How Event Software is Transforming the Way We Plan and Host Gatherings

Venue Selection

Without the right tools, searching for the right venue location can be arduous and time-consuming. Some event management software provides a comprehensive database of venue function spaces. These directories include venue size, capacity, location, amenities, and more details. This makes it easier for event planners to compare different venues and select the one that best fits their needs, based on factors such as budget, guest count, and desired amenities.

Event planners can better visualise the space by viewing venue space via high-quality imagery, videos or virtual tours and determine if it's the right fit for their event. This eliminates the need for event planners to physically visit each venue, saving time and reducing costs associated with site visits. The comprehensive database of event spaces provided by venue directories also makes it easier for event planners to find new venues that may not have been on their radar previously, providing them with a wider range of options to choose from.

Event Logistics

Event planning can be a complex and time-consuming process, involving many different tasks and stakeholders. Event software is designed to simplify this process by providing event planners with a centralised platform for managing all aspects of event planning, from scheduling to guest management to vendor coordination.

With event management software, event planners can schedule events, manage guest lists, and coordinate with vendors, without switching between multiple programs. This eliminates the need for event planners to invest in multiple tools and systems, reducing the risk of errors and miscommunication.

Features such as online registration and contact communication history, allow event planners to manage the attendee list for events in real time. This includes the ability to send out invitations, track responses, and manage attendee information, as well as the option to use integrations to add accommodation or consolidate financials.

Vendor coordination is also made easier with event software. Event planners can manage their relationships with vendors, including contracts, payments, and communication, all from one centralised platform. This ensures that all parties involved in the event planning process have access to the information they need to ensure a successful event. Interdepartmental communication can be instantly shared via virtual run sheets, meaning last-minute or unexpected changes are taken into account ASAP.

Budget Management

Event management software helps event planners effectively manage their budgets by real-time tracking and reporting of all event-related expenses.

With this software, event planners can create a budget for their event and track all expenses, including venue rental, equipment rental, food and beverage, and more. Real-time reporting and analysis capabilities allow event planners to monitor their budget in real time and make adjustments as needed, ensuring that the event stays within budget.

Some event management software like iVvy can also integrate with financial management systems like MYOB, allowing event planners to import expenses directly into their financial management system. This helps reduce the risk of errors and miscommunication and streamlines the budget-tracking process.

Staff Management

Event planners can now easily manage fellow team members and ensure a successful event thanks to venue management software. This software helps to streamline the deployment process, allowing event planners to create schedules, assign tasks, and keep track of progress in one centralised platform. 

Tools such as virtual run sheets are at the disposal of event planners to facilitate seamless communication among team members. These tools ensure that everyone is well-informed, that nothing slips through the cracks, and that all team members are aware of the procedures outlined in their event crisis communication plan.

Real-Time Reporting

Real-time reporting allows event planners to stay up-to-date on the progress of their events, giving them the information they need to make any necessary adjustments. This means that event planners can quickly identify any issues that may arise and address them right away, helping to ensure a successful outcome. 

The reporting capabilities available within venue management software also allow for a more detailed analysis of the event, giving event planners valuable insight into what worked and what didn’t. This helps them improve future events by improving the planning process and making any needed changes ahead of time.

Marketing and Promotion

Event software can be used to create and manage all aspects of an event’s marketing and promotion campaigns. From designing and sending email marketing and SMS alerts advertising the event, and tracking its progress, this software makes it easier for event planners to stay organised, and keep ticket sales steady. 

It can also help track responses and monitor conversions from different tactics, helping to measure the success of each effort. This allows event planners to make informed decisions about their marketing efforts for better results.