Streamline your events with event management software

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Matt Francis
Post by
Matt Francis
Last updated :
March 13, 2024
 | 20 min read

Although the pandemic temporarily brought physical events to a standstill, things have rapidly changed in 2023 seeing a new normal in live events. Part of that resumed normalcy is the resumption of trade shows, which have, for many years, been an essential feature of many businesses. Organizing a trade show is stressful, but they are vital to B2B marketing because it helps these businesses showcase their products, generate leads, raise awareness, and network with other industry players. Some business owners like the learning opportunities it affords them.

Yet, for all its benefits, these events constantly evolve, and as a business owner, you should too. One way you can do that is by utilizing event tech to ensure a better experience for your attendees and maximise the return on your events. In this article, you will learn what has changed about trade shows, how event management software can give you an edge, and what to look for when choosing software to create networking opportunities.

How have physical events changed since COVID-19?

Physical events have always involved a lot of moving parts. You must worry about traveling and accommodation expenses, time commitment, and all the bookings needed. While the pandemic did not entirely stop physical events, it changed how they are held forever. Reports show that events are now more likely to be hybrid, combining physical with virtual, rather than completely in person.

Also, many event planners have found that holding a conference in smaller regions is better than holding one in a grand national location. One appeal of smaller events to many people is the reduced travel time. Instead of paying for flight tickets to a more distant city, they could quickly drive down to a nearby region. From all indications, a hybrid, more minor event in a regional setting is more likely to attract a large audience in the post-pandemic era.

How event management software solutions can help you improve attendee experience

Just because physical events have changed doesn’t mean the work has diminished. Event tools can enhance accessibility and overall event management. Here are some ways these planning tools help you curate valuable content, gain an edge, and facilitate the best event in any competitive industry. 

Keynote presentation planning and execution

User-friendly Event management software helps you systematically plan and manage the event, leaving no stone uncovered. Good event management tools help you perform tasks such as registration and ticketing of attendees, tracking event attendance, attendee engagement, event calendar schedule, promoting and marketing, and booking venues and organizing catering. 

Streaming online events in real-time

Considering that most modern trade shows are more efficient when hybrid, you will need a sure means of connecting with those attendees who would love to attend the event online. Hence, good event management software would have integration capabilities to host virtual and hybrid events. Some are even adept at managing webinars, which can be hybrid solutions for growing brand awareness with visually appealing content.

Lead generation

As hybrid events also include strategic online streaming options, especially webinars, they are also good at generating leads and directing them to a landing page where they would convert to sales or recurring clients. Based on the transformative advancements in the world of events, some of the best tools can also help you personalize the attendee experience while nurturing the leads you generate. 

What to look for in event management tools?

Not every event innovation is the same; some are better than others. So, to get the best results, you have to choose one with the right features that will enable an organizer to simplify the processes and optimize the attendee experience. Here are some questions when searching for a good event management software:

  • Will the software help you streamline your event’s lifecycle? Does it include the ability to track the entire event?

  • Can the virtual event technology help you promote the new event to your target audience? Does it have the ability to communicate with all those involved? Think about the collaboration features.

  • Is the interface/platform intuitive and quickly operational for managers and attendees? Does it provide access to the resources you need?

  • Does it have the technological ability to measure the event’s performance and audience engagement? Does its feature provide easy access to all necessary data? Does it provide reports or insight to help you analyze data and make smarter decisions for future events? Is the dashboard easy to navigate?

  • Are the event registration pages easy to set up? How many types of payment processors does the registration platform have?

Note: No event performance software will have every imaginable feature available. Some tools will excel in certain areas more than others; your best bet is to find software with the most needed features for your business. The questions above will help you identify and pick the best software to host the latest events and transform the attendee experience.

Conclusion

As events evolve constantly, the savvy event planner must always be adept at the latest trends and technologies in the industry if he wishes to meet the vast changing attendee expectations.

Using good event management software can help you in this regard. When choosing management software, you want to ensure that it has the right features that make your work easier and help you deliver. 

A promising sign is if the features are intuitive enough to be used by you or your attendees, can help you track and monitor the entire event, and provide you with analytics that help you make the decisions for the future. 

Frequently Asked Questions

How do I choose the best event management software to empower my team?

An excellent metric to help you select the best software for your event is the presence of specific features you need to plan and manage the event seamlessly. Some standard features that can make your life easier include event registration and ticketing, attendee management, mobile apps, interactive polls, and event reports, among other things. 

What are the event management best practices?

There are several things you can do to make your event a successful one. Set a budget and stick to it. Start planning early, set clear objectives, use AI and other event management tools, communicate with everyone involved, and most importantly, be flexible and always have a backup plan.

What are the key elements of event management?

When hosting an event with revenue generation in mind, you need several key components to succeed. It would help if you considered the venue, the most critical component you’ll ever consider when planning different aspects of an event. You also need to take care of food and beverage, accommodation, event objectives, and a solid marketing plan to put the event in front of its target audience. 

What are the 5 Cs of event management?

There are five paramount components of event management, popularly called the 5Cs. They are Concept, Coordination, Control, Culmination, and Closeout. These concepts are not independent but often work hard together. Understanding how the Cs work together is essential for planning and executing a good event.

