5 Reasons Why You Need Event Management Software
When planning and executing a successful event, there are many moving pieces that must fall into place to function like a set of well-calibrated gears. Due to the level of astute coordination it takes to pull off an outstanding event, there are multiple opportunities for hiccups, which can derail your gathering. Fortunately, there’s a plethora of easy-to-use tools to prevent the spoilage of your day, in the form of event management software. Below are five important reasons why you need event management software for your event planning needs.
1. Improve Your Workflow Management and Strategy
Your caterer calls three days before your event for 300 to let you know that they’ve double-booked and need to cancel your order. You’re now without food and with an instant migraine.
It always pays to have a back-up plan. By utilizing event management software, you can keep track of your first choice and back-up vendors’ information, just in case something comes up. Keep notes for the contact person at your vendors’ companies, phone numbers, email addresses and emergency contact information all in one convenient and centralized location. With SaaS platform options, you’ll have access to this information on the go from any computer or mobile device via the cloud. Enjoy the peace of mind that every attendee, vendor and employee is where they’re supposed to be, when they’re supposed to be there.
2. Keep an Eye on Budget Management and Fund Allocation
You’re searching folders, pockets and emails to tally the various invoices and receipts as your event draws near, only to find that you’re 25 percent over budget — what’s your boss going to say?
It’s not uncommon for events to run over their budget, often due to unforeseen circumstances or overzealous spending. By setting and tracking your budget within a software system, you can make confident and informed decisions when opting for additional entertainment or a keynote speaker. Adjustments can be made to the budget in real time, and many software tools allow for payments and invoicing to further alleviate the extra hassle of manual work.
3. Get the Word Out with a Strong Marketing Campaign
You’ve been tasked with hosting the company’s annual community event, and only focus on posting flyers around the neighborhood to drive registration — when asked to report on RSVP numbers the week of the event , you’ve only got four families and the old man from down the block signed up.
In the world of modern technology, it’s growing more difficult for physical flyers to grab the consumer’s attention. Event management apps are now incorporating a marketing and social component within the native software. You can now target, develop and track the impact of your marketing campaign through email marketing and social media channels. What’s more, marketers are capitalizing on the adoption of event hashtags to tag live blogs, thoughts, images and recaps of each event.
4. Track Registration and Payments through Attendee Management
You know that your team has been working hard to promote your event, but what you don’t know is each staff member has a different Excel file tracking registration and payments. Now there are an extra 50 people at the door looking for their table assignment.
While planning an event, there are many key areas that must be finalized prior to the event — arguably the most important being the number of attendees. Most platforms allow online registration and payment processing, and even offer eTickets or mobile applications to reduce the strain of tracking paper tickets and eliminate paper waste. Additionally, this is where attendees can make requests for special accommodations, such as a food allergy or handicap access.
5. Recap the Event through Comprehensive Reporting Functionality
Last spring, the festival your company hosted flopped. As you plan for the Fall Carnival, you try to remember if it was the gluten-free corn dogs or the magician that turned people off, but draw a blank — now what?
The benefits of accurate reporting are practically limitless. Some event management software solutions now offer surveys that can be sent to registered attendees before and after your event. This instant feedback tool can help you and your team make decisions about guest speakers, food choices, etc. that are customized for the crowd you’re hosting. Furthermore, when reviewing the success of the event, it can help to have data from both the attendees and your software to plan for the next go around.
Whether you’re looking to boost attendance, stay on top of your spending or bring in essential data, an event management platform is the best option for professionals seeking overall improvements to their operation. With a variety of service plans and available options, there’s bound to be a solution to fit your every need while also remaining within your budget. To learn more about why you need event management software and specific solutions on market, be sure to download our Top 5 Event Management Software solutions report.
[Photo courtesy of Kelly].