8 Benefits of using event management software for your next event

If you’re planning an event, you know there are countless details to keep track of. From registrations to accommodation, logistics to marketing, it can be overwhelming. That’s where event management software comes in. With a good event management platform, you can consolidate everything into one convenient place. And, more importantly, you can save time, reduce stress and, most importantly, create more successful in-person, virtual and hybrid events.

In this article, we’ll look at the 8 key benefits of using an event management software platform like EventsAir to help your next event be more successful.

Why use event management software?

The world of events is constantly evolving, and technology is a significant part of that evolution. Event management software is one such technology that has become increasingly important for event planners in recent years. But why is it so important?

The answer is simple: event management software helps event planners stay on top of the latest tech developments to deliver the best event experience possible. Not using event management tech may lead to your events falling behind by comparison. With the rise of hybrid events, where in-person and virtual components are combined, event management software is becoming even more essential.

One key reason to use event management software is the ability to streamline event planning and management. Event planners can use software to manage all aspects of their event, from ticketing and registration to marketing, logistics, and on-site management. This consolidation of tasks in one central platform makes it easier for event planners to stay organized and on top of things, reducing the risk of errors and mishaps.

1. Easier management of your event

Event management software can greatly simplify the process of organizing and executing events, as everything you need to plan and manage your event is consolidated into one convenient place. This includes tasks such as budgeting, scheduling, registration, attendee management, and communication with vendors and attendees.

One of the major benefits of using an event management platform is the ease of collaboration when working in teams. All team members can access the same information in real-time, reducing the time spent on project management and eliminating the need for constant back-and-forth communication. This can be particularly valuable when working with remote teams or when organizing large, complex events with multiple stakeholders.

Overall, using event management software saves time, increases efficiency, and helps ensure that all stakeholders are on the same page. If you’re looking to take your event planning to the next level, consider adopting a dedicated event management platform like EventsAir which acts as a centralized hub where all elements of your event can be managed.

2. Centralized platform

When it comes to organizing an event, there are a lot of moving parts to keep track of, from scheduling and registration to logistics and communication with attendees. This is where event management software comes in – it provides a central platform where everything related to the event can be managed in one convenient place.

By using a dedicated event management platform, such as EventsAir or others, organizers can easily manage all aspects of an event from a single interface; managing both in-person and virtual events. This includes tasks such as creating event websites, managing registrations, setting up schedules and agendas, tracking attendance, managing vendors and sponsors, and handling payments.

Previous customers such as those who have used EventsAir have found that centralizing their event management processes has made things much easier to manage. By moving to a centralized system, they were able to streamline their processes and make sure that everything was organized in one place, rather than having to juggle multiple tools and systems.

This centralized approach is particularly valuable when working in teams, as it allows team members to collaborate and communicate effectively without wasting time on project management. Instead, everyone can focus on their specific roles and responsibilities within the larger event management process, ensuring that the event is a success.

Event management software can make the event planning process more efficient and effective, saving organizers time and resources, and resulting in a more successful event. So, whether you’re organizing a large conference or a small company meeting, using a dedicated event management platform is worth considering.

3. Track and decrease your costs

One of the biggest challenges for event organizers is managing their budgets effectively. Events can quickly become expensive, and it can be difficult to keep track of all the expenses and revenue streams. However, with event management software you can easily track your spending and analyze it against your event budget.

Event management software can offer clear and user-friendly dashboards and reporting that allow you to visualize your spending to ensure you achieve a maximized return on investment on your event. With the post-event reporting feature, you can track the success of your event and determine whether you achieved your goals and objectives. This feature can also help you identify areas where you may be overspending, allowing you to make adjustments and cut costs in the future.

Software, such as EventsAir, offers several feature levels to suit the event organizer’s budget. This means you can find a package that suits your needs and budget. By choosing the right package, you can save money and allocate your budget more effectively. Additionally, EventsAir pricing is transparent and includes unlimited registrations.

