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Understanding how event management software works is essential for event planners and venue managers aiming to streamline operations and deliver exceptional experiences.
This guide explains the main features, efficient workflows, and real benefits of all-in-one digital solutions. These tools can change the entire event process, from planning to successful execution. Explore how event software platforms are becoming a cornerstone for effective event coordination and venue management, driving impressive returns on investment.
Quick links
What is event management software used for?
Event management software: key features and functionality
How event management software works
What are the benefits of event management software?
Choosing the right event management software
Case studies: venues using event management software
Do I need event management software?
What is event management software used for?
Event management software is a centralised platform that integrates various tools to manage all aspects of an event, from initial planning stages through to completion. It's designed to automate repetitive administration tasks, provide real-time data, and enhance communication across different teams and departments. For event managers, this means reclaiming valuable time back in the working day, enjoying smoother collaboration among team members, and gaining deeper insights that can transform the attendee experience.
Given the diverse needs of event planners, event management software ranges from all-in-one solutions to specialised tools, catering to events of varying scales and formats, including in-person, hybrid, and virtual events.
Event management software: key features and functionality
The functionality of event management software is built around several core features, each addressing specific aspects of event planning. Below is a detailed breakdown of these features, along with an explanation of how they work.
|
Feature |
What it does |
How it works |
|
Registration management |
Handles attendee sign-ups and data collection. |
Offers customisable forms, online payment processing, waitlist management, and integration with CRM systems. |
|
Venue and resource management |
Assists in venue selection and resource allocation. |
Enables searching and booking venues, comparing prices, visualising layouts, and managing equipment/staff. |
|
Agenda and schedule management |
Organises and shares event schedules. |
Creates and shares schedules via mobile apps or web platforms, ensuring accessibility for all stakeholders. |
|
Speaker and content management |
Manages speaker logistics and content delivery. |
Organises speaker details, handles presentation uploads, and coordinates travel/accommodations, with feedback tools. |
|
Marketing and communication tools |
Promotes events and manages communications. |
Provides email campaigns, social media integration, and automated reminders/updates for attendees. |
|
On-site and virtual event tools |
Supports event execution for various formats. |
Includes live streaming, virtual booths, networking platforms, and on-site check-ins for hybrid/virtual events. |
|
Audience interaction technology |
Enhances attendee engagement. |
Offers mobile apps, live polling, Q&A sessions, and networking tools for real-time interaction and engagement. |
|
Post-event analysis and reporting |
Provides insights post-event. |
Generates reports on attendance, feedback, and financials for data-driven improvements. |
|
Customisation and integration |
Tailors software to specific needs and integrates with other tools. |
Allows branding, workflow customisation, and integration with customer relationship management (CRM) systems or marketing platforms. |
|
Scalability |
Adapts to event size. |
Handles events from small workshops to large conferences, scaling functionality as needed. |
|
Collaborative planning tools |
Facilitates team coordination. |
Uses shared task lists, real-time updates, and tools for collaboration. |
|
Automated task management |
Automates reminders and notifications. |
Sets up automated reminders for deadlines and task assignments to keep planning on track. |
|
Agile change management |
Enables quick updates and flexibility. |
Allows real-time data tracking, customisable templates, and fast adjustments to event details. |
|
Data integration |
Harmonises with existing systems. |
Integrates with CRM, marketing tools, and other data systems. |
|
Training and support |
Ensures team readiness. |
Offers onboarding resources, tutorials, and customer support for effective software use. |
These features work together to create a seamless event planning experience, with each component addressing specific pain points for planners. For instance, registration management sets the foundation by collecting attendee data, which can then be used for targeted marketing campaigns or personalised attendee experiences through integration with CRM systems.
How event management software works
The workflow of event management software follows the event lifecycle, ensuring a structured and efficient process. A typical workflow includes:
|
1. Planning phase: In this initial phase, venue managers and their teams utilise the software to set up event details, including information like dates, times, and specific venue spaces. They can create task lists within the system, assign responsibilities to team members, and set deadlines, ensuring everyone is aligned and on track from the outset. This foundational setup ensures all subsequent steps are built on a solid, shared understanding of event bookings and requirements. |
This workflow ensures venue managers can manage every stage of their venue management processes efficiently, with event management software features reducing the risk of oversight and enhancing overall execution.
What are the benefits of event management software?
Event management software offers significant advantages for venue and event managers, including:
- Time savings: By automating repetitive tasks such as sending reminders, processing registrations, and generating reports, planners can save time and focus on strategic aspects of an event, like attendee engagement.
- Improved organisation: Having all event-related information and tasks in one platform reduces the risk of miscommunication and ensures all team members are aligned.
- Enhanced attendee experience: Features like mobile apps, live polling, and networking tools create interactive and personalised networking experiences for attendees. This not only increases satisfaction but also provides planners with valuable data on engagement, as seen in iVvy's customer success stories.
- Data-driven decisions: Post-event analysis and reporting provide insights into attendance, feedback, and financial performance, enabling planners to refine future events, with event and venue management software like iVvy offering real-time reporting for optimised yielding and venue availability.
