Are you planning an event? If so, do you have an event management platform in place? If not, you may want to reconsider.
Event management platforms have been a boon to the industry, offering a wide range of features and tools that make managing events easy and efficient.
Wondering what an event management platform is or why you need one?
When planning an event, there are many moving parts to keep track of. The venue, catering, entertainment, guest list, and so on. An event management platform can help relieve some of the stress of event planning by providing a central place to manage all the details.
Event management platforms typically offer a variety of features, such as a calendar view of upcoming events, task lists to keep track of progress, and budgeting tools to help stay within budget. They may also integrate with other software applications, such as accounting or customer relationship management (CRM) systems.
By using an event management platform, planners can have peace of mind that they’re staying organized and on top of all the details for their next event.
Types of Event Management Platforms
Various event management platforms are available on the market, with some catering to specific events and others offering a more comprehensive solution.
1. For Conferences and Trade Shows
If you are planning a conference or trade show, event management platforms are designed to meet these types of events’ unique needs. These platforms typically offer features such as attendee registration and check-in, session scheduling and room assignment, exhibitor management, lead retrieval, and trade show booth services.
With the help of event management platforms, exhibitors can easily manage their booths, track leads, and communicate with event organizers. Overall, these platforms can enhance the event experience for all attendees while simplifying the planning process for event organizers.
2. For Corporate Events
There are also event management platforms for corporate events, such as meetings, conferences, team-building activities, holiday parties, and other company events.
These platforms often include features like attendee registration and check-in, agenda creation and scheduling, task lists for event planners, budgeting tools, surveys for post-event feedback, and integration with CRM systems for customer relationship management.
3. All-In-One Event Management Platforms
In addition to event management platforms like Cvent, Whova, or Whova’s alternative geared explicitly towards certain types of events, there are also all-in-one platforms that can be used for any event. These offer a variety of features and can often be customized for the specific needs of your event.
Features of Event Management Platforms
As mentioned above, event management platforms typically offer features such as calendars, task lists, and budgeting tools. However, each platform may have a different selection of features, and some offer more comprehensive solutions than others.
Here are some common features to look for in an event management platform:
- Attendee Registration and Check-In: This feature allows event planners to manage the registration and check-in process for attendees easily. It may also include name badge creation and onsite check-in options.
- Session Scheduling and Room Assignment: For events with multiple sessions or tracks, this feature can help create an agenda and assign sessions to specific rooms or locations.
- Exhibitor Management: If your event includes exhibitors, this feature can help with managing booth assignments, exhibitor communication, lead retrieval, and more.
- Marketing Tools: Some event management platforms offer tools for promoting your event through email marketing or social media campaigns.
- Surveys and Analytics: Post-event surveys and analytics can provide valuable insights for future events as well as measure the success of the current event.
- Integration with Other Systems: Some event management platforms integrate with other software applications, such as accounting systems or CRM software.
- Payment Processing: This feature allows easy and secure payment processing for registration fees or onsite purchases.
Pricing for Event Management Platforms
The cost of event management platforms can vary, depending on the specific features offered and the number of users or events it can support.
A. Tiered Pricing Plans
Many event management platforms offer tiered pricing plans, with options for smaller events or limited features at a lower cost and options for larger events or more comprehensive features at a higher cost. This allows event planners to select the best plan for their needs and budget.
B. Pay As You Go/Per Event Pricing
Some event management platforms also offer pay-as-you-go or per-event pricing options. This can be a good option for event planners who only have occasional events or do not need the platform regularly.
C. Subscription-Based Pricing
Other hybrid event management platforms offer subscription-based pricing, where users pay a monthly or annual fee to access the platform. This can be a good option for event planners who have regular events and need continuous access to the platform.
D. Free Trials and Demo Versions
Many event management platforms offer free trials or demo versions, so you can test the platform before committing to a paid plan. This is a great way to ensure the platform has all the features you need and is easy to use for event planners and attendees.
The Benefits of Using an Event Management Platform
There are numerous benefits to using an event management platform, including increased efficiency and organization, improved communication and collaboration, streamlined registration and check-in processes, and data insights for future events.
1. Increased Efficiency and Organization
Event management platforms offer a central location for all event planning tasks and information, making it easy to keep track of everything from budgets to attendee lists. The ability to assign tasks and set deadlines also helps ensure that everything is completed on time.
2. Improved Communication and Collaboration
Event management platforms often include features such as team messaging or task assignment, allowing for improved communication and collaboration among event planners. This can also make it easier to involve external vendors or partners in the planning process.
3. Streamlined Registration and Check-In Processes
An event management platform for attendee registration and check-in can significantly simplify these processes for event planners and attendees. It can also eliminate the need for paper forms or check-in lists.
4. Data Insights for Future Events
The ability to track and analyze attendee behavior, event feedback, and sales data can provide valuable insights for future events. This can help improve the overall event experience and increase ROI.
When selecting an event management platform, it is crucial to consider your specific needs and budget. Think about the most important features for your events, such as payment processing or data analysis. It can also be helpful to compare pricing plans and trial or demo versions of different platforms before deciding.
Ultimately, choose a platform that offers the needed features at a cost that fits your budget.
In conclusion, event management platforms have greatly benefited the event industry by providing efficient and organized tools for planning events. With numerous options available, it is essential to consider your needs and budget when choosing a platform carefully.
Event planners can streamline processes and improve event experiences for attendees by utilizing an event management platform.