Event Management Software Features

There are many event management software options available, but it’s important to choose the right one for your needs—and budget. As part of this process, consider how the software integrates with other tools that you use (e.g., email marketing or CRM). This will ensure that your event planning process is streamlined from start to finish and allows you to save time and money!

In this guide, we review the aspects of Event Management Software Features, event management system requirements, overview of event management system, and importance of event management.

Event Management Software Features

As the world grows smaller, the events industry continues to grow. The number of people attending conferences, festivals and other large-scale events has increased dramatically over the past two decades. There are many companies that have set up business in this industry and more are expected to join this trend as times goes by. To become successful in this competitive environment, event management software is a must have tool for any organization that wants to take its event production process to another level. It can help them manage their teams effectively and make sure everything runs smoothly from start to finish.

What Are The Essential Features of Event Management Software?

Event management software is a vital tool for any event-planning business. It helps you take the stress out of organizing events by allowing you to manage everything from start to finish and keep track of expenses.

  • Calendar feature: The calendar feature allows you to schedule events with your team, which helps them know what needs to be done when and where it needs to get done. If a task isn’t completed by its deadline, then it will remind everyone that they need to stay on top of their responsibilities so they don’t delay the project or make other team members wait longer than necessary before they can get started on their parts.
  • Database: A good database will allow you store all your contacts in one place so it’s easy for everyone involved with planning or executing an event like yours (and especially if there are multiple people who work together) rather than having separate databases for each person involved such as vendors or volunteers who might not even know each other yet share common interests such as volunteering at local shelters whenever possible instead just getting paid wages during work hours only.”

How Much Does Event Management Software Cost?

Event management software has a lot of different features, but it’s hard to know what’s worth paying for and what you can do without. Here are a few things to keep in mind:

  • If you’re on a tight budget, free event management software is an option. You’ll probably have to pay for phone support or training if you decide on this route, but it may be easier than trying to learn how everything works from scratch. The downside is that there are usually fewer options available with free software than paid versions—so if there’s something specific that you need your event management system to do, check out which options they offer before deciding whether or not it’ll work for you.
  • If possible, pay upfront instead of monthly so that the company doesn’t make their money off your continued use over time (and so they have an incentive not too). This also means no surprises at renewal time!
  • Look into annual plans rather than monthly ones if possible–this will allow more flexibility throughout the year by spreading out costs over several months/years instead of just one (which could lead some companies into trouble later down the line when financial obligations start piling up). However remember that annual plans can sometimes cost more per month than their equivalent monthly option due upon renewal time due to promotional discounts offered during initial signup periods only lasting until those introductory periods expire (i.e., six months).

How To Choose The Best Event Management Software

To decide which event management software is right for you, consider the features you need. You might not need all of them, so choose the ones that are most important to your business. For example if you want to sell tickets online then it makes sense to look at a cart-based solution like Eventbrite rather than one that uses a database-driven approach such as OpenWorkflow or Wiji.

Consider how much it will cost per month and find out what other users say about ease of use and customer support before making your decision.

A good reputation is important too because if something goes wrong at an event then bad publicity can be very damaging to business reputation – after all the aim is usually just one happy customer!

What are the types of event management software?

Event management software is a type of software that helps you manage events. In other words, it’s a program that allows you to organize and coordinate an event from start to finish. There are many different types of event management software, including:

  • Online registration systems (e.g., Eventbrite)
  • Event apps (e.g., Hoopla)

There are also some other tools you can use in conjunction with your event management software or instead of it, such as:

  • Mailchimp or Constant Contact for email marketing campaigns prior to the event; this will help give people details about what they can expect at the event and encourage them to attend in person rather than just checking out your website or social media pages before deciding whether they want to come out

event management system requirements

See how a top-notch event management system makes sure activities happen on time, take place in the right spaces and protect the safety of everyone attending.

An Event Management System (or Event Management Software) helps organizers plan, execute and report on events, driving success for their business.

Using an Event Management System for Seamless Campus Events

A truly comprehensive event management system will allow users and organizers to access and manage all aspects of an event, including registration, marketing, engagement, integrations, physical planning and preparation, reporting and analytics, and more.

On college and university campuses, events are happening all the time, whether student- or faculty-focused, and often through in-house or third parties and vendors. When these events take place, it is critical to use an event management system that offers full control and planning capabilities to ensure activities happen on time, in accommodating spaces and keeping in mind the safety of every attending. A comprehensive event solution will allow campus event planners to book large-scale events, communicate with service providers, and maintain a single source of record for repeatable, measurable events.

Event planners on university campuses must also consider student and faculty safety, especially now as large gathers have become more complicated in the wake of COVID-19. An event management system provides connection to campus police and other security factors to keep attendees safe and control crowds. An event management system can also help formalize sanitation procedures, ensure socially distant spacing, and more.

