Organising an event is no small feat. It involves managing various resources to ensure the event goes smoothly. The operations, event security services, and food are some aspects of an event that require diligence and continuous monitoring, and synchronizing these elements is the key to a successful event.
Ensuring that everything falls in order as smoothly as possible is a challenging task. It requires a massive effort to provide a thousand attendees at a corporate event with an experience worth remembering. The planning should ideally start months in advance, as it will likely be necessary to hire a venue in West London or closer to you, and get the dates booked for your company. Once that is done, the groundwork begins.
Given the nature of the collective effort required, enterprises and companies are resorting to technology to better manage their events. Modern-day Event Software and platforms provide the users with all the tools necessary for the promoting, launching, and managing an event.
Ignoring the use of software can result in an excessive waste of money and a lack of management that destroys the consumer experience. The following reasons highlight the significance of using an event-management platform.
1. To Streamline Registration
The most crucial step that generates a revenue stream for an event is the registration process. The tool used during the registration process should be designed to make the procedure simple for the users. Embedding the registration form on the software is a method that you can use to simplify the registration process. The software will also help in adding a multi-step registration process that gathers all the information you require from the attendees.
You can also use an option that allows you to select different price levels and promo codes. This allows you to save yourself from all the manual work by auto-managing the capacity of the different sessions and updates regarding registration.
2. Scheduling Different Sessions
A successful event has different sessions that contribute to the cause of the discussion. Scheduling and organising these sessions effectively is an integral part of managing an event. A scheduling tool will allow you to assign speakers and allocate different time slots for these sessions.
The speaker sessions also include breaks, breakouts sessions, and networking sessions. Using the tool will help you manage these sessions too. Another essential consideration is the visibility of the schedule, the members participating in the event should be aware of the date and timing of the event. Using the software allows you to integrate the calendar of the event with its website; this will make it easier for you to share event sessions with the attendees.
3. Website and App Building
A poor website or application leaves a wrong impression regarding the event. Since both websites and applications are launched before the event, clients use them as a measure to gauge the standard of the event.
The two also become sources of registering clients to the official webpage while presenting all information regarding the event. Your first step should be to hire an experienced brand design agency, to develop a brand value for the event. Then you should use the event management platform to embed the registration forms and event applications on the company’s website.
The official mobile app should then synchronise with all the data that is housed within the software. A perfect mobile app will be the cherry on top, adding to the overall user experience. Here are some common features synonymous with an ideal mobile application.
- Quick Access to Information using a clean menu
- Multiple editions for the same event with the help of a template-saving feature
- Should function offline to combat signal issues
- Customisable pages to help you showcase the brand
- A customer support system that offers multi-language support
Gamification of Event
A successful event has numerous pre-event activities that keep the clients, and the attendees hooked to build anticipation for the event. The gamification also helps you with attendee engagement, as the fun and games enhance their overall experience.
An example and tool that most platforms use for gamifying an event are augmented reality. You can use the concept to create fun and creative games meant to promote the event. Transforming the venue into jigsaw pieces and encouraging the users to complete the picture while exploring the surroundings is an excellent example of using augmented reality. You can also use the help of exhibition stand builders in London to market the event at different locations.
Not only will this build anticipation amongst the users, but it will also create a fun little platform for the users to learn more about the event. The use of the process obviously depends on the nature of the crowd attending the event. Additionally, offering prizes for completing the picture will encourage participation and result in spreading more information.
You can also use the logo of your sponsor to create interest regarding the event. Having a big brand sponsoring your event will go a long way in promoting the event and creating interest. Create a puzzle image of the different locations to develop a robust commercial tie-in.
More than 70% of businesses fail due to a lack of engagement. Not engaging the customer when all competitors around are doing so is a cardinal sin that can lead to failure of the event.
Gamification is one of the primary tools used by event planners to market their events. Event management platforms provide the user with the option to gamify their event. Since the tool is a great way to engage both the customers and employees, you should implement it when promoting the event.
The 4 reasons highlight the need for creating an event management platform. A comprehensive event management platform comes with different features, most of which are not required by the user. However, the luxury of analyzing data and creating an effective system of networking offered by the platforms is of considerable significance when planning an event.
You can choose from the various platforms available, depending on the type of event you are managing. This allows you to benefit from advanced functionality when required.