Jese Gary's Tips for Streamlining Your Event Management Process with Eventeny

Jese Gary, an experienced event organizer with a wealth of knowledge in the field, shares her insights on how to streamline event management using Eventeny. Drawing from years of hands-on experience and a deep understanding of the challenges faced by event planners, Jese offers a comprehensive guide to leveraging the powerful features of Eventeny to enhance efficiency and effectiveness. In this blog, Jese provides practical tips and actionable advice, covering a range of topics from automating repetitive tasks to improving vendor coordination and optimizing attendee experiences. Her expert guidance aims to empower event planners to harness the full potential of technology, ultimately transforming their planning and execution processes.

Watch our accompanying interview with Jese

Table of contents:

About Jese

I first ventured into event management while pursuing a Business Management degree with a focus on hospitality. During college, I explored the events industry by working at floral shops, which sparked my interest. By 2010, I had launched my own event business, LuxeGiving, where I combined my passion for art and design with event management. My initial events were fundraisers aimed at connecting local businesses and charities to support meaningful missions. This early focus helped me build a foundation in organizing impactful events.

My passion for event planning comes from being part of people’s stories and creating memorable moments. I thrive on designing spaces where people can forge new friendships and enjoy themselves. Additionally, I am dedicated to growing a team and brand where everyone can progress together.

Currently, I am concentrating on community events and looking to expand into new markets and industries that emphasize community engagement. Over the years, my approach to event planning has evolved significantly. I’ve learned to be adaptable and forward-thinking, understanding that I don’t need to excel in every area myself. Instead, I focus on collaborating with the best professionals to achieve our goals. Initially, I concentrated on my own strengths, but now I appreciate the value of leveraging the entire team’s capabilities.

Using tech to plan events

When I first started using technology in event planning, I faced several limitations. I had to learn a lot on the fly, as there were few technology solutions available for small businesses. Initially, I managed everything using Microsoft tools and enterprise platforms, which was cumbersome. Over time, I have seen more platforms emerge that cater specifically to the needs of event industry business owners, which has greatly simplified my processes and reduced the need for multiple tools.

My background in sales and process mapping from manufacturing helped me overcome these challenges. Experience with corporate systems like SAP taught me the importance of efficient processes and robust systems. In manufacturing, ineffective processes can be very costly, a lesson that applies equally to the event industry. This background gave me the skills to implement and leverage technology effectively, ensuring smoother and more efficient event planning.

Overcoming resistance to event technology

Event organizers are often hesitant to adopt new technology because it is not widely discussed within our industry, which tends to focus on the hands-on, creative aspects of event planning rather than on technological solutions. Many in the industry, who are hardworking and creative, find technology less engaging and prefer to concentrate on the enjoyable parts of their work.

To help clients overcome their fears and simplify their processes, I focus on addressing where mistakes have occurred and framing them as learning opportunities. I encourage clients to view these challenges as chances to improve their processes. By identifying sources of stress and inefficiency, we can streamline their operations, making it easier to scale. I also emphasize aligning changes with their overall goals to ensure that the process improvements directly contribute to achieving those objectives.

Jese's approach to using event tech

• Simplifying Processes: Jese is dedicated to educating her clients on how technology can streamline their operations. She focuses on making systems easier to use, rather than complicating them. Her goal is to simplify processes by showing how the right tech can reduce manual tasks and enhance overall efficiency.
• Scaling Necessity: In today’s digital age, Jese emphasizes that scaling event operations manually is nearly impossible. She underscores that embracing technology is crucial for growth and scalability, helping organizers manage larger and more complex events without being overwhelmed.
• Addressing Inefficiencies: Many event organizers still rely on outdated planning systems that create significant inefficiencies. Jese highlights the importance of first addressing these inefficiencies before integrating new software solutions. By optimizing existing systems, she ensures a smoother transition to modern technology and a more effective overall operation.
  
• Holistic View of Tech: Jese advocates for a comprehensive approach to adopting technology. She believes that organizers should take the time to learn about and understand their pain points, adapt to new tools, and fully grasp how technology can address their specific challenges. This holistic view helps ensure that technology is used effectively and integrates seamlessly into their existing processes.
  

Enhancing your system with event technology: vendor solutions

Valuing time

Streamlining the application process for vendors is important because it encourages loyalty and fosters long-term relationships. Vendors want a smooth experience that allows them to focus on growing their business with organizers. A complicated or disorganized process can deter vendors and lead them to discourage others from working with you. To ensure vendors feel valued and respected, I establish clear vendor partnership agreements from the start. Additionally, I conduct post-event and quarterly check-ins. While this may seem like a lot of effort, it helps build a comfortable, open environment that nurtures loyal partnerships over time.