An event management platform can also help you to increase revenue by streamlining the registration process, allowing you to sell more tickets, and making it easier for attendees to purchase add-ons such as merchandise, VIP experiences, and more.

4. Increase attendee engagement

When it comes to planning an event, engaging your event attendees is a top priority. Events that prioritize engagement tend to be more successful, generate more buzz, and leave a lasting impression on attendees. Designing events that maximize engagement can be challenging, but with the right tools, it can be achieved before, during and after the event.

Event management software can help improve attendee engagement in several ways, one of which is through collaboration. By providing attendees with a collaborative platform, event organizers can create an environment where attendees can connect and interact with each other, creating a sense of community and fostering engagement. Collaboration tools such as virtual networking, group chat, and live Q&A sessions and pollig can facilitate discussions and encourage attendees to participate in the event.

An event management platform can make your marketing efforts more effective. It allows you to automate your email campaigns, boost engagement through social media promotions, and other marketing efforts. This means you can focus on crafting a message that will resonate with your audience and the software will ensure that it is delivered to the right people at the right time.

In addition, event software can help organizers personalize the attendee experience, providing customized content and recommendations based on their preferences and interests. This personalized approach makes attendees feel more engaged and connected to the event, increasing their likelihood of returning to future events.

By using event software, organizers can also analyze attendee behaviour and engagement levels, allowing them to make data-driven decisions and improvements to future events. This leads to a more engaging and rewarding experience for attendees, which ultimately benefits both the event organizer and the attendee.

Designing events for audience engagement requires careful planning and consideration, and with EventsAir’s range of tools and features, you can create an event that encourages collaboration, social media engagement, and interactive experiences that keep attendees engaged and excited.

5. Improve data collection

An events management platform provides event organizers with an easy and efficient way to collect and manage data from events. With the use of mobile event apps, online registration forms, and badge scanners, attendees can easily register, check-in, and engage with the event.

The platform streamlines data collection by consolidating all the data into one central location. This makes it easy to manage and analyze the data to gain valuable insights into the event’s success. For instance, event organizers can collect data on attendee demographics, attendance rates, and engagement levels. This data is useful in tailoring future events to meet the needs of the attendees and improve their overall experience.

The platform also helps organizers by providing them with advanced registration data and collecting feedback from attendees through surveys and live polls. Without a consolidated platform, collecting such data would be challenging and time-consuming. The data would likely be spread out across different platforms, making it difficult to analyze and draw meaningful conclusions.

EventsAir’s robust data management system ensures that data is secure and easily accessible. The platform provides real-time data analysis and customizable dashboards, making it easy to track and report on event performance. It provides an all-in-one solution for event organizers to collect and manage data efficiently, resulting in better insights into event success and increased attendee engagement.

6. Analyse and improve events more efficiently

Analyzing and improving events is a crucial part of the event management process, and event management software can make it easier and more efficient. EventsAir provides a range of features that allow you to collect and analyze data from your events, including live polling, reporting, and analytics.

Live polling during your event is an excellent tool for gathering real-time feedback from your attendees. You can use it to measure attendee satisfaction, collect ideas and opinions, and track attendee engagement. With the results of the live polling, you can make real-time changes to your event and adapt it to your attendees’ needs.

Analytics and post event reporting are also critical features that allow you to collect, analyze and report on data from your events. With EventsAir, you can track a wide range of metrics, including attendance rates, session popularity, and engagement metrics. You can use this data to identify areas for improvement, measure the success of your event, and identify growth opportunities.

By analyzing and tracking additional data points such as social media mentions, website engagement, and app usage, you can gain a more comprehensive understanding of your attendees and how they interact with your event. This can help you identify trends, personalize experiences, and improve future events.

Overall, with the data collected and analyzed using event management software, you can make data-driven decisions and fine-tune your event to meet the specific needs and preferences of your attendees, resulting in higher engagement and better results for your organization.

