What is Event Management Software?
An Event Management system is a solution to facilitate the planning of an event. An event management system can create and manage event invitations, tickets and confirmations, event payments and overall event marketing and management, including attendee check-in, attendee engagement and the creation of event landing pages.
Key Benefits of Using Event Management Software To Run Event
If you’ve not considered investing in event management software, it’s time to find out why now is the right time.
1. Event Management Software Industry Benefits
Event management systems can provide a number of benefits to a range of organisations. We look at how event management software can automate those laborious and manual tasks in 5 key industries.
Australian universities, schools, and other educational establishments use event management platforms to automate their academic, social, and cultural events.
From creating an invitation to checking in attendees, it is important to your users that your event registration process is seamless. This can help to increase registration rates, and reduce the workload of busy in-house marketing teams.
An event automated system for bookings and cancellations results in fewer double bookings and data entry errors, resulting in more accurate data and more professional user experience,
Using an event planning system means the education sector can ensure their payments integrate with their banks and payments can be easily managed and tracked.
Privacy and security is among the most important factors for Australian Federal or State Government departments and government-funded organisations.
It is important when using event automation software for Government events, the event platform you are using is fully compliant with anti-spam and privacy laws and stores information on secure servers located in Australia.
The Swift Digital platform hosts all data locally within Australia and provides one central hub for all your events, including; workshops, conferences, seminars, and more.
Super and Investment Companies
Superannuation, investment, and retirement firms can use event management software to automate bookings and marketing communications for conferences, seminars, webinars, and other on and offline events to assist with the marketing of their services.
Events are a highly effective way to engage with your audience, and you can increase your attendance rate and gather feedback for continual improvement by using an event automation platform to send out personalised email invites, track registrant status and check in attendees in real-time.
Banks & Financial Organisations
Banks and other financial institutions can use event management automation software to arrange events specific to their industry, such as conferences, seminars, public speaking events, and training for customers, partners, and staff.
Holding these events is not only informative, but they are a very effective part of the overall marketing strategy. However, it can be a drain on the marketing and event teams.
Event management and automation software take the hard work out of managing your event attendees, dealing with sending out invitations, managing registrations and cancellations, taking payments, and sending out post-event surveys.
Legal & Accounting Firms
The Legal and Accounting Industry use event management software in a slightly different way from some of the above. This industry likes to have the opportunity to meet face-to-face with clients and partners, to create a deeper, longer-term partnership. Arranging face-to-face events can sometimes turn out to be a logistical nightmare.
An event appointment calendar can help manage the organiser’s time and provide a more professional overall user journey.
The healthcare industry can operate online or offline with its audience. Using event management software helps industries like healthcare manage their appointments using an appointment booking calendar. They also use an event planning system to arrange for consultations for upcoming appointments.
2. Reduce Costs of Event Planning with Event Management Software
No matter how important your event is to your marketing strategy, it is important that you keep within the budget that has been outlined for the event, but that is easier said than done!
Sticking to your event budget can be challenging. Even the most basic event planning tasks can take up a lot of time and resources.
Promotion and marketing of your event can be expensive. However, using tools such as email marketing and social media as part of your overall plan can make it easy for you to promote your event, even if you only have a small budget.
Use social media and an event management system to engage your attendees in the run-up to your event as well as during the event.
Event management and automation software allow you to manage your event admin efficiently, saving you time and money, it can also automate your promotional activities, helping you to increase attendance rate and scale up interest and create that needed event buzz prior to your event.
3. Manage Bookings Efficiently
The administrative tasks of event organisation can be highly time-consuming. Sending out invitations, manually taking bookings and payments, dealing with cancellations and refunds, and handling check-ins at the event are easily a full-time job.
This is where an event automation system is worth its weight in gold.
The Swift Digital event automated management system allows you to send out emails, track open rates and registrations, process payments, send out reminders, process cancellations and refunds, send thank you emails and feedback forms, and more.
All of this is simply and easily managed from one central digital marketing platform, which takes only minutes each day to manage. As the majority of management tasks are completely automated, you don’t need to overburden your marketing team or take on additional staff to deal with the admin, and you’re free to concentrate on putting on a great event.
4. Improve Attendee Experience
Personalise the registration process and maintain effective communication around event changes, updates, promotion etc.
Streamlined Registration Process: Event management software allows attendees to register online quickly and easily. They can access registration forms from any device and complete the process at their convenience, eliminating the need for manual paperwork or long queues.
Personalised Communication: Event management software enables organisers to send personalised emails and notifications to attendees based on their preferences, interests, or registration details. By tailoring communication, organisers can provide relevant information, updates, and reminders, enhancing attendee engagement and satisfaction.
Real-time Updates and Notifications: Event management software enables organisers to provide real-time updates, announcements, and notifications to attendees. Whether it’s changes in the schedule, venue updates, or important announcements, attendees can stay informed and adapt their plans accordingly. This helps to minimise confusion, improve attendee satisfaction, and ensure a seamless event experience.
Agenda and Session Management: With event management software, attendees can easily access the event agenda and customise their schedules based on their interests. They can view session details, and speaker profiles, and make informed choices about which sessions to attend. This empowers attendees to create a personalised agenda that aligns with their needs, maximising their overall event experience.
5. Powerful and Valuable Data
While event management platforms are great at preparing and managing an event, they are also invaluable AFTER an event, a well built event management platform will provide amazing insights after an event that can help you plan and improve future events.
Registration and Attendance Data: Event management software collects data during the registration process, including attendee contact information, demographic details, and registration preferences. This data provides valuable insights into the attendees’ profiles, allowing organisers to understand their target audience better. It helps in segmenting attendees and tailoring event experiences to specific groups.
Engagement and Interaction Metrics: Event management software tracks attendee engagement and interaction throughout the event. It can capture data such as session attendance, session ratings, survey responses, interactions with exhibitors or sponsors, and participation in interactive features.
These metrics help organisers gauge attendee satisfaction, identify popular sessions or activities, and assess the overall success of the event.
Feedback and Surveys: Event management software enables organisers to collect feedback and conduct surveys before, during, and after the event. This data helps in understanding attendee preferences, gathering opinions on specific sessions or speakers, and identifying areas for improvement.
Analysing feedback data can inform future event planning and enhance the overall attendee experience.
Automate Your Next Event to Save Time and Money
Event marketing automation is a proven and effective way of scaling and improving your marketing efforts and is an integral part of your overall marketing strategy.
Swift Digital can help you to develop a professional and creative event automation strategy that will save you time and money and ensure your event is a success. Marketing automation is a powerful tool when used to its full advantage.
For more information on using marketing automation, check out our complete guide to marketing automation best practices.
We have the skills and experience to help you create the perfect event management campaign. Our marketing automation platform ensures everything runs smoothly from initial promotion to final follow-up.
To find out how your business can get the best out of Swift Digital’s platform, contact our team.
The Preferred Email, Events and SMS Automation Software For All Australian Government Departments
Swift Digital’s templates help you effortlessly create stunning emails and events communications using our drag-and-drop email and event builder.
You can raise engagement with embedded images, videos, polls, article feedback, and emojis and schedule messages to send at the right time.
Government departments’ unique marketing requirements are covered with Swift Digital, and full compliance with all anti-spam and privacy laws is guaranteed. Swift Digital is also ISO 27001 certified.
Find out why we’re the Australian government department’s number one choice for their professional communications and events.
To find out how your business can get the best out of Swift Digital’s platform, contact our team today.
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