Hosting events is a great way to bring businesses more clients and help them get noticed. But planning the perfect event is not an easy task. Even for the most experienced and skilled event planners, it is vital to ensure that no detail gets left unchecked. That’s why event management software can be an event planner’s best friend.
From tracking event analytics to budget management and more, a well-equipped event management platform can do it all.
In 2022, The Global Event Management Software Market was worth $7757.22 million It is expected to reach a value of $17128.5 million by the year 2028. This shows the potential for future growth in the industry.
However, not all event planning software is created equal. It is important to know which features and options to look for so you can ensure you always have the best tools at your disposal. If you’re an event planner looking for the right event management platform, keep reading below for more information.
Robust Project Management Tools
Event planners have a lot on their plate to being with. Event management software is supposed to help them lighten the load and stay on track of all the facets and variables that go into planning an event.
Having project management tools in your event management platform will help you streamline all of these aspects with ease. For example, you will be able to set and view deadlines and track your current progress. Project management tools also give you the power to:
- Assign and delegate responsibilities
- Create event timelines
- Prioritize tasks
- Communicate and collaborate with team members
- Automate common workflows
With project management tools integrated into your event management software, you can ensure a more successful event. You can also maintain a better allocation of time and resources.
Innovative Event Marketing Tools
Every event planner has the same fear. What if you threw a party and no one came? That’s why event marketing is so vital.
Event planners are often tasked with having to field multiple elements of event marketing. These areas include email marketing, digital marketing, and social media marketing.
Social media marketing and email marketing are the most popular. 89% of marketers use social media for event promotion while 87% utilize email marketing.
All of these different areas are crucial for helping an event build up interest. Innovative event marketing tools within your event marketing software let you effortlessly tackle these elements. You can use the software to help you create targeted marketing campaigns and increase your event’s visibility.
You can schedule and publish posts to the social media platforms of your choice and craft engaging marketing emails to get more attention for your event. You can also view event analytics to see the impact of your marketing efforts.
Enabling Registration Website Functionality
Once you’ve focused on event marketing, you’ll need a website to direct event attendees to. Here, they will be able to find further information on the event. They will also be able to register for the event.
A good registration website should enable the collection of attendee information and help facilitate secure online payments. It must provide real-time registration data for event analytics.
Building an event registration website is not an easy task. But with event management software, you don’t need to be an expert in website coding.
Many event management platform options have tools available that allow you to access user-friendly templates. You can also take advantage of drag-and-drop features to create an appealing registration website that aligns with your event’s brand.
RSVP Management and Ticketing Capabilities
A good event management platform should also allow you to customize your ticketing capabilities and manage RSVP lists. For instance, if your event’s registration fills up, will you have an email waitlist option available if someone cancels or your event gets moved to a larger venue?
With ticket pricing, there are often different levels of admittance like VIP you should consider, that come with various perks or benefits attached. Many events offer early bird pricing that is lower at the start of the registration period to encourage registering as soon as possible.
You should look for event management software that gives you the ability to customize your ticketing options. Offering many ticket choices and RSVP alternatives will make your event look more professional.
Enhanced Guest Check-In Features
Event management software isn’t just for event planners. It can also be a valuable tool for helping manage guest check-in at the event. Event attendees want a smooth and streamlined way to check in to the event that doesn’t require long lines and wait times.
The right event management platform will have integrated check-in features. This could include QR code scanners or other RFID scanners that can quickly scan barcode information on the digital ticket and identify the attendee. Some even allow you to print out a custom name tag or name badge for the attendee as soon as the code is scanned.
Built-in event analytics automatically track guest data and attendance. This helps monitor event capacity and safety as well as tracking overall event management software reporting.
Facilitating Hybrid and Virtual Events
Virtual events became commonplace largely in part to the restrictions of the 2020 COVID-19 pandemic. However, they don’t appear to be going anywhere now that those restrictions have been lifted. The same can also be said for hybrid events, which combine the elements of virtual and in-person events.
Both hybrid and virtual events are valued for their convenience and ability to expand one’s reach to a wider audience. 73% of event planners have touted the merits of hybrid events and expect them to become more common occurrences in the near future.
It’s important to have an event management platform that allows you to seamlessly organize virtual and hybrid events. It gives you a centralized hub to coordinate all of the aspects of hosting hybrid and virtual events. From ticketing to registration, marketing, live streaming, and more; event management software is key to successfully running virtual/hybrid events.
Tracking and Accounting for Guest Dietary Restrictions
Guest happiness at events is priority number one for any event planner. One of the most common nitpicks of events is the lack of food and drink options available.
You need to take the dietary preferences and considerations of your event attendees to heart and offer a wider menu. This will help avoid receiving overwhelmingly negative feedback.
Vegetarian, Kosher, and Gluten-Free options are some of the most popular food requests. Guests may also deal with severe food allergies like peanuts and shellfish. Another growing food trend is the eco-conscious increase in the need for plant-based alternatives to meat.
Event management software lets you track and account for these requests. This makes it easier when it comes time to create menus, contact vendors, and order food for the event.
Effective Tools for Managing Vendors and Staff
Vendors and staff play an integral role in event planning. Both elements are essential to the setup and tear down of the event. Without the vendors to supply the goods and the staff to work the event, it would cease to be.
Event management software makes it possible to coordinate vendors and organize contracts. Event planners can also verify delivery times and locations. This will keep everything in check for an organized and orderly event.
In the same vein, it is also important to maintain the lines of communication with staff working the event. This entails notifying staff of upcoming event timelines and task delegation. It also involves making sure that staff members understand their roles and responsibilities.
Access to Event Budgeting and Other Financial Tools
Event planners are known for their larger-than-life ideas. Unfortunately, these ideas don’t always come with an unlimited budget to match.
Built-in budgeting and financial tools with event planning software are a must. They let event planners take the lead without blowing the budget.
Track expenses and allot each area of the event a set budget or input cost estimates and vendor quotes. As you input expenses for each category, you can see how your event planning stacks up to the total budget.
If you need to rebalance your budgeting, you can do so easily with just a few clicks. An event management platform takes the guesswork out of financial planning to ensure a successful and on-budget event.
Event Management Software Reporting and Analytics
With each event, you accrue valuable data. With the proper event management software, you can access, view, and track this data at any time. View reports on guest attendance and compare them with the data of previous years.
Event analytics put everything in easy-to-read charts and graphs. You’ll receive a snapshot of key attendee demographics. It also lets you track information such as overall ticket sales and attendee satisfaction rates based on attendance surveys.
You can see if there are any areas of improvement needed to take into consideration for future events. Event planners can even gauge their ROI rates. All of this information helps to adapt and shape subsequent events.
Learn More Event Management Tips at The Event Planner Expo 2023
The right event management software can help you elevate your event planning business. It can also help you effectively manage and organize all of the important facets that come with planning a successful event from start to finish. For even more great information, come to The Event Planner Expo 2023.
The Event Planner Expo 2023 takes place in New York City, NY from October 10-12. See our Keynote Speaker Gary Vaynerchuk, the CEO of VaynerMedia, and other special speakers TBA. Learn valuable strategies, tactics, trends, and event management tips from industry professionals.
Get Your Tickets to The Event Planner Expo 2023 in NYC today.
