This year, over 9,400 events used Eventeny as their organization assistant In 2023, Eventeny...
In today's fast-paced world, an event's success relies on careful planning, smooth coordination, and effective management. Event organizers are increasingly using tech software to make these tasks easier and more efficient and to create exceptional experiences. In this blog, we'll explore the important role tech software plays in event management.
Table of contents
- Event management without tech software
- Advantage of tech software
- Artist, vendor, and exhibitor applications: streamlining participation
- Mapping: navigating the event space
- Volunteer management: harnessing the power of people
- Ticketing: the gateway to your event
- Scheduling: the backbone of event planning
- Conclusion
Event management without tech software
Event management without technology software involves a manual and hands-on approach throughout the planning, execution, and post-event phases.
The planning process involves gathering ideas in person, creating budgets manually using spreadsheets, selecting venues, and coordinating with vendors face-to-face.
Marketing efforts include distributing printed materials, running media ads, and spreading the word through referrals, with invitations sent via postal mail.
Registrations and ticket sales are done in physical locations, with on-site management requiring manual check-ins, staff coordination through basic communication devices, and physically setting the venue up. During the event, schedules are followed using printed agendas, and audience engagement is done in person. After the event, feedback is collected through paper surveys, finances are reconciled manually, and reports are prepared from handwritten notes which can lead to lost materials and lots of confusion.
Obviously, this process is laborious and time-consuming. Scaling events while handling all the smaller details can lead to errors and overwhelm an event organizer. That is why it is important to use tech software to make the lives of event organizers marginally easier.
Advantages of tech software
Using event tech software has many benefits over traditional methods, especially in our digital age.
It makes things more efficient by automating tasks like scheduling, ticketing, and communication, saving organizers time and effort. It also reduces errors and provides real-time updates, helping organizers make better decisions and quickly handle changes. Having everything in one platform simplifies managing applications, volunteers, and event spaces. This leads to a more organized event and a better experience for both organizers and attendees. In today's digital world, embracing tech tools is essential for staying ahead and ensuring the success of any event.
Artist, vendor, and exhibitor applications: streamlining participation
Managing applications from artists, vendors, and exhibitors is made easier and more efficient with tech event software.
With platforms like Eventeny, you can streamline the process of creating and customizing applications tailored to your event's needs. The software simplifies reviewing, approving, or rejecting submissions, assigning booth spaces, and allowing participants to personalize their experience.
Plus, tech software with easy-to-use customizable applications will ensure that all necessary information is collected efficiently. Additionally, good software will allow you to track approvals and payments easily and even invite jurors to assist in reviewing submissions.
In essence, utilizing tech event software simplifies the application management process, saving time and effort for everyone involved and enhancing the overall event experience.
Mapping: navigating the event space
Mapping software is essential for both organizers and attendees. For organizers, it helps design the layout of the event space, whether it's a conference hall, an outdoor festival, or a trade show. Detailed maps can mark areas for stages, booths, restrooms, and emergency exits, ensuring the space is used efficiently and safely.
Scalable mapping
Scalable mapping modernizes the way we understand and utilize space by providing precise and efficient area measurements for a designagted area. Unlike traditional manual methods, which are time-consuming and prone to error, scalable mapping automates the process, ensuring accuracy and saving valuable time. This feature allows event organizers to visualize where to put booths, eliminating the need to manually measure and map every detail. By leveraging advanced algorithms and data integration, scalable mapping ensures that all technical aspects are handled seamlessly, allowing you to focus on strategic planning and decision-making without the hassle of technicalities.
Interactive maps
Tech event software makes this even easier by allowing you to customize interactive maps with booths and spaces. You can manage artist, vendor, and exhibitor information in real-time, assigning booths specific details like tables, chairs, and electricity. The map automatically creates a legend based on booth assignments, saving time and reducing mistakes. Organizers can decide whether vendors choose their own booth spaces or are assigned and then share the map with all vendors.
For attendees, interactive maps available through event apps or websites make it easy to find sessions, vendors, and amenities. These maps can include custom pins, spaces, and icons, helping attendees navigate the event without downloading an app or creating an account. This makes the event more enjoyable and less frustrating.
