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The business case for online event management software

Event organisers faced with the challenge of managing an event or a programme soon get frustrated with the limitations of traditional tools such as spreadsheets emailed between the conference team members and expensive and slow posted material to delegates. When considering whether to switch to using online event management software, the business case needs careful consideration in order to avoid expensive mistakes.

First, it is worth quantifying the potential savings that might be achieved. Sending invitations and follow-ups and documents by email rather than post saves money on printing, postage, and processing time. Enabling people to self-register online and to manage their own booking and options should save staff time (to which you can assign a financial value). Based on the number events and delegates you expect to handle over the year, you can estimate a financial saving.

Second, it is worth taking into account any revenue improvements that may be achievable through search engine optimisation benefits from using online event registration software. Issuing invitations and promotional material online will enable you to reach a wider pool of potential attendees and, consequently, achieve more bookings and sales. For some organisations, the efficiency and cost improvements mean it is possible to organise more events than would otherwise have been the case, thus increasing sales revenue. Armed with the figures for savings and revenue improvement, it is easy then to compare the net financial benefits after taking account of the cost of your event management software.

There are, however many charging models for this kind of software. It is critically important that you take into account all the costs (including any ‘hidden’ charges from the supplier) and select the right model for your planned pattern of activity. Many suppliers work on a cost-per-booking or cost-per-event charge. That can be attractive for small-scale activity. But, if you are working with a big event or series of events, you may be better off with a flat-fee framework. To work out the best solution, your spreadsheet software is your friend!

Financials aside, using modern event management software and online event registration, can bring improved delegate experience and competitive advantage for you. Accessible 24/7, online event systems simplify the mundane and tedious tasks, leaving you time to take care of all the other aspects of your event. Online event management software includes invitation management and online event registration makes it easier for your delegates to register their attendance and for you to track them. Automated services cut out time consuming data entry and information is saved in databases reducing paper use.

Using event management software gives you the flexibility to create and customise your events, forming unique websites to promote and allow your invitees to easily register. Promote and manage your event with personalised automated emails which track attendance and flag up pending replies. With options to manage document access, add multi-day bookings and workshops online event planning is versatile and flexible. Manage your venue and accommodation for your attendees as well. You can even clone previous events. Finally evaluate and report your events easily as all the data is stored in a database online and there is the option to send evaluations to your attendees post event.

Flexible, professional and easy to use event management software is simplifying the event planning process for event managers and online event registration allows quick self service registration for delegates. By choosing online event management software you too can enjoy the benefits that online registration has to offer both you and your delegates.