Reducing the number of events you host is one way to handle budget cuts; however, automating a series of involved event processes is the most proactive and effective way to manage budget cuts. Most event organisers, whether in a local authority or commercial events market, just want to do more for less and implementing an online event software solution can help them achieve this by:
- Reduction of personnel costs through process automation
- Promoting a paperless office by implementing a fully web-based solution
- Closely monitor and manage budgets and costs
- Saving you time through integration with all internal business applications
- Implementation of unlimited user site license that can be used across multiple services/disciplines
- Provide multiple deployment options with low installation costs
Event efficiency and ROI
Event managers both in the commercial market and within local authorities can improve the efficiency of their event management practices by making use of event software. An online event solution, once implemented, will ensure that your organization adopts the best event management processes by controlling and managing the automation of these activities from a central location. Using a software solution designed specifically for event management has been shown to have tremendous time and cost saving benefits through managing the following activities:
- Website Integration
- Event Microsites
- online registration
- Event communication
- electronic notice
- electronic survey
- production badge
- resource management
- Finance Management
- travel management
- meeting scheduler
- Reports and analysis of events
Measuring the ROI of your event is now more important than ever, but how do you know how efficient your events are? Using event software is an effective way to increase efficiency, generate more revenue for your business, and keep your customers. Face-to-face event marketing is one of the easiest ways to measure whether you’ve achieved your event goals and can be made even easier if you have the necessary tools, such as those found within an event software solution.
It is imperative that you are able to quantify post-event results and feedback and measure costs such as cost per delegate and overall event profitability; therefore, it allows you to provide an accurate projected sales forecast for your business. Event management systems allow you to do this and will process your event data to make the judging and reporting process much simpler, less time consuming and more cost effective.
Self-service web portal
So your budget has been reduced, but how do you ensure that your events are not affected by this reduction? One way is to capture a delegate/citizen journey online through a self-service web portal, this will demonstrate not only how committed you are to ensuring your delegate/citizen journey runs smoothly, but also to ensuring your information is up to date, clean and precise. .
Implementing an online event solution with a fully functioning self-service web portal will allow delegates to access their personal information from anywhere at any time. Delegates/citizens can view and book events through the categorized sections of the portal, from the comprehensive search mechanism and through the events calendar. Once an event is booked, reminders, notifications and updates can be easily communicated to all relevant parties. Using a multifaceted online event solution will allow you to manage, monitor and control all online services through a fully functional self-service portal. The portal will mimic your existing website using your specific brand and domain URL for business and government services and all kinds of events such as;
- seminars
- Workshops
- Conferences
- Internal corporate meetings
- training courses and
- incentives
- registrar appointments
- ITV records
- cyclists
- Outdoor activities
- garbage collection
- pest control
The Event Booking Portal is delegates/citizens’ online view of the events/appointments you are organizing and is the only place where they can manage their event bookings and event profile online. A comprehensive online self-service web portal will allow the event manager to be well organized, multi-task and provide your organization with clear efficiency gains such as time savings, cost savings and better event performance.
For local authorities, this will significantly reduce costs, as delegates/citizens can only book appointments based on certain criteria. Using an example of booking a registrar appointment for marriage notices, the criteria required to book such an appointment depends on a large number of variants. Applicants must answer a series of questions such as whether it is a civil union or not, nationalities, country of residence, district in which they live, age, time of residence in said district, etc. An online self-service booking portal in such a case provides a consistent journey for the citizen/delegate to ask them these required qualifying questions, leading to the final stage of allowing them to book an appointment online (if they meet the set criteria). ). If they are unable to make an appointment due to ineligibility, the reasons are explained along with steps to take to help them move to the next stage of the process. Giving citizens/delegates the ability to book appointments online in this way ensures that registrars’ time is used efficiently.
For a trade event organization, using a self-service portal has a number of clear and defined efficiency benefits, from clean and accurate data to better delegate management. A self-service event portal will allow the delegate to register online, from time of booking to payment and same-day registration; ensuring that the delegate journey is fast, smooth and error free. Events that have low efficiency are events that have been poorly organized and managed and will leave delegates with an inadequate experience, resulting in reduced delegate attendance for future events.
Event management software can help event managers plan more successful events with a higher level of efficiency. But the benefits aren’t just for event managers: delegates/citizens can reap the rewards of more flexible and convenient communication, fewer errors, and improved event experiences. As the event management industry is plagued by rising costs, shrinking budgets and declining delegate attendance, it is crucial for event management companies to be as efficient as possible and continually find ways to improve. your event processes. It is the companies that address efficiency issues head on and employ the use of technology that will ensure that your events are successful now and in the future.
