According to Capterra, nearly 40% of people were dissatisfied with their event management software because of the lack of certain features. For full functionality and satisfaction, your event management software should be tailored especially for you and for certain kinds of events but at the same time, there are some features that should be a part of every event management software. Bizzabo Blog communicates that the majority of marketers plan to invest more resources on events in the future. These speculations are great news for event companies but not only for them. Below, you will find examples of why event management software is important.
What is an event management software
Event management software is a powerful solution offering a set of tools that cover different aspects of the process of creating, running and evaluating events. Event management software is an end-to-end solution present from the initial to post-event stages.
Top 5 features:
- Budget & database management
Thanks to this module, budget management is easier and it allows you to monitor the funds and all the expenses. You can re-estimate the expenses during all of the stages of planning the event. It is important to keep track of the funds, predict expenses and calculate savings. You can track deals and transactions, save all the details, manage invoices and have control. Budget management is conducted with a database which might be considered as the core of event management software. It puts together all the data collected during such processes such as registration, analysing the industries or acquiring guests. It then allows to create, for example, mailing lists, on-site guest lists or time schedules of the events. Database and budget modules keep all the necessary and important information in one place for you, to be available at any time.
- On-site functionality
The most important thing during the event is the functionality and ease of using the event management software. With such a solution on board, you can easily manage meetings, create lists of attendees or update all the information on social media on the spot. The software should also enable you to create real-time reports to give your employees more control over the constantly changing situation. In the reports, they should be able to find such key information as a number of attendees, timetables or revenues. With all the data in one place, it is easier to process guests’ arrivals or track attendees. Moreover, to increase information flow you should be able to print all the documents such as brochures, agendas, badges, and labels directly from the database on the spot to provide all the guests and attendees with the necessary information and equipment.
- Staff recruitment management
Alongside the event management software, in order to create and carry the event, you need qualified and experienced staff. In case you do not have that many employees or they are specialised in differed tasks, event management software should also allow you to quickly find and recruit more people to work for you. For example, our staff management software enables users to manage the staff and seasonal workers on many levels and facilitates recruitment. With a powerful database of potential employees, you can segregate and choose what specialists you need and the software solution shows the complete list of temporary employees available on particular dates and qualified for the job. Moreover, it helps you with communicating and the whole recruiting process so you do not have to spend too much time and can focus on developing the event itself. You can get more information about our staff management software and other useful solutions we have developed here.
- Attendee management
To improve your efficiency, the software should also be equipped with a module where you can manage all matters regarding attendees. The most important one is to give people the chance to register and buy tickets online. It is a dynamic and easy way to help people get to the event. With the list of attendees you can control many aspects of events, for example, monitor the registered people and their expectations and provide them the best service. With the list of participants and guests, your staff can have the number of people attending the event under control and also distribute vital materials such as badges, labels, brochures, and schedules to everybody who needs them. In the event management system, you can also create an online community by allowing people to communicate and create common memories.
- Event marketing
Event management software should also be equipped with a tool streamlining the process of promoting your event. This software should allow you to manage all the campaigns on social media, mailing or blog sites from one place. To achieve promotional campaign success you should also create an online community. Give people a tool to communicate with each other, exchange their experiences and memories to win their hearts. You can share videos, send newsletters and information updates to all the participants and create a source of knowledge to broaden the reach and create a community around the event. To attract more people, you can also create and distribute discounts and coupons to create loyal customers and attendees.
To sum up
The top 5 features of event management software are very crucial. They can be helpful from the very beginning, until the successful end of the project. With those elements, your job becomes easier and more stable. But there is a lot of other, very important features dedicated to your business area that might be helpful and you should make a conscious decision which of them to choose. All companies are different, sometimes slightly, but to be sure you are working on an appropriate and effective software solution you should use bespoke software solution. If you are looking for one, contact us, HeadChannel Ltd. and you will be provided with tailored software especially for you.
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