Why Do You Need an Event Management System?

An Event Management System provides campus event planners a flexible, fully integrated solution to simplify the event management process and keep your customers, faculty and students happy, while maintaining important reports and data for making real estate and future planning decisions.

An event management system allows you to:

Minimize Administration Efforts

An Event Management System minimizes the steps needed to manage your events, creating a much more efficient administrative process. This way, event planners can focus more on the details, without getting lost in administrative tasks. For example, the University of Vermont used our EMS Event Management Solution to reduce phone calls in their event services office by more than 50%, allowing their staff to spend more time maximizing their space and event planning on campus.

Eliminate Missed Communications

Poor communication is the leading cause of event failures or mishaps. An event management system facilitates instant communication between planners and providers and makes it easier to share timely information to students, faculty, catering, operations, and more. Automated notifications and mobile capabilities help keep everyone informed of changes and plans, eliminating event disasters due to miscommunications.

Digitize How Your Events are Run

The world continues to move toward a digital-first mindset. By bringing your campus into the digital age with a mobile, agile event solution, you ensure that the platform scales with you and provides multiple digital, accessible touchpoints for users. In a comprehensive event management system, you can digitize contracts, registrations, request forms, reports and more.

Comply with COVID-19 Safety Guidelines

Student safety is critical to successful events during the COVID-19 pandemic. Whether you need to enforce mask guidelines, maintain social distancing, schedule sanitization needs, or any other safety measures, an event system can bring all these tasks into one comprehensive place. Simplifying the need for student safety protocols not only ensures the safety of students and staff, but also ensures the success of your event without any safety hiccups.

Maximize Your Campus Flexibility

An event management system provides hardware and software integrations for campuses, including integrations with HVAC, catering systems, Student Information Systems (SIS), scheduling tools like Microsoft Outlook, facility management services, and more. These integrations allow event planners to streamline event in virtual, hybrid, and in-person contexts.

Save Time Planning Future Events

Building repeatable processes and procedures is critical to maintaining event success. With an event solution, you can create repeatable steps, save forms, clone reservations and details like A/V, save user preferences, and more. This helps eliminate time-consuming manual processes for future events.

Access Detailed Reports & Analytics

Understanding the successes and failures of events is critical to improving processes and keeping customers (students, faculty, vendors, attendees) happy. Detailed reporting on every event you run helps you continuously optimize your events and schedules, and you can make better space management decisions in the moment using real-time event data.

For example, the University of South Alabama uses our EMS event solution to track all their events. They were able to avoid serious mishaps and double bookings by catching events that were “scheduled” to happen but were never entered in their EMS system, all through real-time observations and reporting. Analytics help event planners better understand how their spaces across campus are being used.

What Features Should an Event Management System Have?

In order to provide the best assistance to campus event planners, a comprehensive event management system must offer:

Customized Processes & Scheduling

Custom processes in your event management system allow for designing and publishing online request forms, requiring approvals or additional information, and custom fields for different events to make sure you get all the information you need.

Effortless Event Updates & Tracking

A simple interface is critical to make event updates and tracking easy to maintain. Users should be able to make changes to events, including time, date, status and services needed, without having to cancel and redo an entire reservation in the system.

Resources & Documentation

Access to a library of resources and documentation is critical for an efficient event management system. Planners and users need to be able to attach all relevant services and documentation to any booking, as well as add comments where needed for easy reference.

Mobile On-The-Go Access

A truly comprehensive event management system will need a mobile app that is accessible to users and planners. Students are more mobile now than ever, and in an increasingly online world, event management needs to digitize and become mobile-friendly, including access on smartphones, kiosks, tablets and computers.

Hardware & Software Integrations

Many university campuses already utilize Student Information Services (SIS), facility solutions, video conferencing, and various hardware for HVAC and other monitoring. The ability to integrate with this hardware and software is crucial for a successful, streamlined event management system.

Data Security & Management

A secure event solution will allow planners to display or hide information based on rooms, status, event type, or user. Security personnel should also have access in order to ensure protocols are being followed for events. Frequent back-ups, data encryption, and security monitoring are crucial to protect sensitive student and faculty information.

Custom Reporting & Dashboards

Event reporting is essential not only to successful events present and future, but also for space and real state planning. By getting a clear vision of how your space across campus is being utilized for events, you have a better understanding of wasted space, essential space and where to budget for better real estate in the future.

EMS Offers Simple, Powerful Event Management for Planners & Schedulers

Accruent’s EMS Conference and Event Management Software offers a one-stop shop where users can access every part of event planning and reporting, simplifying the event management process. EMS provides complete planning control along every step of the event management process and ensures secure access to all event information.