Tips for streamlining the artist, vendor, and exhibitor process with Eventeny

Eventeny's features have significantly improved vendor management by allowing organizers to streamline the entire process. Vendors can easily sign up, communicate with us, and effectively showcase their brands on the platform, making their participation feel balanced and mutually beneficial. Additionally, tailoring applications to different types of vendors is essential. By customizing the application process based on the specific needs of each vendor, we ensure that we gather all necessary information without overcomplicating the process. This approach not only simplifies vendor management but also supports scalability as the event grows.

• 1. Bulk Approval, Rejection, Waitlist: Eventeny's bulk action features significantly streamline the application process for organizers. Instead of handling each application individually, organizers can use bulk approval, rejection, or waitlist functions to efficiently manage large volumes of submissions. This approach saves considerable time and reduces administrative overhead, allowing organizers to focus on more strategic aspects of event planning. By quickly responding to applicants, organizers can maintain a smooth workflow and keep the process moving forward without delays.
• 2. Tailored Applications: Creating customized applications for different types of vendors ensures that the application process is relevant and targeted. Eventeny allows organizers to design application forms specific to various vendor categories, such as food trucks, craft vendors, or entertainment acts. This customization helps gather pertinent information that is critical for assessing each vendor’s suitability and fit for the event. Tailored applications also make it easier for vendors to provide relevant details, leading to more accurate evaluations and a better match for the event's needs.
• 3. Vendor Suitability: To ensure that selected vendors align with the event’s goals and standards, reviewing examples of their previous work is essential. Eventeny provides tools to evaluate vendor portfolios and past performance, which helps organizers make informed decisions. By assessing the quality and style of vendors' previous work, organizers can select those who are most likely to contribute positively to the event’s success. 

Choosing the right artists, vendors, and exhibitors with Eventeny

It's important to choose the right vendors. I am very attentive to selecting vendors that align with my events and my clients' needs. Since I work with corporations, I ensure that the vendors I choose accurately represent my clients' brands. Requesting examples from vendors and conducting Google and social media searches helps in making better vendor selections by providing a clearer picture of their capabilities and alignment with our needs. Proper vendor selection is a direct reflection of my ability to make the best choices for events, which in turn builds trust with our clients. To maintain a balanced mix of vendors and avoid oversaturation, I work with a variety of vendors across different events, ensuring that their services do not conflict. By carefully selecting the right vendors for each event, we not only prevent overlap but also help ensure that each vendor has the best opportunity for success at the event.

• Photo and Video Submissions: Requiring vendors to submit photos and videos of their products or setups provides valuable insights into the quality and suitability of their offerings. Visual submissions allow organizers to evaluate the aesthetic appeal, craftsmanship, and professionalism of vendors' work before making selections. This helps ensure that the vendors meet the event's standards and align with its overall theme or branding. By reviewing these visual materials, organizers can make more informed decisions and select vendors whose offerings will enhance the event and appeal to attendees.
• Custom Applications: Designing custom application forms for different types of vendors, such as “Jewelry Vendor” or “Coffee Cart Vendor,” streamlines the application process and ensures that each vendor is evaluated based on relevant criteria. Tailored applications allow organizers to collect specific information pertinent to each vendor category, such as product details, pricing, and special requirements. This customization helps in assessing the suitability of vendors for various event segments and facilitates a more organized and efficient selection process. It also enables organizers to curate a diverse and well-rounded vendor lineup that meets the event’s needs and goals.
• Avoiding Oversaturation: To maintain a dynamic and engaging event experience, it’s crucial to avoid vendor oversaturation by ensuring a balanced mix of vendor types. Too many vendors offering similar products or services can lead to a crowded and monotonous market, diminishing the appeal of the event for attendees. By carefully selecting and limiting the number of vendors in each category, organizers can create a more varied and interesting vendor lineup. This approach not only enhances the event's overall atmosphere but also ensures that each vendor has a fair opportunity to showcase their offerings.

Retaining successful vendors

Reducing turnover

Scaling your business with Eventeny

Creating SOP's

Standard Operating Procedures (SOPs) are crucial for ensuring consistent and successful event processes. By documenting detailed steps for key tasks like vendor management and event setup, SOPs streamline operations, reduce errors, and serve as a valuable training resource. This consistency not only simplifies the process for clients and vendors but also builds and strengthens trust with all stakeholders, leading to smoother and more efficient event management.

Eventeny's features 

Time is one of the most valuable resources for any business. Our administrative team plays a key role in maintaining efficiency by handling essential tasks. This process becomes even easier when using a software solution that keeps everything organized within a single platform. This not only minimizes mistakes but also allows our support members to smoothly create and manage events.

