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Published December 12th, 2016 by

Event Management Software: Why It Is Important for Your Business

Event Management Software: Why It Is Important for Your Business

Even before the advent of computers, event managers have already been using a number of different strategies when running affairs and occasions.  This is to ensure that everything will go as planned.  Event organizing is not an easy job, as it requires considerably exceptional skills, such as flexibility, people skills, organization, time management and more.  However, depending on the complexity of a certain event, people responsible for running events can now utilize tools like the event management software (EMS), which offer platforms that will simplify their planning process.

What Is Event Management Software and Why Do You Need One?

In order to give you better insight regarding the importance of event management software, let us first define what it is and outline the reasons why you need to acquire one.

Event management software refers to software products that are used in the management of various events such as professional and academic conferences, trade exhibitions, and smaller events.  The following are the different management applications and their importance in improving your event management system:

1. Customized event website creation. This enables event managers or organizers to promote certain events, and enter comprehensive information about it. It enables online payments and registration through a centralized web-based location.

2. Venue or Site Selection. Picking the right venue and location for a certain event is crucial in events planning or organizing and the type of event determines where it will be held.  This application is an economical way that allows you to search for the perfect site for your next event.

3. Procurement, sourcing and RFPs. EMS lets you perform the sourcing process which is ultimately needed to find and evaluate potential suppliers This process is done to make sure that you will get the best venue and quality of services that a certain event requires.

Also, this application lets you automatically generate Requests for Proposals (RFP) through available templates and online resources.  RFP is a document that you will need to prompt bids from possible suppliers for a specific service.

4. Content management.   This application allows you to create, edit, publish, and manage updates regarding clients, suppliers, and company operation’s data or information through a centralized database.

Now, given the examples of applications of an EMS, let us identify the possible reasons why you need to get this kind of software.  It is important to recognize the expected outcome that you want to achieve using this platform as well as your business’ requirements that need to be addressed.  The following are some of the reasons why an EMS will be beneficial for your business:

  1. Effective Data Management.  Data management is a process where you validate and store clients’ and potential supplier’s data while ensuring that they are kept protected, accessible, and reliable.  Monitoring all these information and other event-related tasks that are required to assure that an event goes as planned is rather time-consuming for event managers and planners.

However, in using EMS you will be able to avail of its great benefits, which include centralizing and integrating all your information in one database.  Once a user edits certain information, people who were duly authorized to access these data will be able to automatically create lists and needed reports such as name tags and confirmation of registrations.  With an integrated database, event managers are provided with accurate data, therefore, reducing the time that they need to spend in manually creating lists and documents.

  1. Improved Efficiency.  One of the most convenient features of EMS is that your company’s workflows can be accessed in the system and can be modified according to your business’ requirements.

With EMS, it is expected that efficiency will significantly be increased as the software effectively eliminates unnecessary document and management tasks. This, in turn, enables you to give more needed attention to vital and challenging tasks resulting in improved customer care.

Another thing that contributes to the efficiency of your company is that it has functions that allow online registration and credit card payments, which makes payment and billing reconciliation easier and exhibits your company’s higher level of competence.

  1. Multi-functionality.  The best EMS products cover all the functions that event managers require for a certain event from registration, site or venue identification, and reporting and client directory to generating feedback.
  1. Reduced Costs. If your company has hired multiple people to do routine tasks, such as data entry and handling registration queries, you will be able to save in this aspect as all data entries in an EMS are already automated and questions regarding attendees’ registration can be answered through an event website.
  1. Getting Paid Faster. EMS has the capability that allows you to accept payments online through credit and debit cards as well as the most traditional ways of payments like checks. This means that you get paid right off the bat.
  1. Enhanced Client Perception Towards Your Company. It is imperative that you have an enhanced relationship with your customers, suppliers, sponsors and donors in order for them to have the best experience with your company.

What Are the Significant Features That Need to Be Considered in Acquiring EMS?

If you are contemplating on streamlining your event management system, it is important to consider the essential features that a lot of EMS products have.  Below are some of the EMS essential features that you need to look for:

  1.   With the registration feature, it ensures that you are able to keep track of the people who are attending a certain event.  You also need to look for EMS which offers registration features that allow attendees to register on the event website.
  1. Event Marketing. The best EMS products integrate a company’s website with website analytics which enables you to analyze if your website has made a significant impact on your customers.  It also evaluates your website visitors which enables you to make necessary modifications on your strategies in attracting customers to maximize marketing efforts.  There should also be tools for sponsors to get and manage potential clients throughout the events.
  1. Event Reports. With this feature, you will be able to record an event report, which determines if a certain event was successful through objectives and results reconciliation.  With this, it ensures that you determine if there is a need to make necessary adjustments or any modifications.  You will likewise view details of event costs, registration data, and other information as well as create summary views that you can share with partners and clients.
  1. Onsite Event Management. Using this feature enables you to manage real-time reports and print names tags to aid in facilitating simple to complex events.  This also allows your team to check in attendees using any device through the internet.

Examples of the Best EMS Available in the Market

To help you further in deciding what EMS can best fit your business, below are the examples of the best EMS based onCrowdReviews.com:

  1. Cvent.  According to CrowdReviews.com, Cvent is currently one of the most efficient software in the market.  It is a cloud-based platform that manages events without difficulties.   It is ideal for organizations of all sizes and offers free demonstration with 24-hour online technical support specialists.  It also offers a platform for mobile applications, web surveys, and email marketing features.
  1. Eventbrite. This software offers an easy self-service platform that anyone can use in posting an event online, selling tickets, and tracking sales and registrations.
  1. Eventzilla. This EMS caters to small businesses who are looking for an effective EMS to manage their events.  It is one of the most budget-friendly solutions which does not require downloads, set-up fees, and programming knowledge to create an event registration website.
  1. Etouches. This handles processes from planning to execution, covering and putting structures in every key function in the event planning lifecycle.  Also, this platform is a multilingual and multi-currency tool which makes it more efficient =during the management process.  For complex event requirements, Etouches supports easy add-on tools and options.
  1. CrowCompass. This is an innovative mobile applications development ideal for conferences, meetings, conventions, trade shows, and events.  It features numerous unique and customized event applications, which will help you achieve successful event experiences that will result to increased customer engagement and a strong return on

Choosing the right event management software for your business is not actually an easy task; however, with these important points, you will somehow get a better idea on how you are going pick one that is just right for your business’ needs.  You just have to make sure that the EMS you choose offers security and ease of use. Otherwise, you will only just be wasting time and money, which defeats the very purpose of getting one in the first place.

With all the event management software being promoted as the best in the market, it is important that you get what fits your business the best.  Read on these client reviews from CrowdReviews.com to help you narrow down your major choices.

Our rankings are completely independent, transparent, and community driven; they are based on user reviews and client sentiment. These event management software companies had to earn their way up and didn't just pay their way up.

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