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virtual events, hybrid events and webinar platform - cloudpresenter
March 13, 2024
Streamline your events with event management software
Enhance your event planning and execution with our powerful event management software. Streamline tasks, boost productivity, and deliver exceptional experiences every time.
Matt Francis
Founder

Table of Contents

Although the pandemic temporarily brought physical events to a standstill, things have rapidly changed in 2023 seeing a new normal in live events. Part of that resumed normalcy is the resumption of trade shows, which have, for many years, been an essential feature of many businesses. Organizing a trade show is stressful, but they are vital to B2B marketing because it helps these businesses showcase their products, generate leads, raise awareness, and network with other industry players. Some business owners like the learning opportunities it affords them.

Yet, for all its benefits, these events constantly evolve, and as a business owner, you should too. One way you can do that is by utilizing event tech to ensure a better experience for your attendees and maximise the return on your events. In this article, you will learn what has changed about trade shows, how event management software can give you an edge, and what to look for when choosing software to create networking opportunities.

How have physical events changed since COVID-19?

Physical events have always involved a lot of moving parts. You must worry about traveling and accommodation expenses, time commitment, and all the bookings needed. While the pandemic did not entirely stop physical events, it changed how they are held forever. Reports show that events are now more likely to be hybrid, combining physical with virtual, rather than completely in person.

Also, many event planners have found that holding a conference in smaller regions is better than holding one in a grand national location. One appeal of smaller events to many people is the reduced travel time. Instead of paying for flight tickets to a more distant city, they could quickly drive down to a nearby region. From all indications, a hybrid, more minor event in a regional setting is more likely to attract a large audience in the post-pandemic era.

How event management software solutions can help you improve attendee experience

Just because physical events have changed doesn’t mean the work has diminished. Event tools can enhance accessibility and overall event management. Here are some ways these planning tools help you curate valuable content, gain an edge, and facilitate the best event in any competitive industry. 

Keynote presentation planning and execution

User-friendly Event management software helps you systematically plan and manage the event, leaving no stone uncovered. Good event management tools help you perform tasks such as registration and ticketing of attendees, tracking event attendance, attendee engagement, event calendar schedule, promoting and marketing, and booking venues and organizing catering. 

Streaming online events in real-time

Considering that most modern trade shows are more efficient when hybrid, you will need a sure means of connecting with those attendees who would love to attend the event online. Hence, good event management software would have integration capabilities to host virtual and hybrid events. Some are even adept at managing webinars, which can be hybrid solutions for growing brand awareness with visually appealing content.

Lead generation

As hybrid events also include strategic online streaming options, especially webinars, they are also good at generating leads and directing them to a landing page where they would convert to sales or recurring clients. Based on the transformative advancements in the world of events, some of the best tools can also help you personalize the attendee experience while nurturing the leads you generate. 

What to look for in event management tools?

Not every event innovation is the same; some are better than others. So, to get the best results, you have to choose one with the right features that will enable an organizer to simplify the processes and optimize the attendee experience. Here are some questions when searching for a good event management software:

  • Will the software help you streamline your event’s lifecycle? Does it include the ability to track the entire event?

  • Can the virtual event technology help you promote the new event to your target audience? Does it have the ability to communicate with all those involved? Think about the collaboration features.

  • Is the interface/platform intuitive and quickly operational for managers and attendees? Does it provide access to the resources you need?

  • Does it have the technological ability to measure the event’s performance and audience engagement? Does its feature provide easy access to all necessary data? Does it provide reports or insight to help you analyze data and make smarter decisions for future events? Is the dashboard easy to navigate?

  • Are the event registration pages easy to set up? How many types of payment processors does the registration platform have?

Note: No event performance software will have every imaginable feature available. Some tools will excel in certain areas more than others; your best bet is to find software with the most needed features for your business. The questions above will help you identify and pick the best software to host the latest events and transform the attendee experience.

Conclusion

As events evolve constantly, the savvy event planner must always be adept at the latest trends and technologies in the industry if he wishes to meet the vast changing attendee expectations.

Using good event management software can help you in this regard. When choosing management software, you want to ensure that it has the right features that make your work easier and help you deliver. 

A promising sign is if the features are intuitive enough to be used by you or your attendees, can help you track and monitor the entire event, and provide you with analytics that help you make the decisions for the future. 

Frequently Asked Questions

How do I choose the best event management software to empower my team?

An excellent metric to help you select the best software for your event is the presence of specific features you need to plan and manage the event seamlessly. Some standard features that can make your life easier include event registration and ticketing, attendee management, mobile apps, interactive polls, and event reports, among other things. 

What are the event management best practices?

There are several things you can do to make your event a successful one. Set a budget and stick to it. Start planning early, set clear objectives, use AI and other event management tools, communicate with everyone involved, and most importantly, be flexible and always have a backup plan.

What are the key elements of event management?

When hosting an event with revenue generation in mind, you need several key components to succeed. It would help if you considered the venue, the most critical component you’ll ever consider when planning different aspects of an event. You also need to take care of food and beverage, accommodation, event objectives, and a solid marketing plan to put the event in front of its target audience. 

What are the 5 Cs of event management?

There are five paramount components of event management, popularly called the 5Cs. They are Concept, Coordination, Control, Culmination, and Closeout. These concepts are not independent but often work hard together. Understanding how the Cs work together is essential for planning and executing a good event.

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