How to Find the Perfect Event Technology for Your Events?
by sara sandeep Event Management SoftwareFinding the right
event technology is a daunting task. While numerous articles have been written
on the importance of technology at events, very few articles suggest how to
find the best technology amid the plethora of options available. And even if
they do, it is almost an indirect pitch of their products and services.
But the truth is
that there is no such thing as the perfect event technology. It is all about
identifying the most appropriate solution that can help you reach your goals
and ease your already stressful life. But this is easier said than done.
Sourcing the right technology is a time-consuming effort and using a point
solution to manage the entire event lifecycle is wishful thinking. You need a
suite of solutions or a platform that can ease your work and help you reach
your goal.
Let us look at some
of the points that you need to keep in mind before taking the plunge into the
deep pool of technology providers.
Know
Your Problems
Before you even try
to identify the service provider, determine your pain points and understand how
a solution can help you. For instance, if your problem is low turnout at
events, then perhaps you need a robust event
registration software with advanced marketing capabilities. But more
than often, event planners don’t have one simple problem. Their problems are as
complex as their job and sometimes a simple event
management software is all it takes to remove the complexity out of
their jobs!
Know
your Attendees’ Problems
Whether you have
just started your career in event planning or are a seasoned pro, knowing your
attendees’ needs is all it takes to create a stellar event. When you search for
online event management software, you are more likely to find technology for
almost everything — from a seat planning tool to self-check-in kiosks and
content management software. So how do you pick the one that will streamline
the event experience? The most obvious answer is by doing a survey. In case you
don’t have the tools for that, then perhaps you can take cues from your
experience as an attendee. Did you like the long check-in lines? Did you get
enough opportunities to network at events? The answers will come naturally to
you. And yes, we don’t work with endless budgets, so make sure your preferences
are within the limited resources!
Time
Management
Event planning is a
stressful job and sometimes we all wish we had more time in the day to complete
our tasks. With pressure to meet deadlines and prove ROI, you need to be more
conscious of your time. Select an event
management software that helps you manage your time effectively and
streamlines your tasks. You certainly don’t want to invest in software that is
complex to use and makes your job a lot difficult. The event management
software you select should help you complete your tasks within the deadline and
foster collaboration between different teams such as sales, finance and admin.
Data
Management
Data is the hottest
topic in every industry these days. Whether it is big data, data regulations or
analytics, data is the backbone of everything. Thankfully, for event planners
data isn’t a complicated thing, especially when you have the right tools to
manage it. Managing and analyzing data is the key to successful events and that
is why you need a solution that can help you do both the things. Collecting
data with tools makes it easy for you to report on it and transfer it from one
system to another through APIs and other integrations. This way you will not
only save time but also properly compile, sort, manage and utilize data to
understand your attendees’ preferences and create even better events.
Customer
Support
We always need
somebody during difficult times, and this is also true for technology
providers. What if you get stuck somewhere or the solution is just too
difficult to understand? You would definitely need assistance and support. Even
if the solution is for dummies, you still need a smooth on boarding process.
And who can say that technology will never have a glitch? For all these
difficult times you need a support system from your event management software
provider. Make sure the provider is available 24X7 through phone, chat, and
email. Also look at their turnaround time to ensure you don’t have to wait
endlessly for your questions to be resolved. The best way for determining your
potential tech provider’s support is by reading online reviews and going
through their website. Most companies today have a self-serve portal or a
community of users where people can find solutions to their problems instantly.
Integration
and Ease of Use
Ease of use should
be one of the biggest factor determining your choice of vendor. The event
management software should be an extension of your team and should help you in
your planning needs. One way to ease your job is by reducing manual work of
data entry. Your event management software should be able to sync with your
current CRM so that data can be transferred without manual intervention. This
will save you time and reduce manual errors that often happens when entering
information. Also look for a provider who has stringent data protection
policies. With tightening data privacy rules, you don’t want instances of data
leakage or breaches that can lead to hefty fines. This has become an
increasingly important prerequisite when working with cloud and web-based
technology.
Conclusion
Event
management software has become an imperative for event planners, so while
you are sourcing it, you need to remember these points before you take the leap
of faith. Keeping some of these points in mind will make you get the most out
of the technology you choose and increase your ROI. While there is no such
thing as the perfect event technology, knowing what you are looking for can
make a plain jane software the ideal match for your events.
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Created on Apr 23rd 2019 09:36. Viewed 382 times.