How Event Management Software Facilitates Your Event Planning Process

Terrie Wong Feb 1, 2023

Hosting a corporate event is one of the best ways to build mutual trust between a brand and its customers.

However, it is always challenging to plan an event as it requires making a budget, affecting estimations, and considering many trivial details about the event.

Event Management Software Trends

In the past, enterprises usually outsourced their activities to event planning companies.
Many enterprises have now turned to event management software to help
them plan their events.

These applications can help companies remove the obstacle of
communication with agencies.

5 steps to event planning

1. Set your goals and do some research

Setting clear goals is the first step in event planning. But this step is often underestimated or even overlooked.

Many people tend to pursue scale and noise when planning events. However, if your event has no relation to the enterprise or recent planning, and you do not leave contact information with key figures, this event will not disseminate your core information to the community, thus wasting resources.

Clear, quantifiable, and with direction

Therefore, setting practical goals to clarify the event's purpose is critical. The first goal is clear and quantifiable - get data on the number of participants, ages, preferences, and impact on recent product inquiries and sales.

Also, there should be a directional goal. When the direction is clear, it will not only make the design of the event more in line with the main goal but also make it easier to review the effectiveness after the event.

This requires the planner to do more research in the early stages to analyze the users' needs, to estimate the event's selling points, and to determine whether the invitees can meet the users' expectations.

This enables the planner to formulate a plan for the event that is headed in the right direction and meets the organizers' expectations.

2. Make thorough preparations

This step requires a master plan for your activities. As much detail and thoughtful planning as possible must be done here.

Make a budget

If the budget is not known, it is hard to make decisions. Making and confirming the budget as early as possible can help company personnel plan and purchase their required materials.

The more detailed the activity budget, the better the planning. You should include both the large and the small expenses.

For example, the venue and meals should be listed along with the souvenirs ordered. Changes in the middle of the process should be updated at as soon as they occur to avoid overdrawing the budget.

Decide on the time, venue, and platform

If it is a physical activity, the choice of time and place is very relevant, especially for large venues during the holiday season. These venues generally need to be booked six months in advance, and the rent will be higher.

You should select the platform carefully if it is an online activity. Technology is the most significant consideration, such as the platform's stability, image quality, the time limit for a single event, customer service support, etc., so there are no interruptions.

3. Market Your Brand

This step requires developing a communication strategy for your event to attract

To make the event stand out from its many competitors, you should create a strong brand and market it.

You can design a logo and banner or give it a unique name.

These steps are effective in establishing a positive brand image by impressing and attracting the public. You can also market your event through online advertising, email lists, and social media posts.

4. Ready for on-site implementation

On the day of the event, ensure that the process is on track so each team member knows their task.

If the situation permits, you should conduct a rehearsal to eliminate mistakes. By rehearsing a complete activity, you can detect any neglected details, such as arranging for people to pass microphones to speakers and adjusting their positions.

These minor points can only be uncovered at the scene. In addition, on the day of the event, ensure your staff members have an activity schedule that records what and who is to do which duty at each point.

5. Never miss the assessment

Evaluation is significant because it can be used as a reference for the next activity. You should also review enterprise data afterward to analyze the results of your event.

There are many sources for your evaluation, they include questionnaires, social media, feedback from sponsors and guests, and data analysis.

How can EventX help with these steps?

EventX is one of the best event management platforms in Asia and aims to provide a one-stop event management solution to help you deal with and plan for events.

In terms of target planning and event preparation, we can help you connect with your customer base. This will enable you to integrate ticketing and create event registration pages easily.

Also, the EventX QR code check-in function lets you know when your guests have arrived and provide an activity report after the event to help you analyze the rate of return (ROI).

For you, carrying out the activity smoothly on the day of the event and evaluating it afterward will be easy.

Interested in our solution?

Are you looking for a great one stop hybrid event solution for your virtual, physical or hybrid events?
You may want to have a chat with our event consultant.


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