Set up Meetings With ease Using Event Management Software

To avoid costly errors, and to ensure meetings are organised in an efficient manner, many event professionals want to employ the use of an event management software solution. These solutions have the tools and capabilities to manage and track activities throughout the full event and conference planning process, as well as the activities carried out within the event follow up (such as post event surveys and the creation of reports for intelligent analysis).

Booking a venue

Control to an event manager is key; whether it’s a meeting/conference room in your own office or a larger external venue, event software can help by ensuring the allowance has been made and that payment led video wall. has been taken. For more complicated meetings which require multiple rooms across multiple days, event solutions will include a comprehensive planning, resource and scheduling venue software program. An incredibly configurable and fully customisable function linen and a multiple appointments feature which will give you the ability to manage your resources and venue from central and flexible application. This helps to easily simplify the normally complex process of booking and managing the venue.

Sending cards to a targeted list of prospects

Case manager may know the actual number and names of the delegates they are targeting or in some cases they might have been told to invite a certain market (based on relationship, job title, location etc). Managing picking a delegates to invite is made easy with event software, since it is able to be integrated their CRM package. Which means that all corporate records and data can be accessed easily and records automatically updated, so others looking at that record will know that the contact have been invited and whether they have registered and paid.

Event software also comes with sophisticated email marketing tools. Event administrators are able to easily build and filter a selection of targeted delegates from their CRM and put these into a custom-made, HTML email which can be posted out to you. From the event management software platform, event administrators will be able to track opens, clicks and other beneficiary activity.

Resource management

Event software will come with a Resource Management Component which is where event administrators can track and control all the resources needed to manage an event. External suppliers can be given access to this component in order to keep track themselves, rather than dealing with case manager directly. For example, caterers can be given access for them to easily see current, up-to-date information on assign numbers and any specific dietary requirements. Providing them with direct access to this component in the event software means that event administrators can deal with one less person and one less phonecall! Mistakes are also reduced since a layer of communication has been removed.

Resource adventures also contain multiple and powerful calendars enabling conference administrators to manage numerous resources on these various calendars; this is all accessible from central location ensuring all updates/amendments/additions are recorded in real time. From the information collated through this Resource Component, event mangers can run unique reports providing details such as the number of pods available, number of brochures etc. Event administrators won’t have to juggle multiple spreadsheets across multiple calendars which will ensure fewer errors.

Dealing with presenters and guest speakers

Event software can also manage this process. Emails can be scheduled automatically to remind guest speakers about the event and to request certain information such as a biography for the marketing collateral and presentation 35mm slides for delegates. Speakers can also be given direct access to the Resource Management Component, where they can manage and update their own profile, and distribute materials and other items. Again, this removes the involvement of the event manager, freeing them up to work on more strategic activities.

Taking registrations

A convenient way to take registrations is online. This suits both delegates and event administrators. It is a fast, effective method and is increasingly becoming the standard method of event registration. But there are bad and the good ways of taking registrations online. Ideally event administrators should want to direct prospect delegates to their own website, where a specially created page, with the branding of the company and the event have been included. Taking registrations on your own website plays an important part in increasing assign sign up rates — delegates is often more relying on and more likely to sign up whether it’s for a passing fancy site, whereas taking them to an external site may cause trust issues. It’s also important to be able to modify the information requested at the point of registration. Some events will just require a name, telephone number and email address, whereas others might have to have more descriptive information. Event software can easily handle these changes.

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