- Cost efficiency: By optimising resource use, reducing manual errors, and streamlining processes, event software helps manage budgets effectively. This is particularly crucial for events with tight financial constraints, where every dollar counts.
Choosing the right event management software
Given the variety of event management software available, you need to consider specific needs when making the best choice for your venue. This includes;
- Functionality: Match the software’s features to specific needs, such as ticketing, attendee management, or vendor coordination. For venues, for example, iVvy is custom-designed, while other options may be adaptable for task management but require additional configuration for event-specific use.
- Scalability: Ensure the event software can handle events of varying sizes, from small workshops to large conferences.
- Integration: Check for compatibility with existing tools, such as CRM systems or property management systems (PMS), to create smooth data flows. The more your chosen event software can integrate with existing tools, the easier it will be for you and your team to onboard.
- Support and Training: Adequate training and customer support are crucial for team readiness. iVvy has been praised for its dedicated support and quick training modules, ensuring planners can maximise software potential, as highlighted in Strato Melbourne's case study.
- Data Security: Given the sensitive nature of attendee data, it's important your chosen event software complies with security regulations like GDPR and adheres to standards like ISO27001. This is particularly important for events handling payment information and personal details.
Case studies: venues using event management software
Case Study 1: Mantra Group
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Mantra Group, a leading hotel and resort marketer and operator with over 125 properties, 20,000 rooms, and over $8 billion in assets under management, chose iVvy Event and Venue Management Software to streamline its venue management processes. The challenge was to centralise sales functions, reduce the cost per sale, and optimise venue availability and yield.
iVvy's cloud-based Venue and Event Management Software solution, implemented across 124 properties with 304 users over two years, provided live group reporting across regions and brands, allowing Mantra Group to centralise sales functions and reduce costs. Real-time reporting enabled the optimisation of yielding and venue availability, with distribution of availability and pricing for function space and group accommodation through a Mantra-branded booking engine and the iVvy Marketplace and partner network.
Venue leads and bookings transferred straight into iVvy’s Sales & Catering system, where seamless processes and user-specified templates fast-tracked quoting and operations, reducing turnaround times from days or weeks to minutes. This led to a 14% increase in conversion rates, dramatically improved customer experience, and greater transparency across divisions, as quoted by Mark Hodge, Executive Director – Operations:
“iVvy has streamlined our booking and revenue management processes and changed the way we do business. From information sharing across business verticals and regions to simplifying quoting, contracting and event management, iVvy’s platform has been a game changer for the Mantra Group. We are now able to deliver an enhanced customer experience, optimised revenue management and greater transparency across divisions.”
Case Study 2: TFE Hotels
TFE Hotels, a global hotel management company with over 70 properties across Australia, New Zealand, and Europe, faced the challenge of managing a high volume of events within its diverse portfolio, which includes brands like Adina Apartment Hotels, Vibe Hotels, and Rendezvous Hotels. With a strong emphasis on delivering premium guest experiences, TFE required a venue management solution that could unify event operations, enhance booking efficiency, and integrate with their existing property management systems to support brands catering to both business and leisure travellers.
After careful consideration, TFE Hotels selected iVvy Event and Venue Management Software to streamline event workflows across multiple properties. Key software features that TFE Hotels were looking for included:
Centralised event management dashboard: This feature provides a unified view of bookings across all properties, enabling TFE's teams to manage events efficiently and avoid scheduling conflicts.
Automated lead distribution: This tool routes enquiries to the appropriate property and team, reducing response times and increasing booking conversions by 12% across TFE’s portfolio.
PMS integration: The software syncs with TFE's property management systems, ensuring real-time data flow for room bookings, event spaces, and catering requirements.
Real-time financial reporting: This feature delivers insights into event revenue and performance, allowing TFE to optimise pricing strategies and maximise yield across its venues.
With iVvy, TFE Hotels streamlined its event operations, reducing manual processes and enabling staff to focus on delivering exceptional guest experiences. The software's cloud-based platform allowed TFE’s teams to access event data remotely, supporting flexible operations across multiple time zones. Integration with existing systems ensured a cohesive workflow, while automated tools, such as customisable proposal templates and e-signatures, reduced contract turnaround times.
Do I need event management software?
To find out whether event management software suits your needs, ask yourself these questions:
- How many attendees do you typically have? For events with more than a handful of attendees, especially those with paid registrations, event software quickly becomes a valuable asset.
- How often do you host events? Venues that host multiple events throughout the year will see greater long-term efficiency gains from a dedicated management system.
- What is the complexity of your events? Do you have multiple sessions, different ticket types, or require intricate scheduling? The more moving parts your event has, the more you'll benefit from event software.
- What are your budget and resource constraints? While there's an initial investment, the time savings and insights gained can often lead to a positive ROI.
- Are data insights important to you? If understanding attendee behaviour, tracking marketing effectiveness, or demonstrating ROI is crucial, event software provides the necessary data to make more informed operating decisions.
Ready to see how iVvy Event and Venue Management Software can transform your events?
Request a demo today!
