The simplest definition is that an event management platform (EMP) will help you manage your events better. That means attendees, exhibitors, speakers, and other categories of people involved in the organization of an event can be managed more efficiently while keeping track of their interests, requirements, or bookings.
From this perspective, many applications already available on the market today are some event management applications. Some have been designed to help not-for-profit organizations plan fundraising activities, while others are intended for use by sports clubs wanting to schedule practice sessions.
Now think about tools you might find helpful if you were organizing an open-source conference; these are all examples of software meant to facilitate some part of the event management process.
How Does Event Management Platform Help?
What differentiates an event management platform from the rest is its ability to support not just a single event but, in most cases, any gathering where people participate and interact. Hence, the term “platform” implies that you’re not just getting a tool for one specific occasion; instead, it is something you can reuse for all your needs.
Attendees are more demanding than ever before. They expect more personalized service, interact with other participants, and share their opinions on
. And that’s only touching upon what has become standard behavior at events these days.
Event managers are aware of this trend; thus, there is no surprise they are looking for ways to empower their teams by providing them with software solutions that can tackle some of the challenges related to the increasing complexity of managing events in today’s hyper-connected world.
When you think about it, an EMP is a logical evolution of existing online registration systems. Instead of providing your attendees and exhibitors with one-shot access (registration) to your event and then not hearing from them until they arrive at the venue, you invite your audience to join your community.
Because when we talk about communities, we aren’t referring to geographic groups; instead, we refer to people who share similar interests or concerns. It was nothing like this before (nor has it changed much since), but now you can do much more than give someone a badge to wear.
It’s about getting your attendees involved in creating the event itself, so they start feeling a sense of participation and responsibility. And that can be impactful for their experience, resulting in them talking about your meeting more than ever before (positively or negatively).
Benefits of Event Management Platforms
There are numerous benefits to using an event management platform; however, not all software is created equal. Each system has unique capabilities that can benefit planners differently depending on the type of events they work with, their organization’s needs, and industry (i.e., conferences, conventions, festivals).
To determine which event management platform will be the best fit for your organization or client, you will need to consider several factors and weigh the benefits of each system.
Reduced Operating Costs
With budgets across many organizations being flat or reduced, event managers are more under pressure than ever to deliver successful events with fewer resources.
Event management platforms can help planners accomplish this by automating more processes such as registration and day-of-event activities. This will free up staff for higher-value tasks such as engaging attendees, improving the attendee experience, and more precise budget tracking.
Security and Privacy
Many event management solutions offer secure data storage, which helps keep customer information safe from prying eyes while also helping ensure compliance with industry regulations if necessary.
In addition to providing secure data storage, some event management platforms offer tools for advertising safe surfing to help protect participants from virus and malware infections while online.
Mobile Solutions
Events are increasingly mobile, with the average attendee checking in via mobile device at some point during an event. Therefore planners need technology that can keep up. Event management solutions typically come complete with apps that attendees can use on-site, while exhibitors may utilize apps throughout their participation.
These apps are also valuable for accessing customer databases, making it easier to collect information directly from participants anytime, anywhere.
Ease of Use & Accessibility
An increasing number of users are operating smartphones or tablets, so it is becoming essential to have a system that is responsive and accessible from mobile devices for many events.
Event management systems need to adapt quickly to these changes, including features like downloadable apps for easy access on-site or adding the ability to function on touchscreen devices with no lag.
Improved Organizer Communications
A comprehensive event management platform is key for improving internal communications between planners and staff and improving external relations with attendees via social media integration capabilities that facilitate sharing events using popular networks such as Facebook, Twitter, LinkedIn, and more.
Social Media Integration
These days it’s not enough to post your events on various networks. You also need participants to be aware of them to take advantage of the opportunity before them and keep the buzz going.
Event management systems offer many ways to integrate social media within live events, from providing event updates via popular networks through registration to providing QR code capabilities for exhibitors or providing a way for attendees to tweet questions directly to speakers in real-time.
Event Marketplace Integration
In addition to gaining access to an audience who can help promote your events, many event-related crowdfunding platforms also allow organizations to raise funds, making them a valuable resource for organizations with limited budgets or launching new initiatives.
These sites also provide excellent opportunities for exhibitors who may attract additional sponsorship by linking their profile page with their websites and social channels.
Automated Reporting
A good event management platform provides useful post-event reporting tools that help planners analyze what worked and what didn’t to continue improving their events over time. Many solutions offer real-time analytics, which means staff doesn’t need to wait for the end of an event before getting key insights on how it’s performing.
Productivity Tools
The best event management platforms like Eventtia offer several productivity tools designed to make organizers’ jobs easier by streamlining various workflow activities like attendee check-in, registration, and more.
This ensures that every minute spent at an event is used as efficiently as possible while freeing up time for higher-value tasks (i.e., engaging attendees instead of fiddling with technology).
Attracting Sponsors
One of the biggest challenges for organizers is attracting sponsors that can help minimize the cost associated with their events and ensure they’re successful.
An event management platform can be a valuable resource for organizing, promoting, and selling sponsorships since it can provide up-to-date information on attendees and exhibitors who may be interested in partnering with organizations.
Additionally, sponsorship packages are easier to sell through online marketplaces where buyers can quickly find what they want. Instead of having to sift through old-fashioned Rolodexes or scour websites searching for relevant opportunities (not to mention many sponsors now require payment via PayPal, which only a handful of event managers use).
The Bottom Line
By now, it should be clear that event technology is an invaluable resource for planners, but what about attendees? How does the right event planning platform help them? The answer is simple: better events mean more satisfied attendees.
Improved communications, deeper engagement, and increased networking opportunities enhance the experience across the board and help attract new participants because they can communicate through social media or other online networks.
This makes it easier than ever before to reach your audience and distribute information back and forth, which drives awareness of events whenever they occur.
And when people can find out about upcoming events without having to sift through old-fashioned Rolodexes or scour websites searching for relevant opportunities, it means more people are likely to attend.
It’s time for organizations to acknowledge the value of event technology and start exploring their options when it comes to finding the right platform that can help them host successful events in less time with far less hassle.
Doing so will ensure they can attract new participants while supporting existing relationships, which is vital if organizations want to remain relevant in today’s competitive marketplace.