Man, over the course of history has been continuously leaning towards innovation to make life a little easier. The invention of the wheel made transportation easier, and the world is already discussing the prospects of actually shifting to another planet!
The times are new, the technological advancement is immense. Innovations have come a long way from a simple wheel carved out of wood. Yet, the key motivator to innovation has always been the occurrence of a need, a problem.
No time to go grocery shopping? Simple, order groceries online!
Offline banking too tedious and time-consuming? Simple, make payments online.
We’ve found ways to get things done simpler and quicker, all with the help of technology.
The event industry is no stranger to this.
There were a lot of event planning problems that needed a quick and easy solution. Most of all, carrying out a multitude of tasks manually took a lot of time and money. Apart from this, with the increasing frequency of events, planning periods grew shorter.
Hence, shorter lead times coinciding with the evolution of technology led to the development of the Event Management Software.
“Event management software is the collective term for a wide range of software products used in the management of professional and academic conferences, trade exhibitions, conventions, and meetings.”
“The global EMS market is forecast to grow at a CAGR of 8.42% during the period 2016–2020.”
So which aspects of event planning does this software take care of?
Following are the features of an event management software:
– Registration and ticketing
– Creation of your event website and event app
– Event promotion
– Event Networking
– Attendee Management
– Event analytics to track it all
With all these features,
Event management software is an investment with a definite return.
Still not convinced?
Here are 10 more reasons as to why an event management software is a perfect investment:
1. Your event in your hands:
When it comes to utilizing event management software to create your event, every decision is in the hands of the event planner.
It is you who decides what information should be displayed on your event website, what kind of posts are being put up for promotion, what discussions and polls are being initiated on your event networking platform, etc.
Every aspect of your event is in the end in your own hands. You can monitor it all with your analytics as well. Instead of coordinating with multiple people in the hierarchy, from the event website, promotion strategy to feedback, every part of the process is under your direct supervision. You are the one making the final calls.
Every event organizer wants his/her event to stand out, to make an impression. No event is exactly similar to other.
So one of the questions that arise in a planner’s mind while opting for such software is how to differentiate their event from the others created using the same software. Easy answer: customization.
Event management software leaves plenty room for customization. Be it the placement of your event logo or the color scheme used, every element of your event is customizable. You can design your event website and event app and tailor it as per your brand requirements.
This also helps you in event branding. The color scheme you use, your logo placements, your event website, every digital aspect of your event reflects your brand.
3. Time and Cost friendly:
Event management software assimilates multiple event planning tasks in one single place. A major plus, in this case, is the time and money that it saves up for the event planners.
Think of it this way; instead of opting for separate platforms for multiple tasks like registrations, ticketing, the creation of event website and event app, e-mail promotion, etc. you can manage all of it from one single source.
Event management software can hands down provide you the value addition of a number of vendors at almost half the cost. Think of the time you save up on coordinating among all these vendors. Things are much quicker and way more efficient.
4. Easy to use interface:
As mentioned, event management software was created to make planning speedier and more efficient. That is why the overall user interface of this software is pretty easy to get the hang of.
Many times, event planners simply require one orientation call and they easily take it over from there.
Planners are provided with a set dashboard with multiple features pertaining to various aspects of planning in terms of event website, networking platform, event analytics, etc. You simply have to fill in some pre-requisite information, customize it as you feel and you’re all set.
You can easily create a visually appealing event website, integrated with an event networking platform along with an event app that is at par with your event website. All this with just a few clicks.
5. Registrations and ticketing made simpler:
With the help of event management software, an event planner can directly integrate registrations, ticketing, and payment directly with their event website.
This makes it extremely simple. It is tedious and confusing for the attendees when they are required to use different portals for registrations and ticketing.
It is also difficult for the organizers to track and coordinate their registrations and build a proper attendee database. With the help of an event management software, you can set up registrations and ticketing all in one place.
Attendees can register on your event website, move on to choose the type of ticket they wish to purchase and pay using the payment portal hosted on your own domain.
You can also track your step by step ticket drop off. This helps you strategize better in terms of boosting your ticket sales as well.
6. Attendee Management- hassle free check-ins:
With the entire process of event registrations moved online, the organizers have a set detailed attendee database with them during the main event. This removes the chances of manual errors or discrepancies during check-ins.
The hassle of check-ins can be further reduced with the use of QR code. A QR code is basically a two-dimensional barcode that can be scanned.
Every attendee can be assigned a QR code that can be scanned at the time of check-ins. The organizers are provided an event organizer’s app to make digital check-in even more convenient.
It will speed up registrations and simplify crowd management. Another benefit of digital check-ins is that it helps in ensuring event security. It will reduce the risk of gate-crashing and immediately detect unauthorized members if any.
7. Analytics to boot:
Event Analytics is a great way to track your event success rate and measure event ROI. Event management software provides detailed analytics of every digital aspect of your event starting from the event website, event app, registrations, ticketing to overall feedback.
These analytics are based roughly on four main categories namely Website analytics, registration analytics, promotion analytics and engagement analytics.
You can track your progress, decide what works and what doesn’t and strategize accordingly. Making the most of these event analytics can really help you maximize your overall event ROI.
8. Event promotion through multiple channels:
Event promotion is one of the most important aspects of event planning. In order to reel in potential attendees and maximize attendance, you need to get the word out. Social media is such an integral part of our lives.
Due to this, planners now have a lot of ways to promote their event, there are a lot of channels out there for effective event promotion such as Facebook, Twitter, Google E-mail, etc.
With event management software, you can promote your event across these channels.
You can easily design an effective promotion and marketing campaign for your event and send out mailers, create and schedule your social media posts, create ads, posts, graphics, etc. accordingly.
9. Help attendees network:
You can build your own event community apart from social media with the event networking platform feature of the software.
You can create a space for the attendees where they can get to know fellow attendees, interact with them, set up meetings and share documents and notes as well.
This is a great way to engage the attendees with your event prior to the main event. Attendees can also initiate discussions and polls. This platform can be integrated both with your event website as well as event app.
You can track the meetings that are being set up, the engagement that your posts receive as well as the most active attendees within the community.
It can also be leveraged for sponsor promotion. Event networking platform is a great way to help attendees fulfill their agenda of networking as well as drive engagement throughout the event.
10. Easy to manage multiple events:
Some event management software work on subscription models. This is a great option for event organizers who conduct a lot of events within a year. You can create and manage multiple events from a single platform.
This also helps you in understanding your events better . Once you get accustomed to the whole process, get to know what works best, you can easily duplicate your event success for all the other events as well.
You simply need to tailor certain aspects for each event with no major changes. This will also save you time to focus on optimizing your events further.
With a plethora of features at hand, event management software is nothing less than a magic wand to solve all your event planning problems. But what if I tell you that it gets even easier?
Enter Event Automation Software, event management software 2.0 if you will.
With the evolution of the traditional event management software, planners can now automate all these features of the management software, you simply need to enter the necessary information with respect to your event, such as event agenda, speaker details, sponsor details, etc. and you’re good to go.
Want to know how Hubilo can help sort out all your event-tech worries with its event automation software?