Managing campus events in an efficient solution is critical to the success of your campus, and the happiness of your customers, including students, faculty, vendors, outside attendees, and more. EMS is your one-stop shop for a complete, end-to-end event management system.

overview of event management system

In short, an Event Management System (or Event Management Software) is a tool to assist organizers with the planning, execution, and management of their events. Examples of such events include music concerts, conferences, exhibitions, festivals, ceremonies, sporting events, and many more.

Event management software can come in two forms. The first is a software designed for handling specific processes, such as ticketing or registration, and the latter is an all-in-one software designed to cater to every aspect of event management.

How does it relate to the phases of event management?

An event management software can address various activities and milestones within the event management lifecycle. Below are the phases of event management and a description of each…

Planning

This is the stage where you will decide on your goals and objectives of the event. A list of potential contributors and venues should be contacted to touch base on availability, interest and more.

It’s important to set a budget and objectives early as they are vital to measure your decisions against. Thinking of potential risks or problems that could occur can often be overlooked, but without prior preparation minor issues can result in disaster for your event and reputation.

Design/Implementation

This stage is where you will design your event, from the agenda, to booking speakers and initiating your marketing plan. The more in depth your planning is, the easier this stage will be.

Ensure your brand identity and unique voice are easily identifiable across all outputs. This is where you will get your event management software up and running if you have chosen to go with one.

Execution/Moderation

This is what all the hard work leads to. The day of the event should be the easy part if you stuck to a well thought out plan and implemented it with care. The amount of work to be done will vary based on how automated your processes are (again, the choice of Event Management Software matters). Regardless, a few unforeseen issues will likely crop up so having procedures in place to deal with them professionally, could shape your attendees’ perception of your organisation.

Evaluation

Measuring the analytics against your goals will determine whether your event was a success. However, collecting feedback from attendees and analysing their behaviour (if you had interactive portions of the agenda) during the event can provide useful insight into ways to improve for the future.

This stage will be a lot more challenging without an Event Management System, as you’ll likely be going off raw ticket sales data and having to reach out to attendees manually.

What is event management software and what are its uses?

There’s no doubt that event software can help streamline your event planning process, improve attendee engagement, and better connect your conference-goers. As new technology and software continue to develop, it’s becoming clear that event planners need to start utilizing some type of software for their events in order to stay on top of trends and keep their attendees coming back year-after-year.

The popularity of Event Management Software has grown significantly in the last 5 years, the global market value has increased to $11.06b in 2022, up from $6.38 in 2017. 89% of businesses using event technology save roughly 200 hours per year, 20% see 360+ hours saved per year and 92% of marketers believe event software makes it easier to achieve business outcomes.

There are a multitude of benefits to using Event Management Software beyond the aforementioned time saving. An event management system allows you to:  

What are its features?

Secure Ticketing System

Most likely the largest driver of revenue will be from tickets. So it is imperative tickets can be purchased safely and quickly, with full transparency on pricing (e.g. VAT, booking fee etc.)

Live Onsite Check-ins

Analytics are important when reviewing the performance of your event. The ability to see the number of attendees increase immediately as they check in can give a valuable insight.

Custom Website Builder

The increased visibility and potential to add features that fit the needs of the business (e.g. social integration, contact forms etc.) can really separate a EMS software from its competitors. Sponsors could be given a prominent position on the website, which can be a valuable prospect when trying to secure partnerships or funding.

How to choose one?

To find the right management and planning software for your event, you and your team must consider your goals, needs and current problem areas. Decide which areas could use the reduce workload, and what processes will help you meet or exceed your goals.

importance of event management

An event manager oversees the design, set-up, and execution of events that bring people together. These events can run from small networking meetings with a few dozen guests to large-scale conferences with thousands of attendees over several days”and everything in between. 

No matter their scope, managing events is always a people-centric endeavor. Your goal is ensuring people get the most from a given event, and you work closely with people to achieve that goal.  

Read on to learn what makes event management a rewarding career (if you’re a people person!), the essential skills of a successful event manager, and the secrets of success from top professionals.

What is event management? 

Event management is a project management profession focused on every aspect of events, from choosing a location to following up on guest satisfaction. 

What’s the difference between the role of an event manager and of an event planner?

For the most part, these job titles are synonymous. Any differences that do exist between the roles primarily come down to how companies and event professionals define the positions for themselves. For example, some may define event managers as working only on large-scale events or handling event-day tasks more than pre-event planning.

But, when you search both terms on LinkedIn or other job boards”many of the same positions turn up in the results, as do ˜event designer’ jobs. Also, the US Bureau of Labor Statistics puts all of these positions under the single occupational category ˜Meeting, Convention, and Event Planners.’ 

Manage successful events, no stress

What are the stages of the event management process? 

There are five basic stages of event management, though each step contains multiple tasks. Additionally, busy event managers are typically at different stages for numerous events at any given time. 

