Event organizing can be challenging. Professional event planners must pay close attention to thousands of details to ensure everything runs smoothly; just one incorrect event decision maker could see your event fizzle before its scheduled time. An event management program makes nailing all these details simpler in native integration with event management software partners for all event types for onsite solutions.
Investing in just any event management software will get the desired results by conducting adequate research. Before choosing your solution, do your due diligence by extensively analyzing available alternatives.
Choosing event management software may seem intimidating initially, but that can be different. Please continue reading to gain more insight into its importance and the features that must be included. These features fall under three main categories of event management software features. Check out this checklist of features for event software to see if you're ready to get going. Are you up and running quickly enough?
Must Have Features For Event Management Software
Centralized Management Hub
Event management software should have a wide range of features, allowing you to create, execute, and manage events all in one place. A recent survey found that 45% of people say context switching or moving from one program to another makes them less efficient. You can reduce context switching by choosing an event management system with everything in one location. This will give you more time to plan the event of your dreams.
Simple Workflows
Event professionals are faced with many details and need software to help them be as efficient as possible. You don't need to click ten or more times for a simple action when you can do it with other software solutions. When searching for an event-management solution, finding a tool with simplified workflows is important.
Users Roles and Permissions
In the age of data breaches, protecting sensitive information about events is crucial. IBM estimates that the average data breach costs the United States $ 9.44 million. Finding a solution with granular permissions and roles is important to protect your data and systems. You can then prevent unauthorized individuals from accessing sensitive information.
Speaker and Moderators Portal
You will need to hire various moderators and speakers to put on the most successful person events in the events industry. Making the event goal simple is a great way to get these people involved. Speaker and moderator web portals that consolidate critical information in a single place can be incredibly helpful.
Dynamic Registration
Event organizers offer a variety of personal experiences in the age of hybrid and virtual events. Some attendees may want to attend the event physically, while others prefer to participate virtually.
Some people may want general admission tickets, while others prefer the VIP memorable experience. Leading event management software allows you to customize the registration process to suit your attendees' needs and attendee experience and in order to cater wider engagement.
Reporting and Analytics
Most influential event professionals constantly study and improve data. It is, therefore, essential to find an event management system with robust analytics tools and reporting capabilities. engagement analytics Event professionals can slice and dice data in any way they like, allowing them to see what works and what doesn't. This allows them to determine which entire event format is working best and how it can improve via event analytics.
Integrating the Internet
It's common for companies to have hundreds of tools. It's crucial to select an event management solution that integrates easily with other tools used by your team of experts.
What You Must Have For Event Engagement Software
Digital Venue
Teams still have to create unique, engaging event sponsorship in the age of hybrid and virtual events. To achieve this, choose an event management system that includes a virtual venue where participants can gather to hear content, interact with other attendees virtually and listen to speakers through live chats, polls, and surveys.
Apps with Custom Branding
Attendees at your event staff often have many things on their minds, such as when, where and what their next event will be. A custom-branded app for mobile devices can make all the difference by giving attendees easy access to relevant information at their leisure and allowing for interactions among participants and speakers as well as interactive surveys or polls through interactive features like these apps.
Chat Channels
Interactive events offer attendees unforgettable virtual experiences. Attendee engagement more than listening passively as speakers drone on; instead, they use technology to interact with event content, communicate with peers, and share insights while speakers lead sessions - thus, choosing an event management solution that offers chat channels specifically dedicated to attendees is important to creating unforgettable events in the event industry.
The Audience's Reactions
Data shows that 52.9% of event marketers believe creating memorable events for virtual attendees is more difficult. There's a big difference between attending an event from the comfort of home and attending a large exhibition hall with many people. You want virtual participants to be engaged, so you need dedicated event management software with unique features for virtual audiences. For example, the virtual clapping feature during sessions.
Voting
Real-time polling is a simple way to get the audience reactions involved during live sessions. By polling your audience, you can validate their assumptions and show them that others share the same pains.
Q&A
Participants can also boost event engagement by allowing them to pose questions to speakers during the session. Speakers may answer these in the middle of the talk or at the conclusion, depending on what they prefer. You need an intuitive event experience in the event management system that allows your attendees to participate in Q&A easily.
What You Must Have For Event Networking Software
The Community
The best event management platforms will help you to build, activate and grow your community. Moreover, event participants can network and build their community by using these platforms. Finding a platform that focuses on the community is crucial when searching for an event-management solution.
Messaging
They may want to carry on the conversation with speakers, sponsors, or attendees after the event. Investing in an event-management solution that allows attendees to communicate directly is one of the best ways to make these connections.
One-On-One Meetings
Attendees, speakers, and sponsors should go beyond text and chat to meet virtually. Therefore, your event management software must allow users to schedule and launch meetings easily.
What Is The Best Event Marketing Software?
