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Organizations planning events need the right technology to organize information, manage tasks, and provide an engaging experience for attendees. And those needs are becoming even greater with an increasing number of organizations hosting virtual and hybrid events that require stable broadcasting and unique digital activities. These changes are driving innovations across many of today’s top-performing virtual event platforms.
Event management software for associations is often a great place to start as you’re creating your tech stack. It can help with each stage of event planning, from registration to logistics to attendee engagement, all in a centralized platform that’s easy to manage.
How does event management software work and fit in with other tech you use? We’ll discuss everything here to help you plan events that make an impact on event attendees.
Introduction To Event Technologies
Live event technology is any software or digital tool that you use to plan, optimize, and execute events.
Event technology companies are continuously working to provide better tools that enhance guest experiences and allow event professionals to perform tasks more efficiently.
For example, a well-rounded event management technology solution, also called an event management system (EMS), should provide several helpful features such as:
- Creating a smooth registration process
- Organizing logistics
- Adding systems for speaker and presentation management
- Providing tools to enhance attendee engagement
- Coordinating abstract submissions and reviews
- Managing sponsors and exhibitors
- Tracking key data and analytics
Each of these elements would help keep your team organized while expanding your capabilities for any type of event (in-person, virtual, or hybrid).
Additionally, you’d want your EMS to be able to integrate with other software and other event technology tools you use, such as your audio and visual (AV) equipment or association management system (AMS). All of these tools should work together to ensure your brand is represented consistently across platforms while providing a smooth workflow.
What Are The 5 Cs Of Successful Event Management?
The 5 Cs are a step-by-step process that can help you manage each stage of event planning. Let’s review each one to show how they work and where event technology services and software help manage each stage effectively.
1. Concept
The first stage involves creating an idea for your event, goals you want to achieve, and the message you want to promote.
Event technology can play a big role in this. For instance, an EMS can help you track performance data from event to event, allowing you to identify what went right and what you could improve as you plan the next event.
After review, you could form goals, such as wanting to increase leads generated by 10% or fill 5 more exhibitor booths than you did last time. This ensures you are making measurable and achievable goals, while using your EMS to track progress along the way.
2. Coordination
Once your idea and goals are in place, you need to coordinate tasks and assign staff responsibilities to get everything set up before the event date.
Technology like an EMS would help here, too. For example, you might decide that you want to collect abstract submissions from potential speakers for your event. Then, an EMS with abstract submission and review features could help you create submission forms, assign reviewers, track progress, and set up automatic notifications for essential deadlines.
This creates a task-based system that’s easier to manage for everyone involved and improves vendor coordination throughout the process.
3. Control
In the control stage, you’re monitoring progress and making adjustments to the event strategy as needed.
While reviewing analytics, you may notice key metrics you could improve, such as registration numbers being lower than expected and making concentrated efforts to increase it.
Low registrations could be a sign that you need to adjust your promotional efforts, notify your association’s members about the upcoming event, or adjust the concept to make it more interesting for your audience.
Unexpected issues will arise from time to time during the process, so make sure your team is watching the numbers and making efforts to improve where you can.
4. Culmination
Here, you’ve reached the day of the event, and it’s time to execute the plan.
Your EMS and other technology, such as AV equipment, will be crucial here to stay on top of tasks and create a memorable experience on event day.
Innovations in virtual event technology have made it an important part of many event activities. For example, you may use an EMS to host a live audience response system during presentations or offer digital activities like an interactive scavenger hunt that both in-person and virtual guests can participate in.
Tools that include interactive features will ensure your audience is more engaged across all sessions.
When you’re working with tech, remember that unforeseen issues can pop up occasionally. Make sure you have a system in place to troubleshoot errors or contingency plans to keep your event going strong even if the schedule gets disrupted.
5. Closeout
As you’re wrapping up the event, you’ll want to handle a few final tasks to close things out.
First, make sure you follow up with your guests and thank them for coming. It can also help to send a survey to collect feedback about their experience for future improvements.
