What is an Event Management Software?

Hiteshree Dudani
August 15, 2017

Note: Last updated on 13th Feb'2018

21st is the most blessed of the centuries. Towards the end of the 20th century, technology started to penetrate in our lives and in just a matter of 2 decades, it has become an inevitable necessity for us!

So, the question arises,

How exactly has technology changed the event industry?

The answer is simple!

By providing us with the event planner’s magic wand —  An All-in-one Event Management Software.

This instantaneous growth of technology is just fair given the fact that it has made our lives unimaginably quick, convenient and easy. No matter in which part of the world you are in, a smart digital device and an internet connection can help you do every possible thing in a few clicks.

Not just our personal lives, but this technological penetration has occurred in the corporate world as well. This technological advancement, like the other industries, has extensively benefited the event industry also. Not an exaggeration, but event technology has in all senses revolutionized the event industry.

But before going into what event management software does, let us understand a crucial aspects of event planning and event management.

What are the responsibilities of an event organizer?

Any event, big or small, looks all glitzy glamorous from the front-end. But the months and months of back-end efforts that make an event what it is, often go unnoticed.

An event organizer is the main driver behind any successful event. They plan, execute and handle the complete functioning of the event. There are hundred different things that need rigorous attention from the event organizer pre-event, during the event and post-event.

Apart from all these things, an event organizer cannot even mistakenly forget the internet ubiquity of the website.

Accounting to the vastness and dominance of the virtual realm in today’s world, the organizer has to ensure that their event is evidently visible in this domain as well. She/he has to ensure that there are enough technological resources for reaching out and helping the attendees.

An event manager has to inevitably perform the following tasks:

1. Generate an event website containing the necessary information.

2. Develop Android and iOS applications for the event (for better engagement, mobility and digitizing the event).

3. Carry out the email and social media campaigning of the event as a part of digital marketing to reach out to a larger audience.

4, Prepare online registration forms for the event.

5. Create a secure and efficient ticketing platform providing all the different ticket options.

6. Plan and choose a variety of event management tools for attendee engagement and tactics for pre-event, during the event and post event.

7. Analyse the outreach, preferences, etc. of the attendees and leverage them as required.

8. Taking attendee feedback and analyzing event ROI to improve for the future events.

Trust me! This is just the gist of what needs to be done. In reality, if you are planning to host a big-scale event, you need to do all this and more. This involves contacting a number of different vendors for every single thing.

Now the problem seems pretty clear, but how to tackle it?

*Spoiler Alert*

With Event Management Software!

What is an Online Event Management Software?

An Online Event Management Software is an automated software. It aims at empowering event organizers by making them independent in terms of their technological requirements.

Wikipedia defines it as,

The generic term for a wide range of software products that are used in the management of professional and academic conferences, trade exhibitions, conventions and smaller events such as Continuing Professional Development (CPD) meetings.

In simpler terms, event management software is the solution to all the problems of an event organizer. Yes! An efficient online event management software can perform that long list of tasks and much more. With such an event software, you can ensure to quickly fill-up that Event Planners Checklist of yours!

The motive here is that one single event software can perform all the tasks of those n number of vendors that you might otherwise need. All you need to do is, enter some basic information regarding your event and the event management software would take care of the rest.

What can an event management software do?

Now that we know the basics, let’s get to the capabilities of event management software in depth.

#1. Develop an event website and event application for you.

This automated event management software can finish the task in a few minutes that would otherwise take a few months and a number of vendors. From a simple minimalistic website to a full-fledged one, it can develop it for you once you enter all the basic information.

Same goes for the event application. You can make one with just some basic event details and arrangements to the one which includes an intricate venue map, virtual assistant and what not.

Some of the prime online event management software such as; Hubilo, Eventbrite, etc also provide you with different themes and templates to choose from, that suits your organization’s brand image and give hosting on personal domain name functionality as well.

#2. Assist your event’s marketing.

Based on the template that you wish to proceed with, the event management software will also generate different email campaigns for you to reach out to the desired audience. You can play around with the email content and use the existing database to send out these emails.

These campaigns can be analyzed later through the same platform through open rates and click rates.

#3. Create an online event registration and ticketing platform.

In today’s world, online registration and ticketing platforms are used for the smallest of the events. So, if you are planning to host a scalable national or international event, your event registration form needs a sufficient online presence.

Guess what! The magic wand helps you here as well. Just by filling the requirements and details, you can get yourself a registration platform and a ticketing platform ready.

#4. Suffice your needs of audience engagement by using event management tools.

As an event organizer, for engaging your audience, you need to provide sufficient event management tools for audience engagement.

For that, you can use a networking platform that would help your attendees connect with each other, with the exhibitors and the speakers and more. You should have an audience response technology in place to engage with your audience and collect timely feedback. A quality event management software can also provide you with these necessary engagement tools.

#5. Event Analytics

Event Analytics plays a crucial role in ensuring quick event ROI. It helps you collect all the necessary event data that needs to be analyzed. Thus, you can ensure that you are working towards a more successful event.

Your event management software can also work is a really productive event analytics platform that will provide you with the important event data in an organized way.

But it’s just the tip of an iceberg

This is merely the gist of how an event management software works. It can do a lot more for you by simplifying and quantifying the tasks of your event.

Why this emphasis on event management software? This question has a simple four-fold answer.

*It is user-friendly, with a professional interface and a sought out structure

*It is quicker, reducing your time to 5x

*It requires a way lesser budget and the power stays in your hands!

*It is way more efficient and requires zero coordination with multiple vendors

Yes! That’s the answer.

With one single event management software to work with, your task gets simpler as you don’t need to coordinate with hundred people. Since the event management software is primarily automated, it saves a lot of time. For the very same reasons, it also requires a lesser budget. It is much more efficient because it is dedicated to your event and nothing else.

To summarise this entire blog in one line, I would simply say.

An Event Management Software makes your event grander and your work simplified.

Want to know more about how an event management software can help you? Know more about it here.

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Hiteshree Dudani

Hiteshree Dudani is an event tech enthusiast who has successfully organised many eminent events. The list includes charity events, youth fests, seminars, workshops and a lot more. She is currently associated with the event technology company Hubilo. She works for the company's blog which has a wide range of useful content for event planners, event techies and event marketers.

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