Event management software is becoming an essential tool for professionals looking to streamline their processes. As more of our tasks and work streams become digital, traditional tools like Excel can’t keep up – it’s time to bring in smarter software.
Specialist events software brings many compelling benefits – everything in one place with improved efficiency and personalisation – but the idea of switching can feel overwhelming, especially with so many competing platforms on the market.
But don’t worry, we’re here to help you understand the marketplace and make an informed decision. Whether you’re new to the world of event management software, are actively seeking a better solution, or are simply curious about what these tools can do; read on to discover how the right software can transform your event planning process, and learn how to find the right fit for your association.
Why switch to specialist events software?
As event professionals, we’ve all faced the frustration of working with disparate systems. Juggling massive, unwieldy spreadsheets, coordinating information across different platforms – some on your CRM, some on internal documents – it’s confusing and inefficient. All too often, a team member makes a crucial update in one list which isn’t synced elsewhere, and your system falls apart with errors and confusion.
Specialist software resolves many of these challenges by centralising information. It eliminates the risk of lost or inconsistent data and reduces the errors of manual entry through automated synchronisation.
Benefits of event management software in a nutshell:
Streamlined processes: Everything you need is automated and centralised. No need to flip between spreadsheet tabs or scattered documents – your entire workflow is consolidated in one intuitive platform.
Increased accuracy: With all data updates synchronised in real-time across the platform, the risk of errors from manual entries or overlooked updates is significantly reduced.
Scalability: No matter the size of your event – from small workshops to large international conferences – the software adapts seamlessly.
Enhanced attendee experience: Automated registrations, personalisation and interactive apps not only make life easier for you but also create a smoother, more engaging experience for your attendees.
Insightful analytics: Built-in analytics help you see where you are in real-time and make decisions based on solid data.
Compliance: The software ensures your event management practices comply with relevant regulations and standards, helping you manage data responsibly and securely.
How to choose the right provider for your association.
A good starting point is to look for a provider whose business culture and support ethos match your organisation’s values. Also, consider the quality of customer support and the geographical location of their servers, as these can directly impact your operations, especially for events in different time zones.
Key features to consider:
Integration with other systems: Look for solutions that will connect with your CRM and financial software.
User experience (UX): A well-designed interface makes life easier for you and your users.
Diverse user groups: Look for features tailored around your user groups, such as attendees, exhibitors, and suppliers. Many providers offer a range of functions like booth reservation, scheduling, payments and networking.
Abstract management: For academic or scientific conferences, abstract management tools can streamline the process of managing and reviewing academic contributions.
Don’t forget to take the software for a test drive. Most providers offer demos or trial periods, and check out user feedback or reviews to understand how the software will perform in real-world scenarios.
Simplicity vs sophistication: finding the right fit for your team.
How powerful do you need your software to be? When considering simpler versus more sophisticated platforms, weigh up your current capabilities with your potential future needs. If your events are growing in size and complexity, or if you require deep integration with other business systems, investing in a sophisticated platform and its accompanying support structure might be the right choice.
However, if your events are straightforward or if you have limited resources for training and support, a simpler, more user-friendly platform may be more appropriate.
Here are some key questions to guide your decision-making process:
What is the level of technical proficiency within your team?
Are they capable of handling complex systems with extensive functionalities, or do they need something more intuitive and straightforward?
How large and complex are your events?
Do you run large-scale international conferences with multi-faceted work streams or are your events more modest in size? Look for a solution that matches your levels of complexity and scale.
What specific features do you need in your software?
Draw up a list of must-have features versus nice-to-have. Look for platforms that integrate with your existing software. Additionally, assess the importance of having dedicated support for more specialised features such as abstract management and multiple audience/user types.
How critical is support from the software provider?
For complex platforms, you’ll often need additional specialist support. Yes this comes with additional costs, but the enhanced capabilities can bring huge benefits in savings, improved efficiencies and new opportunities.
What’s your budget for event management software?
Complex systems with high functionality come at a higher cost, not only in terms of upfront fees but also potential expenses for ongoing support and training. Weigh up these costs against the expected efficiency gains and enhanced event experiences to ensure you get value for money.
How much time can you dedicate to software implementation and training?
Are you prepared to invest significant time into setting up the system and training your staff, or do you need a solution that can be quickly implemented with minimal training? Complex software solutions often require a greater time investment up front but can offer more powerful capabilities in the long run.
How Brightelm uses EventsAir for client success
Brightelm are longtime champions of EventsAir for our clients. Our preference isn’t just about its excellent functionality; they also mirror our values with their commitment to excellent customer service, strong account management and responsive support.
One of our EventsAir success stories is RenewableUK, where we revolutionised how they managed their annual event which features around 250 speakers. Bogged down by a legacy of spreadsheets and manual communications, we transitioned them to EventsAir for a seamless onboarding process. This allowed for automated data collection – from photo submissions to contact details and slide deck permissions.
Speakers now input their information directly into the system, which not only saves time but improves the accuracy of the data. This switch has not only saved a considerable amount of admin time but has also improved the overall event experience for both organisers and participants. The control and simplicity brought by EventsAir mean that event details are now managed much more proficiently, with all changes and updates stored centrally in real-time.
Embracing the digital shift in event management
As we’ve explored throughout this blog, digital event management solutions are transforming how events work. At Brightelm, we’ve seen first-hand how these tools can dramatically ease the management process, create efficiencies, reduce costs, and improve attendee experiences.
Think about the last event you managed. Imagine that experience smoother, easier, more streamlined, with every detail handled with precision and care – that’s the power of the right event management software. At Brightelm, we integrate EventsAir into our services because it aligns perfectly with our commitment to exceptional events. It allows us to transform the events management experience for our clients, covering everything from simple registrations to complex, multi-stream international conferences with ease.
If you’re ready to see how a digital transformation can revolutionise your events, why not reach out to us for a chat? We’re here to bring our expertise to your next event, helping you harness the full potential of this amazing technology.
Contact us here to discuss your needs.