Website Builder
Create a website for your event that contains all pertinent information. This will help attendees find the necessary details to get the most from the event. If you want to avoid building the website yourself, looking for an event solution with a built-in website creator may be best.
Email Marketing
Prioritize email marketing during the month leading up to and after the event to attract attendees and keep speakers and sponsors interested. After the event, you'll need to email these stakeholders to maintain their interest and get them excited for next year. Choose a virtual event platform that includes email marketing features.
Personalized Registration Experiences
Best events allow attendees to control their experience. They can choose from different ticket types and whether or not they will attend the event in person, remotely, or in New York, San Francisco, or elsewhere in case it is a satellite event. Your event management software should offer dynamic and personalized registration to accommodate this.
Promo Codes
Many event organizers take advantage of promo codes to boost ticket sales. Promo codes optimize ticket sales plus trade discounts that can be optimze and managed.
The Must-Have Hardware and Software for Onsite Use
Event Check-in
It's finally the big day. You want to give your event guests a good experience during check-in. You can improve the likelihood of your first impression being positive by choosing an event-management solution that supports event check-ins.
Use Badge Printing
Badges are essential to the success of an event. Badges are useful for attendees to learn about each other and their jobs and assist sponsors and exhibitors in tracking leads. The right event management software allows them to scan a badge, and all the essential information is in one location.
Check-In for the Session
Knowing which sessions are most popular is an excellent way to ensure your content meets the target. It also allows you to improve the content for next year. The right event management solution will allow you to track and analyze session attendance in addition to the event check-in function.
Wearable Event Technology
Wearable technology is a great way to create an amazing experience at your next event. Wearable technology products focusing on learning and networking with colleagues and exhibitors are among the leading solutions.
Both Passive And Active Tracking
To make the most out of your next event, you must collect and use a lot of data. This will help inform your event strategy. The best event management software allows organizers to collect data actively and passively, such as by scanning a badge or using beacons that automatically gather attendee details.
Benefits of Event Management Software
Here are a few key advantages you will gain from using event management software. Since the outbreak of the pandemic, event management software adoption has grown at an extraordinary pace. Modern meetings and conferences often incorporate hybrid or virtual elements; therefore, planning and execution require different strategies than in years past. Always be ready even if hybrid or virtual events don't appear immediately on your itinerary.
Here are a few key advantages you'll gain by employing event-specific software:
Easier Event Management
Having a dedicated platform for your event makes it easier to organize. Everything is done in one location, from communicating with participants before and after an event to running sessions. The platform allows your entire team of online event managers to work together, monitor engagement, do outreach, and perform other tasks related to the event. It saves money by not having to buy multiple solutions for each task.
Saving Time
You, your staff, and attendees will save time by centralizing your tasks and duties into a single virtual platform. Your event is managed within your event software, so you don't have to waste time switching between different apps for registration, email marketing, and conference tools. You can also save time by not having to test multiple software solutions at every event stage.
Reduce Costs
Managing an enterprise event's budget and tracking revenues vs. expenses can be easy with the proper software. Central platforms can track all dollars in and out of an event, maximizing the ROI. Visually track and compare registrations with expenses to improve your event ROI.
Engagement
Engagement of your audience before, during, and after an event is vital. Event planning software offers tools that enable you to keep them engaged from registration until the day of. Send automated emails immediately following registration to keep attendees involved until their event arrives.
Engaging audiences at conferences or meetings increases learning. Interactive tools help capture key questions, answers from polls, and shout-outs, as participants can ask live tough questions or participate in workshops onsite.
After your event, event management software allows for continued conversation. You can tailor communications accordingly and get a maximum response by tracking engagement levels. As an added benefit, you can improve your next event by studying how the audience interacted with it before, during, and after it.
Improve and Analyze
Event planning software can help you improve your event by allowing you to decide what changes are needed based on the data and not just a gut feeling. The software analyzes audience behavior and engagement metrics at a scale and in real-time. You can then continue to add value to events by focusing on what matters to your audience.
Automate Your Event
Event planning takes an entire team. Automating certain tasks reduces staff demands without jeopardizing its success. Automatic emails can be sent out to confirm registrations and announce events. In contrast, data collected at registration can then be automatically uploaded into CRM systems - saving both time and reducing chances of error in data entry processes.
Automating your event allows staff members to devote more attention and creativity to managing creative, fulfilling functions rather than mundane administrative duties.
Show A Higher Level Of Professionalism
Your audience cares deeply about how they perceive you at any event they attend, from messages, sessions, and speakers to branding elements like branding materials or event software that helps put forth their best face. Professional event software helps present this image properly.
An event technology platform demonstrates your dedication to its overall experience for attendees and event management staff alike, creating a consistent and predictable event experience. Furthermore, having a dedicated platform allows more interaction among your attendees since details won't need to be managed independently by each attendee or staffer.
