Why You Should Consider Using an Event Management System
On a real note, who doesn’t love efficiency? Making processes optimal and easier for all parties involved is the goal for any business savvy individual. So why not choose an event management system that will help you better execute, organize, and schedule your event related activities? Utilizing technology has become the future. This proves true in the events world also. Let’s be honest, creating an event from inception to completion is a ton of work. There are a variety of components and individuals involved on a tight timeline to ensure tasks are completed accuracy and within budget. With the help of an event management system (EMS), you can eliminate a lot of headache by efficiently creating a roadmap of your event planning process. So let’s take a deeper look at what main categories to consider when selecting and utilizing an EMS.
Top 10 Main Components of an Event Management System
So if you’re just getting started and thinking about what components to look for in an EMS, here are the top 10 main functions to consider in order to enhance your event planning process.
Create an Event:this feature will allow the organizer to schedule and catalog the event details that may include any of the following: event budget and resources, ability to specify event activities and appointments, create event reminders, specific requirements to reserve the venue(s), indicate catering services or other event-related supplies, as well as include any additional staffing needs that are required.
Schedule an Event: this component will allow the organizer to schedule multiple events and offer a calendar view for all event facilities/venues/locations, to create duplicate or recurring events, cancel or reschedule event(s), along with edit the status of the created event such as “confirmed”, “pending confirmation”, “canceled”, etc.
Registration Page Creation and Management:this option will allow the organizer to create and customize an easy to use event registration page that details the event name/time/date/speaker(s) bio/ RSVP option/ticketing or payment processing/ social media integration/event organizer contact details, etc.
Budget Creation: this function will allow the organizer to create an event budget to track estimated vs. actual costs spent per event with an option to use pre-populated templates that can be manipulated.
Event Logistics: this feature will allow the organizer to create checklists in order to manage relationships and collaborations with AV staff, IT staff, caterers, volunteers, janitorial services, and other vendors.
Attendee Management: this operation should allow the organizer to capture and store information about the people attending the events including contact information, food preferences, session sign-ups, attendee status, and travel details.
Event Communication: this action will allow the organizer to communicate with registrants, attendees, vendors and sponsors via channels such as email, phone calls, social media or instant messaging. This option should work both ways, by also allowing the registrants, vendors and/or sponsors to contact the event organizer(s) for assistance or questioning.
Ticketing Management: this component will allow the organizer to capture the registration details of the event attendees by supporting online ticketing sales with the ability to include various promotional offers per event.
Badge Management: this option will allow the organizer to generate the customization of name badges using various templates that can be manipulated to use, and offer real-time name badge scanning via the EMS device, in addition to checking-in event attendees for accurate attendee management and accurate record keeping.
Reporting: this function will allow the organizer to generate real time analysis as well as manipulate the specific event information needed. This option should be accessible in a dashboard view as well as be available for downloading/viewing in various platforms such as graphs, charts, excel spreadsheets, etc.
One more tip! Ensure that whatever EMS you select is available via app for your mobile device. This way, you can plan and manage your event on the go. However you plan or manage your event, give yourself and/or your team a chance to identify the system that is best for your usage. It will be a beneficial and more optimal process to keep all of your event activities and communication in one place.
If you feel like event planning is the career path for you, stay connected on my journey for tips and tricks on how to plan great events. Until next time!