Stage 1: Research, goal setting, and viability assessment

Whether you’re an in-house corporate event manager, or you run an event management company that works with various clients, the first stage is defining the objective of your event and assessing the feasibility of the event. In many instances, this will seem self-evident. The overall event goal is to raise money for a new library wing, celebrate a company’s 20th anniversary, or roll out a new product.  

But it’s essential to get more granular. Here are some things to ask your client or discuss with your in-house team:

This first stage should also include an event viability assessment, which means establishing an event budget and figuring out if it aligns with the event goal. For example, a non-profit organization may learn they don’t have the financial reserves for a gala fundraiser. In this case, the non-profit can postpone the gala for a year and instead organize a low-cost food truck festival with a fundraising element. 

Stage 2: Choose your theme and design the event

Next, event managers design the event to meet the specified objectives. This is where the rough sketch of your event comes into focus. 

This is a creative process that can include color, sound, and lighting design for galas and other more theatrical, performance-centered events. For professional events, the focus will be on establishing timelines and seminar activities, branded signs and swag, and deciding on possible speakers. 

Event managers and their teams will often collaborate on digital event services tools such as Social Tables so everyone understands the planning trajectory and can call out any problems that arise early on. 

Stage 3: Focus on the details for a successful event

Once the event manager and their team settle on a vision for the event, they transition to the details. This stage comprises the bulk of the event management process, and may include the following (depending on the event type): 

Stage 4: Event execution

This is the main event for any event manager! This is where all the previous stages come to life on the day of, and produce an event that guests appreciate and enjoy. 

Depending on the scope of the event, set up may begin the morning of an event or a few days prior. Event execution entails:

Event management made easy

Stage 5: Post-event guest communications and team debrief

Exceptional event managers don’t consider an event over until they understand how guests, volunteers, clients, and team members responded to the event. This starts during the event itself, with event managers observing guest reactions, talking with attendees, and checking in with guest services about any problems. 

Next, they’ll send out a post-event survey from 12 to 48 hours following an event. Event managers design post-event surveys to get the most responses by keeping them short, simple, and friendly. 

With the responses in hand, event managers meet with clients to discuss their satisfaction with the outcomes of the event and the survey results. Finally, they’ll discuss what went right and what went wrong with their in-house team, and develop an action plan to avoid similar problems at the next event.

What skills does an event manager need?

Above all, event managers need people skills. The job requires constant interactions with clients, event planning teams, vendor and venue teams, and guests. Every single day, event managers work side-by-side both with team members they know well and people they’ve just met.  Other essential skills of event managers include:

Read the must-have skills for event planners to take a deeper dive into 6 event industry career skills.

Save time on event management with easy diagramming

3 Secrets About Dealing with Event Management Responsibilities from Top Event Managers 

Beyond the above skills, we collected some unexpected tips from experienced event managers. Here’s are some other qualities they believe can lead to success in the event management industry:

1. Be the calm in the storm

Things will go wrong, that is a given. Don’t be surprised when something doesn’t arrive or gets delivered to the wrong location, a sign is spelled wrong, something breaks, someone is late¦etc. Keep your cool and use your mental toolbox to address and remedy the situation. An event planner can solve huge issues with a smile and keep everyone else calm so as not to cause more stress. When in doubt, just channel some Vanilla Ice…If there’s a problem, yo’ I’ll solve it ” Victoria Blasich, Marketing Manager for tradeshow marketing firm Freemind Seattle. Excerpted from Habits of a Successful Event Manager, a guest blog for the Northwest Event Show website.

2. Develop your business smarts

Events are a service and must be organized in a business-like fashion.  Events not only need to attract an appropriately sized audience but the figures need to add up. Event managers need a head for business. Increasingly they are required to know how a business sector works. They need a commercial instinct, ensuring that key decisions are taken in the context of what makes the most business sense. What is best for the events’ balance sheet and not just the event? At some stage in the event planning process you will need to make tough decisions about the direction your event takes. These decisions need taking with the head and not the heart. Again, these are difficult decisions and not always welcome by the team. ” Chris Powell, The Event Expert. Excerpted from The 7 Key Skills of a Successful Event Manager on The Event Expert blog. 

3. Engage with (and learn from) others 

Social media breaks down barriers and is a great way to keep up to date and connect with influencers that can challenge your way of thinking and working. Take part in Twitter chats, join and contribute to LinkedIn groups, watch thought leaders on YouTube to see new perspectives and trigger new ideas. Go to industry events and hear from some of the top speakers in the world of events. Feel inspired by the fast-paced and exciting industry you are a part of. ” Becki Cross, Managing Director and Event Strategist at Event Northern Ltd. Excerpted from 10 Ways to Be a Better Event Manager on the Event Manager Blog. 

Finally, a frequent pearl of wisdom that comes from most event managers: take good care of yourself. Event management and planning is a notoriously stressful profession. If you pursue an event management career, it’s essential that you adopt a stress-reduction strategy to prevent burnout. 

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