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How to Make the Most Out of an All-Inclusive Event Management Software

Sep 14, 2017 5:54:46 AM / by Victoria

It’s crazy just how many planners aren’t aware of the true value that all-inclusive event management software holds. We tend to think its sole purpose is to help us deal with event logistics, and maybe a few other marketing and data-gathering tricks. Other times, we may purchase all-inclusive event management software to solve a minor logistic problem. By doing so, we miss out on the possibility of engaging with the real value a digital tool like this one can add to our event.

As the authors of The 21st Century Meeting and Event Technologies note, “While many technologies become relatively easier to operate, understanding the fundamentals of technologies and developing core competency in selecting the proper tools for meeting and event management is now critical to be a successful modern event planner than ever. Today’s and tomorrow’s event planners must remain current with all emerging technologies to create greater efficiency and increase overall quality of events.” Let's take this statement further.

Knowing how to use these tools properly is the key to providing high-quality event experiences.

Considering this, when purchasing all-inclusive event management software, we must be aware of all the ways we can use it and take good advantage of it. To help you with that, here’s a list of tips to take into account when using all-inclusive event management software to plan your conference, workshop, or B2B networking meeting:

Tip 1. Analyze and evaluate the software’s full capabilities

Let’s say that you decided to buy all-inclusive event management software to simplify the online registration process, build an attractive website, and generate on-site badges. These are your main issues, and you want to handle them all by using a powerful digital tool.

Well, since you’ve already paid the money for this all-inclusive event management software, then why not analyze and evaluate the viability of its entire range of features? What else can it do? Can you use it to generate invoices and collect payments from your attendees? Could it help you design an efficient app for your attendees? Since the software is all-inclusive, it must also provide a way of tracking your guests’ data and subsequently help you optimize their experience.

When purchasing all-inclusive event management software, don’t limit yourself to just the features that will solve your current issues. You’ll only be able to make the most of the software if you know just how much value it offers.

Tip 2. Strategize the planning process using the new tools

All-inclusive event management software features may be seen as puzzle pieces that can build a flawless event and help you innovate the planning process. Do you need a more meaningful way to set up the networking dynamic? Are you interested in a quick function that will let you create beautiful mail campaigns and attractive websites? How can you do the things you’re already doing even better by using powerful all-inclusive event management software? Strategize the event planning, considering all the new aspects you’re gaining by purchasing this digital tool.

Tip 3. Set up easier ways to execute the event logistics

Let’s talk a bit about truly painful stuff: Excel spreadsheets. How many Excel documents do you need to synchronize and update on a regular basis? Probably enough to drive you crazy. If you learn how to use it effectively, good all-inclusive event management software will save you the headaches. Look at your planning-related issues in a different way and use the digital features to automatize the tasks you thought were impossible to improve (hint: Excel spreadsheets). Make a list of the logistic assignments you’d like to speed up and check if your digital tool can help you with that.

Tip 4. Ask for the all-inclusive event management software provider’s help

An important criterion of choosing a good digital tool is the attitude the providers have toward their clients. Are they willing to accompany you and support your work throughout the entire planning process? Are they always there to answer your questions and help you strategize your events? If so, use their knowledge and assistance to your advantage. By doing so, you’ll gain access to a remote team that will help you make out the most out of your all-inclusive event management software.

Tip 5. Scale up your events with just a few clicks

If you have multiple events coming up in the next month or want to repeat the same event next year, why do the same work from scratch? Excellent all-inclusive event management software should help you replicate the planning process from your previous event. The only thing you’ll have to do is to update the new data, maybe add some more logistic criteria, and you’re ready to go! Save time and money by being sustainable and reusing previous settings and planning.

Final thoughts

When purchasing all-inclusive event management software, don’t settle for the quick fixes you need to apply to your work. Go deeper, and explore all of its features and possibilities. Be strategic not only when deciding which digital tool to use, but also whenever you are using it. Engage with the real potential event software has to offer and make the most out of it.

Topics: Event Management Software

Victoria

Written by Victoria

Communication and journalism with master degree on Event Management. Insterest areas: Knowledge and Events.