Social Share

Event Management Made Simple: What Every Event Planner Should Know

  • Event Management Made Simple: What Every Event Planner Should Know

    • • 15-20% of the total event budget goes to the cost of hiring an event planner [Cost Helper].

    • • 30% of the people would buy tickets if they are aware of an event happening in their area.

    • • 64% say that the internet is the main source of live event information [Think With Google].

    More people are interested in attending live events, theater and community gatherings than ever before. This means that hosting an event can potentially bring in more benefits to your organization.

    But, planning an event is quite a difficult task especially if you require multi-organizing and managing your events. So, you hire an event organizer to take care of all these things. Event planners also struggle the same as they usually handle multiple events.

    Thanks to technological advancements, anyone can now plan and manage an event using an event management software. This platform enables an individual to create and promote events. And, at the same time, they can also sell event tickets and monitor the number of attendees.

    Now, how does an event management actually work? Does it need IT skills or coding programs? Is it free to use or downloadable?

    This blog is your comprehensive guide about event management software and what every event planner should know.

    Table of Contents

    What is Event Management Software

    An event management software is a tool to help event organisers or anyone who would want to plan and manage an event. It also has features to create and customise an event ticket and sell it online.

    This software has a system to automate and manage various event activities efficiently. It is the most affordable solution for marketing and managing events that saves time. From planning to post-event stages, it lets you focus on the day-to-day duties rather than planning the event.

    What’s best, event management software can address the many pain points of an organisation for a greater success rate. This includes attendee satisfaction, revenue, media coverage, and built connections.

    Types of Event Management Software

    Actually, there are no distinctions on the types of event management software. But, we can categorise these based on its features.

    Event Scheduler

    This type of event management software enables a user to reschedule a date, make payments online and communicates instantly with co-members. So, it allows the user to self-book, eliminate schedule conflicts, and avoiding miscommunications on appointments.

    Free, Open Source

    Based on its name, this tool is 100% free but are limited to particular functionality. This platform allows the user to add custom processes depending on its needs. However, many of these apps are developed to scale to paid packages as the user’s needs are getting more complicated.

    Ticketing App

    This tool is very useful for larger events that sell tickets. A ticketing app also provides better features such as customisation of tickets and attendee management.

    Polling Apps

    This platform is ideal for organisations who want to create elicit engagement from the audience. It usually features live graph displays of real-time poll results and can be integrated into various social media to reach a greater audience.

    Web Conferencing

    Web conferencing is also known as webcasting or live video streaming. But, this tool is only specific to online-only events such as webinars.

    End-to-End Solutions

    This is considered as the real event management solution. From pre-event to post-event cycles, it has a system that allows the user to automate all event-related processes. It features a dashboard where a user can track important metrics such as attendance, feedback, revenue, ticket sales and more.

    What Does Event Management Software Do

    Now that you know the different types of event management, let us make a quick rundown of its features. How can an event management tool help you when planning an event?

    Online Event Registration

    One of the most important features of event management software is the registration process. From the organisers to participants, entering the registration details are made easy with this tool.

    Event Management Onsite Tools

    This feature ensures that the registration process is fast and accurate, regardless of what the participant or organiser is using. Whether it is an internet-connected laptop or web-enabled smartphones, these guests can complete a transaction such as payment for the event tickets and invoices.

    Event Marketing Tools

    This platform is also designed to be integrated into various media channels for event exposure. This includes social networks, emails, blog sites, event calendars and video channels.

    Event Reporting

    Some event management software has event reporting features as well. Organisers can run analytics during and after the event to gather insights for a more informed decision. In fact, this tool can also be customised to get more focused on the important metrics for future events.

    Budget Management

    Do you know that this tool can also help you monitor funds, calculate ROI or re-estimate your expenses? Yes, that’s right! This tool has budget management features. Organisers can track payments and assess the cost per attendee to get an estimate.

    Database Management

    This is the core feature of event management software. It brings in the online registration process, onsite guest lists, analytics and other event-related processes altogether.

    Factors to Consider When Choosing an Event Management

    Obviously, the most important factor to consider is the pricing. And, it would still be an ideal option to get a free to use event management tool.

    However, it is also essential to take note of these factors when choosing an event management software.

    Functionality

    What do you need to accomplish for an event? Do you need a tool that can cover the entire event cycle or simply just a part of it? If you want a tool that offers a feature for pre-event processes to post-event, it is best to opt for end-to-end event management software.

    Social Media Coverage

    Will this tool can support a Facebook live or YouTube live streaming? Can the event be shared with social feeds? It is a known fact that social media plays a vital role in promoting an event. So, it would be ideal to determine the type of social network that can be integrated into an event management tool.

    System Integration

    Apart from event-related processes, there are also other business systems that can greatly impact the workflows and data of an event. This includes workflow management for creating task lists and travel management for room accommodations and transportation of your guest.

    It is also recommended to have a tool that can be integrated into mobile payments which is helpful for onsite registration. And lastly, a tool that can be integrated to help address event tickets.

    Support

    Look for a tool that provides support features. This is to ensure that the entire process is working smoothly and efficiently especially when using a new platform.

    Scalability

    Always choose an event management tool that offers scalability. It must have the capability to handle more attendees and more features in terms of logistics and marketing for bigger events.

    Cost of Event Management Software

    Needless to say, the cost of event management software may vary depending on the features offered. But through this blog, we will give a bit of idea on how much this tool would cost you.

    Free

    Most of these tools offer free to use. Users can get free access to some of its features. This includes online registration, event page, promotional tools, support and reporting. But, this is only ideal for events that don’t charge admission.

    Pay Per Registration

    This platform also offers free access and use to some of its features such as event page, promotional tools, online registration, support and reporting. It also includes payment processing, social media and email integration.

    But, this tool follows the pay per registrant model. This means that you can get benefit by only paying for every event ticket sold.

    Subscription

    This is the most common event management software these days. You pay for every feature you would like to use, the number of users and number of events as well as the length of time.

    Subscription-based software is the best solutions for small organisations or business start-ups. This platform usually offers budget management and insights for your events. But, it is user-friendly where anyone can create and promote an event by using this software.

    Enterprise Solutions

    Enterprise solutions are quite similar to subscription-based software. But, this tool is designed for larger events with hundreds of attendees.

    It is the best platform for event industry professionals because it is packed with an all-in-one solution. It features the basic processes for creating and promoting events, sell tickets with payment processes, logistics management, financial management and many more.

    Conclusion

    Planning and managing an event may not be an easy task. It may cost you a fortune and hefty amount of time if you don’t organise it well. But, having a tool that you can dependently rely on, every event process can be taken cared off.

    However, it is also essential to identify what needs to be done for planning an event. So, when things are not on track, find an event management software that lets you focus on strategic solutions rather than time-consuming tasks.

    Contact us for better event management solutions today.

    References

    What Is Event Management Software? Analysis of Features, Pricing, Types and Benefits, Financsonline.com

    How Much Does Event Management Software Cost, Capterra.com

Comments

0 comments