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Top 7 Reasons Why You Should Invest In Event Management Software

January 24, 2020 | 10 Mins Read

Are you thinking about hosting an event? It could be an educational, business, networking, or fundraising event. Hosting an event is stressful. When you do things manually; there are higher chances of error.

When you plan to organize an event without the help of technology, you need plenty of time in your hands. Normally, people promote the event via phone calls and emails. They create a registration form using MS Word.  Then the phone calls start coming in inquiring about the event. Then there are email responses. You have to spend a great quality of time giving additional information about the event to people and pulling together all this information into a spreadsheet. All this takes a lot of work and time and adds to the stress of organizing an event. So, what should you do? The answer is, instead of getting frustrated, get yourself event management software.

Technology has started to have a huge impact on events; Event Management Software makes life easier for event organizers. It is essential to choose event management software that is suitable for the types of events you organize.

Below we are mentioning reasons which will motivate you to get yourself event management software:

Look Professional and Organize

When organizing an event, you need to look more professional and organized, and the Best event management software helps you to achieve so seamlessly. Event management software allows you to create homepages, invitations, and registrations, and other add-free web pages. You can choose images, types of logos, and colors that people are already used to seeing. All the Information in One Place

All the Information in One Place

How easy is it for the organizers as well as attendees to access all the needed information in one place? Instead of making phone calls, emails, and fax, people can seek information from the software. Not only that, you can update attendees about the new guests and speakers, and you can easily inform them about any change in the parking situation. This saves a lot of time, as you don’t have to make phone calls or send emails to every attendee to inform about any change in the event.

Incorporate Social Media through Event Management Software

Online event management helps you by incorporating social media into the plan. Social media is great for promotion as it creates awareness about the event in less time. You can extend your reach way beyond the guestlist for free. With the software that incorporates social media, you can broadcast about your event on Twitter, Facebook, LinkedIn, etc. with the click of a button. You can share homepage and event invite on your own social networks as well.

Cost-Effective

The event management tool is a one-time investment. You don’t have to spend tons of money on printing and postage. With event management software, you can send all the invitations the way you want and whenever you want. With free online promotion, the word spreads fast on social media about your event.

Collect Donations through Secure Service

With event management software, there is no need to collect cash or check. Furthermore, you don’t have to worry about keeping a detailed track of credit card information. You can accept the payments through PayPal or Google checkout. If you are organizing a fundraiser event and someone wants to donate, but he can’t attend the event, then he can contribute in the same fashion.

24/7 Registration

The registration process becomes complex while manually filling out the forms; it wastes time in counting the forms to get to know the exact number of people who are attending the event. If it is a big event, which is attended by thousands of people, there are bound to be errors in the registration process. The event management tool makes the whole process smooth and error-free. The software allows attendees to register anytime, day or night. You don’t need to be in the office the whole time for the registration process. People interested in attending the event can register themselves, and you can see anytime the number of forms filled.

Stay in Touch

You want to be in touch with the attendees when the event is over to provide them with event information, photographs, and so much more. To achieve that you don’t need to put attendee information into a new database. When you use event management software, all the information is there, which can be used for follow-up information. You can conduct the survey about how the attendees like the event and what are the things that need some improvement.

What Happens When You Don’t Use Event Management Software?

On-Site Registration Will Consume Time

Effectively designed on-site registration hits roadblocks. You won’t know how many attendees have already arrived and who are expected to come. When users arrive on-site without any information about the registration process, it slows down the process.

With the event management tool, you can know how many people have arrived and how many are on their way to the event. When you have the right technology, the whole process becomes easy and hassle-free.

You Will Lose a Key Participant

What if the main speaker falls sick on the day of the event? The high-profile speaker for who attendees are coming for is stuck in traffic and will arrive 1 hour late. How will you convey it to everybody who has done the registration?

It is not only speaker and guest of honor who can disrupt the show; a no-show of an exhibitor can leave a gap in the floor plan. Since these issues can’t be avoided, communication is the key. When you don’t use event management software, it becomes extremely difficult to inform everybody of the process, which results in chaos.

Participants Will Get Lost

When there is no one to one guide for every attendee, participants might get lost at the event. No matter how many directions you give, attendees are out of their comfort zone. Event management software is a great way to keep every attendee informed. Certain unexpected things happen in any event, such as an unexpected attendance drop. When you have an event management system, you can communicate to attendees about combining the sessions so that there are not many empty spots while the speaker is conducting the session.

Difficulty in Engaging With Attendees Before, During, and After the Event

When you don’t use an event management system, it becomes extremely difficult to engage with attendees before, during, and after the event. Before the event, polls help you in generating interest and creating awareness about the event. Before the event, you can inform the attendees about all the activities and speakers that will be there at the event. You can tell about any changes in the venue, the number of speakers, etc.

During the event, you can keep attendees up to date about the timing of different activities, or any change of schedule. You can also provide them with any additional information.

After the event, engaging attendees helps in generating interest for the next event. After the event, you can also take feedback from the attendees through an event management system and can work upon the things that need improvement.

Lack of Data Protection in the Absence of Event Management Software

When you gather data about attendees through manual registration forms, there is a threat of data theft. To ensure that the data is protected and in the right hands, it is best to use event management software. Sensitive data like personal information of the clients, including their phone number and email address should be in safe hands, where only an authorized person can access them.

No Real-Time Analytics

Data drives decisions, especially in events. Real-time analytics help in sporting trends that shape the marketing and experience of the attendees. Through real-time analytics, you can check how many attendees have arrived and how many are yet to come. Not only that, during the event, you can check where the maximum number of attendees is through a heat map. You can also check which speaker and guests have arrived.

No Measurement of the ROI of the event

Using event management software for a professional event is the best option, even for a professional event planner. ROI metrics help in proving your worth to your new clients. If you work in an organization that puts a trade show or a conference, the metrics help you in determining the value of the event. Through ROI data, you can know how you are performing in organizing the event. Only a full-scale software solution, which is dedicated to event management, can provide you with ROI data.

Conclusion

If you are an event planner or a company that manages an event, then event management software is a must for you. Go for the software if you want to improve your event planning and management process. Well-designed software will not only make your job easier but will improve the quality of your events. Choose an event management system that offers all in one solution in managing an event. You can also go with software which enables you to select the features you require on an event by event basis.

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