Event management software can be a fantastic tool for event planners, helping them manage more successful and efficient events. But there are other benefits, besides saving time and costs; delegates will often directly benefit from attending events that are managed through event software.
Website Integration: Event management software allows you to advertise and promote your event on your own website. With 8 out of 10 people researching events online, it’s vital that potential delegates can find the information they need on websites. When the solution is integrated into the corporate website, it means that information about the event can be promoted with the same ‘look and feel’ and on the same domain, giving a sense of trust to the delegate.
Online registration: Once the potential delegate has found an event on the internet, giving them the ability to register online is a great benefit. People are becoming more used to being able to conduct activities and transactions online and letting them register right there is not only convenient for delegates, but will also increase registration fees.
Allowing delegates to register online also reduces errors regarding delegate details: name, address and contact information are more likely to be entered correctly if provided by the delegate themselves. This reduces problems further down the line.
Pay on line: As the UK’s Office for National Statistics (ONS) stated in July 2010: “E-commerce is having a huge impact on the way we do business. It can lead to spectacular growth in trade, increase markets, improve efficiency and effectiveness and can transform business processes.” Therefore, the benefits of accepting payments online are clear, both for event organizers and delegates. For delegates, paying online is a quick and easy way to secure your spot at the event. The event software offers a feature that allows delegates to choose their preferred payment method using a variety of leading online payment engines such as Worldpay, Protix, Google Pay, Paypal, etc., via a secure website. Using the event software will also provide a level of confidence to delegates as you will not record or retain any sensitive payment details.
For the event manager, accepting payments online reduces paperwork and helps improve cash flow. Eliminate late payments and reduce administration as there is no need to manually create and submit invoices and other documents. After making the online payment, the software can automatically update the financial system and issue a receipt to the delegate.
Improved communication: The event software will come with various communication methods that event planners can use to contact delegates. At the time of registration, delegates can select the method by which they prefer to be contacted; email, postal mail, telephone, SMS, social networks, etc. Good quality event management software solutions will come with fully integrated communication tools to allow the use of a variety of options:
- Email: Integrated email tools mean event managers can send targeted emails to specific groups of delegates. These email tools allow event managers to divide delegates into groups based on various criteria to keep communication as focused as possible. Comprehensive reporting tools ensure you can track email opens, clicks, and overall success rate
- SMS: Planners can use their event management software to send text messages to delegates easily and efficiently. If this is the chosen method of delegate communication, it can be easily managed and tracked through the software
- Social networks: the event software can be integrated with a large number of social networks. Managing your Facebook, Twitter and LinkedIn account from one central platform makes it easy to communicate with delegates, keeping them instantly in the loop with all event news and updates.
Less errors: Managing an event with event software makes it much less likely that mistakes will happen that day. The event software will include a ‘Resource Module’ or something similar that will help you track all the elements of an event, from vendors, delegate numbers, badge printing, presenters and more. Many of the items that were previously manual and time consuming can be automated through software, activities like printing delegate badges. Although it is a small part of an event, if a delegate shows up and does not have a printed badge, it can cause problems for both the delegate and you. Having a smoothly running event will increase delegate satisfaction and result in a higher level of feedback and repeat attendance.
Supply Management: Most events will work with vendors at some point, whether it’s the venue, catering, transportation, or production of materials. It is important that vendors are strictly managed and that communication between delegates, event managers, and the vendor is seamless. For example, during the registration process, delegates can indicate if they have any dietary requirements. With the event software, caterers can get their own login, giving them direct access to all delegate numbers and all their dietary requirements. Removing the event manager from this stage does not free the event manager to focus on more productive tasks, but also reduces the risk of errors being made as communication travels down the line.
Data access: Event software can be hosted online, which means you can access all event-related information anytime, anywhere (Internet access required). On the day of the event, if there is any incident or problem, you can easily solve it, since you will be able to access all the data related to the event.
Investing in event management software is an effective way to organize successful and professional events, where both you and your delegates can benefit from improved communication and an enhanced event experience.