• Templates and Copies: Eventeny offers the ability to create and utilize templates for applications, maps, and tickets, which can be duplicated for new events. This functionality significantly reduces planning time by allowing organizers to build on previously successful formats. By copying over all event details accurately, organizers ensure consistency and maintain high standards across multiple events. This means that each event benefits from the same level of detail and organization, without the need to recreate materials from scratch.
• Efficient Planning: The ability to copy entire events streamlines the planning process, enabling organizers to manage and execute multiple events more efficiently. Organizers can use past event setups as a foundation, making adjustments as needed for each new event. This efficiency allows organizers to focus on refining their event strategies, enhancing attendee experiences, and growing their business. By leveraging templates and copies, they save time on administrative tasks and can allocate more resources to innovation and expansion.
• Onboarding Ease: Standardized systems and templates simplify the onboarding process for new employees. New team members can quickly get up to speed by following established procedures and using familiar templates. This consistency in systems helps new hires understand their roles and the event requirements more rapidly, reducing the learning curve and increasing productivity. Efficient onboarding ensures that all team members are aligned with the organization's practices and can contribute effectively from the start.
• Value of Time: Jese highlights the importance of understanding how much your time is worth. Streamlining the planning process allows organizers to save time and redirect it towards more impactful activities, opening up opportunities for increased income and business growth. 

Choosing the right software solution for your business

Return on investment

• Assessing Pain Points: To effectively improve event management, it’s important to thoroughly understand the current pain points and the costs associated with existing processes. Pain points might include inefficiencies, frequent errors, or time-consuming manual tasks that hinder productivity. By identifying these challenges, organizers can gain a clear picture of where improvements are needed. Assessing these pain points involves gathering feedback from team members, analyzing workflow bottlenecks, and evaluating how current methods impact overall efficiency and satisfaction. 
• Cost-Benefit Analysis: Conducting a cost-benefit analysis helps organizers weigh the financial and operational impacts of adopting new technology against the benefits it offers. This involves comparing the costs associated with the existing processes—such as labor, time, and error-related expenses—with the potential time savings and efficiencies gained from a software solution. By calculating the expected return on investment (ROI) and the improvements in workflow efficiency, organizers can make a well-informed decision about whether the new technology will deliver sufficient value. This analysis ensures that the chosen solution not only addresses the identified pain points but also provides a clear path to enhanced productivity and cost savings in the long run.

Eventeny's offering

Flexible Pricing: Eventeny, an all-in-one event management software, offers a range of pricing plans, from a free version to a comprehensive pro plan, catering to various needs and budgets. This flexibility allows event organizers to choose a plan that suits their requirements, whether they’re managing small events or larger, more complex ones. By providing options at different price points, Eventeny ensures that organizers can find a solution that fits their budget and scales with their needs.

1. Comprehensive Integration: Eventeny integrates a wide range of event management functions into a single platform, including application processing, ticketing, vendor management, and event mapping. This all-in-one approach reduces the need for multiple disconnected tools, streamlining workflows and improving efficiency.

2. Customizable Templates: With Eventeny, organizers can create and use customizable templates for applications, maps, and tickets. This feature simplifies the setup of new events by allowing users to duplicate and adapt existing templates, saving time and ensuring consistency across multiple events.

3. Efficient Application Handling: Eventeny’s bulk actions for approval, rejection, and waitlisting streamline the application process. Organizers can manage large volumes of submissions quickly, reducing administrative burden and speeding up decision-making.

4. Tailored Solutions: The platform allows for the creation of specific application forms for different vendor categories, such as food trucks or craft vendors. This customization ensures that the application process is relevant and efficient, helping to attract the right vendors for each event.

5. Time-Saving Features: By enabling the copying of entire events and leveraging templates, Eventeny helps organizers plan multiple events efficiently. This reduces repetitive tasks and frees up event organizers for other needle moving forward activities.

6. Flexible Pricing: Eventeny offers a range of pricing plans, from a free version to a pro plan, accommodating different needs and budgets. This flexibility allows organizers to choose a plan that fits their specific requirements and scale as their needs evolve.

7. Improved Communication and Onboarding: Standardized systems and regular check-ins with vendors enhance communication and build strong relationships. Additionally, these systems facilitate easier onboarding for new employees, helping them quickly understand and adapt to event management processes.

8. Enhanced Vendor Retention: By streamlining processes and maintaining positive relationships, Eventeny helps reduce vendor turnover. Retaining experienced vendors contributes to the stability and success of future events, benefiting both organizers and attendees.

Conclusion

Embracing technology can significantly transform the way event organizers plan and execute events, leading to greater efficiency and success. All-in-one event management softwares, such as Eventeny, offer a wealth of tools designed to streamline all aspects of event planning, from application processing to on-the-day management. By adopting these technological solutions, event organizers can reap numerous benefits that enhance their operational effectiveness and overall event outcomes.