There’s no shortage of event management technology or platforms that promise full logistical automation. You can easily type in “event management software” in the Google search box and find numerous options. It’s good to know you have different brands to choose from, yet how can you make sure you’ll pick the right planning technology? In this article, we’ll show you how to make this decision and not regret it afterward.
Event logistics are stressful, no matter your planning expertise. Even if you’ve already run dozens of events, planning one is always demanding.
But what if you’re a marketing director or professional without any event management studies or planning experience?
In this case, things are much more complicated.
Online registration, invoicing, badge printing, check-ins, agenda management, events mobile apps, event polls, surveys … these are only a few elements that can make the logistics a nightmare.
How do you navigate all these aspects without having the necessary experience? Can you do it all alone?
You’ll need an event management tool. But how can you choose one when there are so many out there? Moreover, how can you make sure you’ll make the right decision when you don’t even know what you’re looking for? After all, you’re not an event planning expert.
Here’s a list of things you’ll want to consider when searching for the right event management technology:
Tip 1. Go for an one-in-all tool
There’s no shortage of software for live polls or event marketing. However, if you want to automatize and streamline the entire event planning process, you’ll want to find an all-inclusive platform that lets you run multiple types of activities.
After all, why buy an online registration software and then also spend more time and money looking for another software for post-event surveys? An all-inclusive platform is not only more time-efficient, it’s also much more cost-effective.
To make a good decision, write down all the features you want the event technology to cover, and then search for a tool that provides everything you need.
Tip 2. Ask about the learning curve
When choosing between different event technology brands and options, schedule a few demo calls. This is important not only to get familiar with a platform or software, but also to evaluate a new technology’s learning curve.
Whenever you start using a new digital tool, you’ll need some time to learn how to use it. In this context, the learning curve refers to the time and effort you and your team will have to put in to master the necessary skills needed to operate the new technology.
The more sophisticated and difficult a platform is to use, the steeper the learning curve will be. That’s why you’ll want to go for an easy-to-use and operative software. To understand the learning curve of a new event technology, you can always ask the sales team (the team you’ll be most likely be having the demo call with) to explain how it works.
Moreover, you can check their resources to evaluate their digital tool’s level of difficulty. Additionally, check to see if the software has a free trial option you can try. That way, you’ll get a feel of whether or not it’s right for you without spending a dime.
Tip 3. Evaluate the customer service
Even if an event technology’s learning curve is short and you’ll be able to integrate it into your processes quickly, you’ll want to make sure that you have the necessary support in case anything goes wrong or you have any questions.
That’s why it’s important not only to evaluate the efficiency and simplicity of a digital tool (whether it’s a platform or mobile app), but also the provider’s customer service department.
- Do they offer onboarding sessions?
- Will the team respond to your inquiries promptly?
- Will you have a specific contact person?
- Will the event tech company provide on-site support on the day of the event?
Make sure you know the answer to these questions when choosing your planning software. Also be sure to go to sites such as Capterra, G2Crowd, or TrustPilot and check out their reviews. See what other users are saying about these tools and pay special attention to the comments regarding the customer service and how they handled different situations.
Tip 4. Compare the sales proposals
Jumping from demo to demo may not be such a good idea when you want to make a deliberate and well-informed decision about the event technology you’ll purchase for your company. So apart from having calls with different sales teams, ask everyone to send you a detailed proposal.
These documents will offer you detailed information about the product, pricing, and operational characteristics, and gives you the chance to compare what different event technology brands are offering so you can choose the one that suits best your needs.
Choosing the right technology
Finding for the right event planning tool can take time. Don’t rush into making a quick decision. Take your time, analyze the different tools, evaluate the learning curve, check what other people are saying about the brand, and ask to see sales proposals.
By gathering and studying all the information, you can choose the right event management technology that will be fully aligned with your requirements and your company processes.