EventsAir is an all-in-one platform, which eliminates the need for data transfer between different programs, which takes time and can result in errors. We could also collect, analyze, and leverage data to provide valuable insights and customized quick reports.

Alkis Polyrakis – CONVIN. Read case study

7. Automate tasks

Organizing an event involves a multitude of different tasks, such as handling registrations, sending emails, and managing data entry. Each of these tasks requires time and attention to detail, and it can be a challenge to keep up with everything while also ensuring that the event runs smoothly.

This is where automation can be a game-changer. By automating repetitive tasks, event organizers can free up time to focus on other important aspects of the event, such as creating a memorable experience for attendees. For example, automating the registration process can save significant amounts of time and effort. Attendees can quickly and easily register online, reducing the need for manual data entry and paperwork. Automating the process also ensures that registrations are consistent and accurate, reducing the likelihood of errors.

Automating email communications is another way to save time and ensure consistency. With event management software, organizers can create email templates that can be personalized and scheduled to be sent automatically at specific times. This can include confirmation emails, reminders, and updates, all of which can be tailored to different groups of attendees.

Data entry is another area where automation can be incredibly helpful. By automating data collection, organizers can save time and ensure that information is entered accurately and consistently. This can include data such as attendee preferences, feedback, and engagement metrics, which can be used to improve future events.

Properly implemented automation can also help to ensure a smooth event experience for attendees. With automated check-in and badge printing, attendees can quickly and easily check-in at the event, reducing the risk of long lines and delays. Automated live polling can also engage attendees in real-time during sessions, providing instant feedback and insights that can be used to improve future events.

Event management software that incorporates automation can significantly improve the efficiency and consistency of event planning and execution, leading to a better experience for both organizers and attendees.

8. Provide a seamless and professional attendee experience

When it comes to events, providing a seamless and professional experience for attendees is key to making sure they leave with a positive impression. Utilizing a highly integrated event management software like EventsAir can help to achieve this goal.

Having a professional appearance at your event can convey the expertise of the event organizer and lend credibility to the event. With EventsAir, you can easily brand your event with logos, images, and custom designs, making your event look polished and professional.

Moreover, EventsAir offers convenient and intuitive features that save attendees time and reduce confusion, leading to a better overall experience. For example, attendees can quickly register for the event, make payments, and access event materials all from one platform. This streamlined experience not only saves attendees time but also provides a clear path for them to follow, reducing the risk of getting lost or confused during the event.

In addition to benefiting attendees, the platform also provides an additional way for staff to interact with and manage attendees. With the ability to send push notifications, collect data, and respond to attendee inquiries in real time, EventsAir ensures that attendees feel heard and supported throughout the event. All of these features work together to provide a seamless and professional experience for both attendees and staff, leading to increased satisfaction and a positive reputation for your event.

What does this mean for my event?

The last thing you want when organizing or managing an event is for the tool(s) you rely on to underperform and cost you either time, money, or both. One way that you can stay ahead of the pitfalls and setbacks is by having a read of our guide on the most common event problems.

The 8 benefits that we highlighted above are just some reasons why using a comprehensive platform can help plan, organize, and manage events successfully. To see how EventsAir can help with your next event, click here now to arrange a free customized demo session!

---

EventsAir has been at the forefront of Event Technology and Innovation for over 30 years, continually pushing the boundaries of what an event management platform can do. Built by event planners for event planners, EventsAir is a secure, scalable, cloud-based solution that can manage everything from in-person, and virtual to hybrid conferences, meetings, and events in a single online platform – anywhere, anytime and on any device.

In use in over 50 countries by multi-national corporations, professional conference organizers, government departments and tertiary education institutions, EventsAir is also used in global congresses such as G20, APEC, CHOGM and ASEAN, as well as sporting events like The Olympic Games, World Rugby, Commonwealth Games and Pan Am Games. We have helped companies discover that by centralizing their event management, they were able to streamline their processes, reduce costs, and ultimately provide a better experience for their attendees – you can view the success stories here.