Event Marketing Strategy | Eventtia Blog

How to Save Money Using Event Management Software

Apr 13, 2017 3:54:43 AM / by Victoria

Does this thought sound familiar? “I don’t need event management software. Why spend money on that if I can do almost everything manually?” Indeed, why bother automatizing everything, avoiding repetitive tasks, gaining autonomy, or saving time and money? After all, you’re used to weak event promotion campaigns, constant logistic problems, and struggles to stay within your budget.

On the other hand, you also want to have an easy planning experience, run great events, and save money.

Do you see the paradox here?

All this because you may have a few false beliefs about purchasing event management software. Read the false beliefs below and see if any ring true for you.

False belief #1. “I can do it by myself.” Yes, you can. You can plan an event from scratch with no event management software whatsoever. This also usually requires sleepless nights, restless days, and tons of coffee.

False belief #2. “I can’t do much with event management software.” Do you want to easily manage spreadsheets that you currently need to constantly update and maintain? Or maybe you feel like real-time info updating would be a great help? Guess what: event management software can help you with that and much more.

False belief #3. “Buying event management software is a waste of money.” Have you ever had to reprint your event schedule because of last-minute updates, and you don’t have anything that would help you go paperless? Or maybe you’ve ended up with an awful event website, yet you paid a crazy amount of money for the design? Sorry to break this news to you, but you are actually losing more money having to outsource all these tasks to third parties, instead of using a powerful software to help you with that.

Look, nobody is judging you for not being 100% sure about purchasing event management software. All of these things are still new for us, event professionals.

However, if there’s one thing we want to emphasize here, it’s that purchasing event management software can actually help you save a lot of money.

Here’s how:

Forget about third parties

When planning an event, you often have to outsource different tasks. From website design and maintenance to ticketing or check-in systems, you are always depending on third parties. You don’t have full control over the event, so you can’t guarantee the quality of the final result. Plus, you need to pay for all of these services, juggling multiple invoices and payment deadlines at once.

Event management software provides more efficiency and cuts out the middleman. Don’t believe us? Let’s try a simple exercise: add all of your third-party bills together (plus the headaches and the problems dealing with third parties also brings, not to mention the risk of sabotaging the event) and compare it with the cost of event management software. We bet the results will surprise you.

Have everything you need in one place

Our research shows that event professionals use, on average, six different digital (free) tools to plan and run their events. This means six systems to depend on, six mechanisms to learn and adapt to, and six types of stress.

On the other hand, this often translates into multiple planning problems to sort out (without the help of the customer service support), loss of time, and, eventually, loss of money.

By purchasing a complete event management software package with built-in networking, you actually know that everything will run smoothly, your event won’t be compromised (because you’ll always have access to customer support), and you’ll have all the planning tools in one box.

Return on Investment (ROI)

When you purchase event management software, you also acquire a powerful tool that can increase your revenue.

Think about it—if you decide to purchase event management software with a built-in B2B matchmaking option, you’ll reinvent how you run your networking events or sessions, this way being able to gain more earnings.

On the other hand, if your goal is to plan successful exhibitions, you can always increase the ROI of your events by operating with the right event management software. In other words, you’ll see your investment returns quickly and not only save money faster, but actually earn more.

Call to action

Call to action

Take a piece of paper and get ready do some math. Draw two columns. In the first column, add up the amount of money you pay third parties whose services you use for your events. Then, make a list of common issues you deal with during the planning process and how much they cost you (in both time and money). Afterward, write down all the free tools you are currently using and all the accounts you have to maintain. In the second column, make a list with event management software prices and write down all of their advantages. Finally, weigh the pros and cons and see which column is the best option for your next event. 

 

Topics: Event Management Software

Victoria

Written by Victoria

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