What Are The Eight Latest Event Technology Trends?
Virtual and Augmented Reality
Today, virtual and augmented realities (VR/AR) have become all-the-rage. According to Research's estimates, VR is estimated to be worth roughly $22 billion and expected to experience annual compounded compound annual growth rates of 15 percent through 2030; event planners could play a vital part in its spread. Technology such as this adds a whole new level of engagement and excitement to any event, merging live and remote experiences for maximum effect.
Event planners can leverage virtual reality headsets for events to extricate attendees from traditional screen environments and immerse them in 360-degree videos and interactive data visualizations, making the event feel truly participatory and together. Digital attendees can even join live to experience what seems like a real presence.
Vendors increasingly use VR in their booths to differentiate themselves from competitors and attract potential clients. Visit one of these stands, don a VR headset, and be whisked away into another world. What better way can there be to leave an unforgettable memory?
Simulcasting and live Streaming
Event tech providers have developed extraordinary streaming services that support virtual events. Your attendees, both remotely tuning in and those present physically at your events, will expect high-quality streams for all events they attend. Think about implementing a solution that allows for the seamless merging of the live video feed and records footage, seamlessly switching back and forth between them as needed.
Simulive is another streaming solution designed for hybrid events that work exceptionally well when pre-recording event content and then scheduling live streams at specific times. By eliminating the risks of synching multiple videos live during an event, which can often prove nerve-wracking for participants, Simulive provides peace of mind.
Check-In Without A Contact
The event industry will take some time before feeling comfortable meeting large groups. Given our shared experiences, this should come easily; contactless check-in offers an efficient yet intuitive solution that is more straightforward than it may initially appear.
How it Works: An event technology provider supplies check-in kiosks; attendees scan QR codes with their phones upon arriving to scan and go through registration; the software then automatically sends their badge directly to a printer for convenient badge pickup. Contactless check-in is safer, healthier, faster, and simpler than its traditional counterpart, eliminating bottlenecks and long queues.
Digital Floor Plans And Event Diagrams
Event organizers increasingly turn to event diagramming software to produce scale 3D renderings of event spaces. Drag-and-drop features, 3D walk-throughs, seating designs, vendor and booth mapping, and three-dimensional stage designs can save event planners time and provide effective tools for marketing their events.
Event apps with digital floorplans enable event organizers to quickly develop interactive maps for in-person conferences or hybrid events quickly, quickly creating interactive maps with digital floor plans that quickly display speaker profiles and topics for each session. Clicking an event app breakout room displays its speaker profile while tapping its logo shows its location within the exhibit hall.
Wearable Technology
Event management platforms often provide some event metrics and data; wearable technologies take things one step further by offering essential data while not disrupting attendees or exhibitors at your event.
Wearable tech, usually in the form of "smart badges" or wristbands, provides event organizers with crucial data like foot traffic and exhibitor hall occupancy rates to quickly address bottlenecks in staffing levels and track the arrival of high-profile speakers as well as measure social distance and see how long attendees spend engaging with exhibits or sessions.
It allows organizers to quickly address bottlenecks by monitoring staffing levels while monitoring speaker arrival times and VIP zone access. In addition, wearable technology enables event organizers to monitor the arrival of high-profile speakers, measure social distance, and see who or sessions people spend the longest engaging with exhibitors or sessions before moving onwards or returning home.
Apps For Multiple-Use Branding Events
Mobile applications have long been considered essential event technology solutions, providing event organizers with everything from agendas and speakers' bios to livestream links, venue maps, and sponsor lists, all on one convenient app. Consider an event app as an extension of your event platform; all attendees will have easy access to everything necessary to attend your event.
White-labeling event applications are possible thanks to modern event apps. Customize their appearance with your brand colors, icons, and logos for an unrivaled, professionally branded event app experience for attendees. Features like chats, polling, and Q&A sessions allow attendees to interact directly with sponsors/speakers while gathering leads/data/showing the ROI of event investments.
Accessibility Tools for Attendees: Hybrid or virtual events allow participants from around the globe to participate, often meaning attendees speaking various languages. What's great? We can assist with live translation via an event app for audience members who allow instant audio translation into desired languages in real time.
Event planners using artificial intelligence can increase inclusivity at their events by automatically creating closed captions - this has the bonus of saving event organizers time manually creating these captions for every event. What are the results? The result: more inclusive events.
Choose The Right Event Management Software For Your Company
Event planners know the right event planning software can be their greatest alli An event management online system simplifies an event, eliminating notebooks and email threads from being an administrative burden. Now it is easier than ever before to choose software tailored specifically for your event and know how to differentiate the best solutions from standard solutions in terms of price. Get in touch with the best and most pervasive event management software solution to conduct and organize events hassle-free.
