How event software can benefit your delegates

Event management software can be a fantastic tool for event planners, helping them manage more successful and efficient events. But there are other benefits than saving time and money; Delegates often benefit directly from attending events managed with event software.

Website integration: Event management software allows you to publish and promote your event on your own website. With 8 out of 10 people looking for events online, it is important that potential delegates find the information they need on websites. Having the solution integrated with the corporate website means that information about the event can be promoted with the same look and feel and on the same domain, giving the delegate a sense of confidence.

Online registration: Once the prospective delegate has found an event on the internet, giving them the option to register online is a huge benefit. People are becoming more accustomed to being able to conduct activities and transactions online and getting registered there is not only convenient for delegates but will also increase registration rates.

Registering delegates online also reduces errors related to delegate details – things like name, address and contact information are more likely to be entered correctly if provided by the delegate themselves. This reduces later problems.

online payment: As the UK Office for National Statistics (ONS) noted in July 2010: “E-commerce has had a huge impact on the way we do business. It can lead to dramatic trade growth, expand markets, improve efficiency and effectiveness, and bring about changes in business processes.” So the advantages of online payments are clear – for both organizers and delegates. For participants, online payment is a quick and easy way to secure your position at the event.The event software offers a facility that allows delegates to transfer their preferred payment method to a variety of leading online payment systems such as Worldpay, Protix, Google Pay, Paypal etc. via a select secure website.The use of event software also gives delegates a degree of confidence as no sensitive payment details are recorded or stored.

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For the event manager, online payment reduces paperwork and helps improve cash flow. It eliminates late payments and reduces administrative work by eliminating the need to create and send invoices and other documents manually. After online payment, the software can automatically update the financial system and issue a receipt to the delegate.

Improved communication: Event software comes with various communication methods that event planners can use to contact attendees. When registering, delegates can choose the method they prefer to be contacted by; Email, post, phone, SMS, social media, etc. Quality event management software solutions come with fully integrated communication tools to leverage a variety of options:

  • Email: Built-in email tools mean event managers can send targeted emails to specific groups of attendees. These email tools allow event managers to group attendees based on various criteria so that communication is as targeted as possible. Full reporting tools ensure you can track email opens, clicks and overall success rate
  • SMS: Planners can use their event management software to easily and efficiently send text messages to attendees. If this is the delegates’ chosen method of communication, this can easily be managed and tracked via the software
  • Social Media: Event software can be integrated with a variety of social media networks. Managing your Facebook, Twitter and LinkedIn account from one central platform makes it easy to communicate with attendees and instantly keep them up to date with all event news and updates.

Less mistakes: Managing an event with event software makes it much less likely that errors will occur on the day. Events software includes a “resource module” or something similar that helps you track all elements of an event – from the suppliers, attendee numbers, badge printing, presenters, and more. Many of the elements that were previously manual and time-consuming can be automated through the software – activities like printing delegate badges. Although this is a small part of an event, if a delegate arrives and no badge is printed for them, it can cause problems for both the delegate and you. Smooth running of the event increases attendee satisfaction and leads to improved levels of feedback and repeat visits.

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Supplier management: Most events work with suppliers at some point – be it location, catering, transport or material production. It is important that suppliers are tightly managed and that there is smooth communication between delegates, event leaders and suppliers. For example, during the registration process, delegates can indicate if they have any dietary requirements. Through the event software, catering providers can be given their own login, giving them direct access to all attendee numbers and all of their nutritional requirements. Eliminating the event manager from this stage does not free the event manager to focus on more productive tasks, it also reduces the risk of making mistakes as communications are passed down.

Access to data: The event software can be hosted online, so you can access all information about the event anytime and anywhere (Internet access required). On the day of the event, you can easily solve any questions or problems that arise, as you can access all data relating to the event.

Investing in event management software is an effective way to run professional and successful events where both you and your attendees can benefit from improved communication and event experience.

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