Next, follow through on anything you promised you’d do after the event, such as distributing post-event content or certificates for completing activities. You can use your EMS to make this process easy.
Lastly, review the data from the event. Did you reach your goals? What went well and what could you improve for the next one? The right event technology and platforms will help you organize data for easy review, so you keep improving for ongoing success.
What Is The Best Event Planning Software?
Some of the best event planning software options include Eventscribe, Cvent, and Eventbrite. What’s the difference between them?
Cadmium’s Eventscribe
Eventscribe, Cadmium’s event management solution for associations and non profits, is an all-in-one solution that empowers teams to manage each stage of the event lifecycle. Some key features that make Eventscribe stand out include:
- Streamlined logistics planning
- Event website and app creation
- An organized analytics system
- Comprehensive management for speakers, presentations, sponsors, and exhibitors
- A great user experience that doesn’t have a big learning curve
- Customizability for consistent branding
Eventscribe can help with events of any type and size to provide a comprehensive solution for all your needs.
Cvent
Cvent is a top choice for larger corporate events. It’s a detailed solution that larger teams can use to customize the experience and receive in-depth insights. Some of its top features include:
- Customizable reports
- Registration using conditional logic
- Many venue sourcing solutions
- Tools for room and travel management
Many of the features allow for an intricate event planning process. However, some users do say that it has a higher learning curve, so it’s best for larger teams who can manage all the details.
Eventbrite
Eventbrite is a great choice for smaller entertainment or community-focused events. The features aren’t as comprehensive, but it offers an accessible platform that’s easy to use. Some top features include:
- Many ticketing options
- Organizer check-in app
- Promo codes
- Integrated merchandise sales
Other features on the platform, like analytics and customizability, can feel limited. So, some organizations may outgrow it over time or want something more comprehensive to get the most out of events.
How Much Does Event Planning Software Cost?
Pricing for event planning software can vary a lot from company to company. It can cost anywhere between several hundred to several thousand dollars per year or event, depending on the software you choose.
While it can be a significant investment, it’s worth it to choose an option with the features you need to enhance events and be able to scale as your organization grows.
What Does An Event Technology Manager Do?
An event technology manager oversees all the technological elements of events. Key responsibilities can include:
- Planning event tech needs
- Setting up and adding new tools to the system
- Coordinating team members to ensure everything is set up
- Troubleshooting errors
Having an experienced event technology manager can be helpful for organizations since they offer expertise to handle complex tools like interactive event technology to ensure a smooth experience.
However, if you have a smaller team and don’t have the budget for another manager, you can also look for tools that offer interactive options with a lower learning curve. Our Eventscribe EMS is often a great choice for associations and nonprofits that need technical solutions that are easy to manage.
Choosing The Right Event Technology For Your Needs
To round things out, here are a few extra tips to find the right event tech for your needs:
- Identify must-have features and integrations. You want to be able to grow with your software and develop a consistent system, so make sure the one you choose offers all the features and integrations you need to be successful.
- Watch for emerging trends and how different event tech companies adapt. Trends in the event industry are constantly changing, such as a greater use of automation in event planning. Make sure you use tools that help you keep up with the latest developments and are continuously updated to improve as the industry shifts.
- Ensure it handles the scale and type of events you plan. Some event management software options have limitations, like how many guests you can register or the type of events they work best for. Assess your needs and make sure the option you choose is compatible before buying.
Associations or nonprofits looking for a capable solution can rely on Cadmium’s event management system, Eventscribe. It works for events of any size and type and offers a wide range of features that are easy to use.
Learn More About Eventscribe For Association And Nonprofit Event Management
Eventscribe can assist associations and nonprofits at each stage of event planning. It offers integrated features that are easy to set up while helping you optimize for success. That includes registration, automated logistics planning, analytics, speaker and presentation management, attendee engagement, and more.
Click here to learn more about why Eventscribe will make a great addition to your event tech stack.
