The event management industry has seen tremendous growth over the past decade. With more events being organized every year across different domains like corporate, tradeshows, weddings, community etc., efficient planning and execution has become imperative. This is where event management software has played a transformative role by helping event planners streamline operations, stay organized and deliver successful events.
What is Event Management Software?
A Brief Introduction
Event management software refers to a suite of tools that help event planners, organizers and vendors digitally manage various aspects of planning and executing events from start to finish. Key functions include event registration, customer relationship management (CRM), venue sourcing, budgeting, payment processing, agenda/schedule management, floor planning, vendor coordination, onsite check-ins, reporting and more.
The software is available both as on-premise installations for larger organizations as well as SaaS subscriptions for smaller enterprises. Leading players in the event management software space include Cvent, Eventbrite, Eventzilla, Regonline, Planning Pod etc. Let’s delve deeper into some core aspects of event management software.
Event Registration & Ticketing
One of the primary functions of event management software is online and mobile event registration. This allows attendees to easily browse events, view schedules/programs, select ticket options and payment plans, fill registration forms and complete transactions smoothly.
Registration features like discounts, packages, transferrable/non-transferrable tickets, attendee linking, capacity alerts etc. add value. Integrations with payment gateways enable secure online payments. Customizable registration forms capture requisite demographic and preferences data.
Real-time registration dashboards keep planners updated. Automated confirmation/reminder emails improve customer experience. Post-event reports offer insights into turnouts, top sessions etc. This streamlines the traditionally tedious registration process.
CRM & Relationship Management
Event management platforms offer powerful CRM tools to foster long-term engagement with customers, sponsors and vendors. Profile management, smart segmentation, email/direct marketing automation help planners identify prospects, cross-sell additional services and build brand loyalty.
Valuable contact information and past purchase behavior helps send customized communications at each stage. Lead scoring and nurturing aids pipeline generation for future events. Interactive dashboards surface key metrics around open/click rates, web visit patterns for optimization. This boosts average order values and retention over the long haul.
Venue Sourcing & Floor Planning
Finding the right venue that fits event requirements around infrastructure, location, capacity, amenities, prices etc. within budget and timelines is critical. Event management platforms maintain exhaustive venue directories complete with 360-degree images, layout maps, amenity details, pricing tools etc.
They enable filtering venues based several parameters and even comparing shortlisted options side-by-side for easy decision making. Moreover, once the venue is finalized, floor plan designers within the software aid space planning by mapping out floor/room layouts, podiums, booths, registration areas, F&B zones etc. virtually to avoid logistical hassles onsite.
Budgeting, Payments & Financial Reporting
From creating high-level budgets to tracking granular line-item expenses across categories like venue rentals, catering, audio-visual, accommodation etc., event management software makes financial oversight seamless.
Budget templates ensure standardization. Automatic calculation of vendor invoices and payments integration prevents human errors. Real-time dashboards display budget vs. actual spend with variance analysis, cash flow projections. Comprehensive reports in rich formats aid cost reconciliation and process improvement.
Agenda & Schedule Management
Well-planned event schedules and seamless execution are key for attendee satisfaction. Software-based agenda builders allow adding educational sessions, networking breaks, meals seamlessly into pre-defined or customizable timelines.
The tools enable mapping sessions to concurrent tracks, speakers and assigning staff/volunteers. Timely updates flow across mobile apps instantly. On-site check-in for sessions and dynamic attendance tracking provides insights into popular/less popular segments.
Onsite Logistics & Operations
Event management platforms go beyond planning to handle diverse onsite requirements efficiently too. Digital check-in tools leverage RFID/barcodes to streamline registration queues. Interactive floor plans and wayfinding guides keep all stakeholders oriented.
GPS-integrated apps aid vendor/contractor coordination. Real-time alerts notify staff about issues. Automated reports capture feedback surveys, social media mentions etc. helping organizers take corrective measures and maximize ROI from post-event evaluation.
Summary
Overall, event management software has transformed operations across industries by centralizing event data, streamlining disjointed processes and communication loops as well as offering actionable insights.
This has boosted productivity multi-fold by eliminating manual, redundant tasks. Moreover, it elevates customer/attendee experiences through personalized, hassle-free interfaces. As the events industry evolves constantly, software will continue playing a pivotal supporting role in planning seamless experiences.
