As per a report from Forrester researcher, most marketing executives out there spend about 24 percent of their annual budget allotted to them on organizing live events. This is because events not only help you connect with your existing customers but also aids you find new customers that may be interested in your companies products or services.
One of the investments that can save your money as well as time is Event management software that helps you manage any live event from scratch easily. Let’s see what it actually is.
What is event management software?
Even management software is a set of solutions, either offline or web-based, that covers every aspect of event planning from A to Z. It includes activities from online event registration to post-event marketing and promotion.
Some software vendors out there claim to provide solutions that have all in one module. But in reality, those specialize in only one feature, such as some specialize in event registration and some in event promotion. These solutions are useful but have a minimal base of users as they are focused on only one feature.
What features should it ideally have?
1 .Marketing tools
The most important task after creating an event is to promote it properly using social media and other online platforms that can help you reach a wider audience. Marketing channels such as social media, email marketing, blog posts, and television advertising are all great places to promote your event.
There are web page builders available out there that can help you create a landing page that your new users first visit. Most platforms available out there can provide you with basic drag and drop functionality that allows you to create a page effortlessly without any issues. Currently, mobile is used mostly to access all the information available on the internet, so you should also consider making your page accessible via mobile also.
2 On-site management tools
On-site event management tools are there to ensure that guest arrival is precise and accurate as clockwork. Cloud solutions allow users to access service registration so that they can register their details online. Similar to this, through mobile payment solutions, payments can be made using a credit card or other payment gateway. This leaves the event management team some extra time to focus on the attendees and other essential tasks of the event.
All the details about the guests are stored on the server in a separate database, and whenever necessary, they can easily be printed out later on. The guests can access easily have access all the invoices of purchases they made at the even through their email.
3. Online event registration
One of the drastic changes that event management software has brought is the ability for all users to do registrations online. They can enter their details on the registration form, and all those details are then stored in a secured database. More sophisticated event management solutions allow the user to register for multiple events so they can attend sessions, which particularly interests them more than rest. To protect the identity theft of a user each of them can be provided with encrypted unique IDs
4. Database management
The database is the core of event planning software. It provides you with the details of all the guests that registered online, mailing lists, analytics, and a list of on-site guests. While choosing your new event management software, pay attention to import-export capabilities, sorting through different matrices, workflow management, and capability to communicate through cloud.
5. Budget management
The event planning tool can help you keep an eye on your funds, monitor expenditures, and savings. The software captures all your event-related transactions and also ensures your budget details. From little spending of funds to more costly purchases, it can give you the precise information about your ROI. The tool allows you to track payments made and also the quotes provided to help estimate the scale of growth.
6. Survey for feedback
After the completion of the event, it is essential to collect feedback from all the guests. Some solutions exist out there that provide you with the guest feedback at the event. This helps you to estimate the success of your event and help in improving the future event.
A targeted survey can be prepared to specific guests that attended the event. The issues that are raised in the current event help you avoid them in the next events. Also, with positive feedback, you can make those particular activities much better for the upcoming events. You can then use the event management software segment and shortlist the guests that have the potential to turn into future clients.
Events have become more or less a daily thing today, so there is an even greater need for a solution like Event management software that can bring all the necessary modules in one place to manage events successfully. The modern event planning tools brings lot of things on board along with basic event management and some of these are free also.
Author Bio: I am Greg Wilson, a Content Writer working with GoodFirms, a research and review platform for service and software companies. I am passionate about blogging, creative writing, social media, and content marketing. I write blog posts for GoodFirms about SEO softwares, Cloud computing, IoT development, and many more such categories.