You’re probably already using software to plan and manage your events, but are your tools really saving you time? If you’re relying on a mash-up of spreadsheets, email programs, and desktop publishing software, it’s probably time to invest in event management software.
The best event management software puts everything you need in one place, making it easier for you to plan, market, and produce your event. It promotes engagement at every stage and gives you hard data along the way, helping you improve the ROI for your organization and your attendees.
If you’re looking to improve your event management process, it’s time to explore the latest in event solutions. Here are the signs it’s time to start.
1. You need more advanced marketing
Large events need so much more than a basic website. To bring your event the attention it deserves, you need to reach the right people in the right ways. Websites, email marketing, and social media promotion are all important pieces of the marketing puzzle, and the right event planning software brings it all together, making it easier to manage every aspect of your marketing phase.
If a basic solution like an email list isn’t bringing in the attendees and presenters you need, it’s time to take it up a notch. Multifaceted marketing solutions will reach and capture the attention of your target audience.
2. You’re overwhelmed with the planning process
Even experienced, professional event organizers face challenges. The planning process is a huge job. With venues, vendors, attendees, and presenters, there’s a lot to track. And that’s just the beginning. Metrics, marketing, registration, logistics, and follow-up heap even more onto your plate.
What’s an event planner to do? Find a solution that helps you keep track of your responsibilities. This means more than keeping a to-do list. It means planning assistance like venue options compiled for you and budgeting tools built just for events.
3. Your events would benefit from housing and travel management
If you’re providing travel assistance to your attendees and presenters, staying organized is a must. When you need to arrange for blocks of hotel rooms and ride sharing, it helps to have an event solution that’s specifically designed for travel management.
Making travel easier for your attendees can boost attendance and create buzz ahead of your event. It’s great to offer travel and housing options as part of your event experience, but to do it right, you’ll need an outstanding software solution that helps you work efficiently and prevent costly errors.
4. Your registration lists are a mess
Working with multiple lists in multiple places can be dangerous, even for the most organized among us. With large events, you’re likely dealing with primary registration, tickets for various speakers and breakout sessions, and some add-ons. You may be trying to sort through contributors’ abstracts and poll attendees about their needs and preferences.
A software solution that handles it all is ideal. An optimal system makes it simple to create and manage forms, accept payments, maintain registration data, and conduct and analyze surveys. The right software helps you stay organized and provide outstanding service to participants.
5. You’re struggling with event promotion
In a web of voices, it’s difficult to be heard. If you want your event to stand out, smart promotion is key. By creating targeted campaigns and tracking their success, you can reach the right audience with the right message.
The best event management software can streamline your marketing. With tools that keep track of your campaigns, help you target your messages, and provide you with click-through reporting, your promotion can be more effective than ever.
6. You want to engage with attendees before, during and after your events
Attendee engagement happens at every stage. Before the event, polls can give you data that will generate interest and improve everyone’s experience. During the event, a mobile app for events can help you make adjustments on the fly. After everyone goes home, keeping attendees engaged will generate interest for the next event.
The right information makes all of this possible. The right event technology can help you gather and interpret that information.
7. You want to measure the ROI of your events
If you’re a professional event planner, event ROI metrics can prove your worth to your clients. If you represent an organization that puts on a conference or trade show, those metrics can help you determine the value of your event. ROI data let you know how you’re doing. When used properly, that data can increase the ROI of future events.
So how do you gather metrics and demonstrate ROI? You need a way to measure and analyze the relevant data. Only a full-scale software solution that’s dedicated to event management can provide that.
If you’re serious about improving your event planning and management processes, it’s time to adopt an event management software solution. Well-designed software will make your job easier, improve the quality of your events, and boost your ROI.
Written by: Daniel Johnson