Seat selection
Integrating seat selection with ticketing and maps also enhances the attendee experience. Organizers can design custom seating charts for different event types, allowing ticket buyers to choose their own seats during checkout. This increases buyer satisfaction and saves organizers time.
Using tech event software for mapping offers clear benefits over traditional methods. It makes the process smoother, more accurate, and more interactive for organizers and attendees. In our digital age, using these tools is key to delivering successful and memorable events. You can learn more about mapping here.
Volunteer management: Harnessing the power of people
Managing volunteers efficiently is crucial for any event's success, and using tech tools offers many advantages over traditional methods.
With tech event software, you can easily create schedules, track volunteer statuses, and handle check-in and checkout during your event. You can also send messages to volunteers, assign them to different roles, and organize them effectively.
This software provides a simple way to manage all your volunteers in one place. You can collect their information, like contact details and availability, without limits. If you need to change schedules, it's easy to do so based on who's available.
You can also keep track of volunteer history and attendance, whether you have a small or large team. This helps you stay organized and focused on your event's goals.
In addition, having a platform that will send messages to volunteers is also helpful. Tech software that integrates all features, including messaging, will help streamline your event planning process. This kind of feature could help you send messages to volunteers—whether it be a specific group or everyone.
Using tech event software for volunteer management allows you to streamline your operations and spend less time on administrative tasks. This means more time to make your event a success and positively impact your community.
Ticketing: The gateway to your event
Ticketing is the gateway to your event, and using tech event software streamlines this process, offering numerous benefits over manual methods.
With tech event software like Eventeny, you can easily create and customize your ticket and registration process. User-friendly attendee management tools allow for custom form creation, mobile check-in with QR entries, add-ons, deliverables, documentation checks, group messaging, and more.
This comprehensive approach saves organizers time and effort, as everything from ticket creation to attendee management can be handled seamlessly in one platform. Attendees also benefit from the convenience of mobile check-in and personalized ticket options, enhancing their overall experience. To further this customized experience, a good tech software will allow their users to insert options such as discount codes for added deals and specials.
Moreover, tech event software provides valuable data analytics, helping organizers understand their audience and make informed decisions. Mobile ticketing and QR code scanning simplify check-in, reducing wait times and improving attendee satisfaction.
By embracing tech event software for ticketing, organizers can streamline operations, increase efficiency, and deliver a smoother and more enjoyable experience for both themselves and their attendees. This, in turn, can boost ROI.
Scheduling: The backbone of event planning
Scheduling is one of the most important parts of event management. Coordinating multiple sessions, speakers, and activities can be overwhelming. Tech tools simplify this process with interactive event scheduling features.
With these tools, you can easily build schedules for events of all sizes. Tech software allows you to customize tracks for the schedule, add tags and videos, and integrate this feature with other necessities such as tickets and maps. A good event management software can also let you embed your schedule onto your website. An easy-to-use drag-and-drop interface makes designing schedules straightforward, allowing you to customize colors, categorize sessions, and keep attendees informed about when and where they need to be.
These tools also offer seamless integration with maps and tickets, enabling you to link schedule elements to specific locations and ticket types. This helps attendees find their way and provides opportunities for upselling tickets. Additionally, attendees can view speaker profiles with photos, videos, and bios, fostering a personal connection and generating buzz.
Once the schedule is built, attendees can access it on the go through a mobile app. This allows for maximum convenience since, in this day and age, more than likely, everyone has a phone. For an event organizer, having an online schedule removes the manual process and automates the task, ensuring an easier time managing an event.
Conclusion
Tech software has become an essential tool in event management. Streamlining scheduling, mapping, volunteer management, artist/vendor/exhibitor applications, and ticketing, allows organizers to focus on creating memorable experiences instead of getting bogged down by administrative tasks. As technology evolves, we can expect even more innovative solutions to further transform how we plan and execute events. Embracing these tools is not just convenient; it's a smart strategy that can elevate the success
