Being an event organiser always involves some challenges. These challenges may either inspire you to become better at your craft or they may become hurdles that could negatively affect your event. It is therefore important that you use all available tools within your reach in order make the organisation process highly stable and spot on.
As the event management industry has continually evolved for the last decade, technology has taken the limelight by automating various processes involved in the organising process. It is important to note that the use of an event management software has become commonplace for event organisers. While it is still possible to organise an event without such software, you would not want to get left behind by industry standards if you were to truly stay on top of your game.
Here are six reasons why you should consider getting an event management software:
1. Registration and RSVPs
An event management software can automate one of the most challenging parts in organising an event: the registration process. When your success depends on the turnout of your event – or the sales you generate from tickets – you would want to make this procedure as efficient as possible. Investing in a software may allow you to create an event registration website where attendees can confirm their attendance in a matter of seconds. Moreover, you may also have the option to do automated email marketing in order to target prospective attendees and have them RSVP through the web-based software.
2. Event Promotions
A modern software can be integrated with social media. You can enable other people to promote your event for so long as it fits their interest. Through a simple widget or “share” button in your event website, social media users can easily share the link to your event to their own connections. Alternatively, you can also allow registered attendees to gain access to your email marketing tools and give them incentives or discounts for sharing your link through social media. This can generate an online buzz that will be helpful for you to reach your target attendee size.
3. Attendee Engagement
If you do your research well, you may stumble upon an event management software that will allow your attendees to interact with one another before, during, and after the event. Most web-based solutions will allow your attendees to form communities and networks where they will be able to discuss, share media, and schedule meetings or sessions. For academic and business conferences, this tool is invaluable if the agenda involves one-on-one interactions among registered guests.
4. Check-in Process
Let’s say you have already surpassed the number of registrants that you initially thought would come to your event. While that in itself is good news, you must never forget to consider the user journey of your attendees. On the day of your event, an event management software may help you with the check-in process for your attendee’s faster entry into the venue. In fact, there are now dedicated check-in apps that will allow your staff to scan QR codes found on tickets to confirm guest attendance in as fast as two seconds.
5. VIP Treatment
Chances are, you may have important guests who are tagged as VIPs in your event. An event management software can help you improve the experience of these guests by giving them separate information pertaining to registration, parking information, and seating arrangement prior to the event date. Furthermore, the check-in app may also generate VIP notifications once these attendees arrive at the event so that they can be ushered in a special manner.
6. Success Measurement
Post-event activities are just as important as your preparations. In order to measure success, an event management software can help you gather information from attendees by letting them complete easy-to-complete surveys or evaluation forms. It is important that you draw these metrics and analyse them in order for you to establish an objective basis on how well you fared during the event. Lastly, you can also generate reports from a web-based software such as total number of attendees, amount of total sales, etc.
Those are only some of the major reasons why you should consider investing in an event management software. You may do your own research or choose our all-in-one solution at pickevent.com.