Organising a conference can be a daunting and time consuming exercise. Whether it’s a small one day event for 20 delegates or a huge three day event in Earls Court, the general process and common problems are the same.
So what are the stages of planning a conference?
- Booking a venue
- Sending invites to a targeted list of prospect delegates
- Organising and booking all the resources, such event 公司 as catering, collateral printing, promotional items, A&V etc
- Dealing with presenters and guest speakers
- Taking registrations
- Taking payment
- Sending reminder emails to delegates
- Printing badges
- Organising staff on the day
- Managing the budget throughout
This is an extremely basic and simplified list to indicate the general check list event managers must consider. This process can start from 6 months before an event or even as long as 12-18 months before for really large, national events. Managing all these steps can be extremely complicated and it can be very easy for event managers to make major mistakes.
To avoid costly errors, and to ensure conferences are organised in an efficient manner, many event professionals are looking to employ the use of an event management software solution. These solutions have the tools and capabilities to manage and track activities throughout the whole of the event and conference planning process, as well as the activities carried out as part of the event follow up (such as post event surveys and the creation of reports for intelligent analysis).
Taking the above steps in planning an event, here is how an event software solution can help:
1. Booking a venue
Control to an event manager is key; whether it’s a meeting/conference room in your own office or a larger external venue, event software can help by ensuring the allocation has been made and that payment has been taken. For more complex conferences which require multiple rooms across multiple days, event solutions include a comprehensive planning, resource and scheduling venue software tool. A highly configurable and fully customisable function sheet and a multiple calendar feature which will give you the ability to manage your resources and venue from one central and flexible application. This helps to simplify the normally complex process of booking and managing the venue.
2. Sending invites to a targeted list of prospects
The event manager may know the exact number and names of the delegates they are targeting or in some cases they might have been told to invite a certain demographic (based on relationship, job title, location etc). Managing the selection of delegates to invite is made easy with event software, since it is able to be integrated their CRM package. Meaning that all corporate records and data can be accessed easily and records automatically updated, so others looking at that record will know that the contact have been invited and whether or not they have registered and paid.
Event software also comes with sophisticated email marketing tools. Event managers are able to easily build and filter a selection of targeted delegates from their CRM and put these into a custom-made, HTML email which can be sent out. From the event management software platform, event managers will be able to track opens, clicks and other recipient activity.