s product but certainly, other aspects of the event, made easy with the plethora of event management software systems in the market.
Traditionally, the responsibility of an event fell upon a team of individuals to manage all facets of an event, and its success was largely dependent on the team’s coordination and synchronicity. Event management software, some of which are also available for free, ensures that everyone involved in organizing an event has one platform to virtually gather and share the process and progress of an ongoing event. Whether it be large-scale corporate events like conferences, trade shows, concerts, festivals, ceremonies and conventions, the days of paper binders, spreadsheets and multiple applications and emails can be kissed a sweet goodbye. Today, event management software solutions help in every step of managing the event, from recognizing the right audience, developing the event concept theme, laying out the execution of the event while also allowing for constant project management during the event as a whole.
Here are some added ways that the event management software can change the way you have been planning your event.
One Converging Site for All
The success of an event is inversely proportional to the number of complaints and directly proportional to whothe large number of little details that make up an event. If you take care of the latter, the former usually follows. Like counting and accounting for every grain of the metaphorical sand, the experience of any event is how good you are at making sure the minutest details were accounted for and incorporated into the event. Previously, you had to rely on erring human memory to remember these little things. Now, event management software solutions, especially ones which offer a convergence of diverse tools, make sure these grains of metaphorical sand (or client data and requirements) are consolidated and organized in a convenient form for you and your team, which can then be easily retrieved without anyone ever missing out on what’s important. Also, no more worries about lost files or emails or scattered data across multiple formats. The event management solution is all crucial data rolled in one.
The other benefit of working with event management systems is that it brings in added efficiency to the process that goes on to make a successful event. It organizes all your information in a convenient form and develops efficient workflow which allows you and your team to manage and streamline your data. This way you can see the sequential completion of every step of an event while moving on to the next.
Real-Time Event Reports and Analytics
The event management software becomes a treasure trove of information of all data about one event and all, providing opportunities to identify the problem areas for an organization. More importantly, this constant access to real-time data to evaluate key metrics like timelines, registrations, budgets, tasks (both assigned and completed), revenues, etc.
Enhanced Collaboration Between Teams and Vendors
These software solutions ensure that not only the internal team is synced up within but external role players like vendors also get to collaborate while executing their end of the assigned task. Moreover, it also offers a convenient way of managing everyone’s activities and progress as per the planned timeline.
Increase in Total Return on Investment
The use of event management software has been a sizeable saver of time and resources for an event management company, making sure of revenue increase through efficient billing and registration processes. Companies who invest in event technologies like an event management software solution have a demonstrable higher event ROI than others.
Constant Access and Update to Event Details
Easily available internet connections and mobile devices have made event management solutions also cater to this changing workplace dynamic by becoming cloud-based and mobile-friendly. This has allowed almost everyone to access their event information while traveling as well as on any device like Macs, iPads, Android and iPhones, and PCs.
Increased Audience Engagement
Event management software platforms also allow companies to increase their attendance rate and overall response of the audience by using its integrated CRM feature and available event marketing tools. So, you as an event planner has access to different means like email software, event website builders, event apps, online event registration and surveys/forms to boost your attendee engagement and experience. This, in turn, ensures that you reach out to your audience, communicate with attendees, deliver content to your audience that makes it possible for you to communicate with each other.
Improved Logistics Management
Some of these event management platforms come with features that allow event planners to design event schematics and floorplans. This enables mapping out event layouts in order to effectively seat and move people as well as equipment within the event venue. Apart from spatial and other logistical configurations, the communication tools of these management platforms also make organized outreach to everyone involved in the event, whether it is the audience, vendor, exhibitor, etc. to constantly improve ways of managing the logistical aspects of any event.
To sum things up, if you haven’t heard of event management software you probably are new in the event management business. You still have time to let your business grow with these new platforms and gain a competitive edge over others. If you have heard of these systems but are still not using them, time is running out for your obsolete way of doing the people-intensive business of event management.