Event automatization tips: Work smarter, not harder

Overwhelmed.
It doesn’t matter if you are organizing a seminar, a team building, a wedding or a trade show, this is how you always feel on the night before the event.
“What if something goes wrong?” is the thought that can’t get out of your head.
Well, you can’t control everything. No one can.

And you can’t prevent unexpected things from happening. But you can be better prepared.

The tips in this article will help you be a more efficient and effective event planner.
They will help you reduce stress and turn event planning into a more pleasant experience for you.
The lifecycle of every event goes through these 5 phases:

With the help of specialized event planning software you can automate and optimize each of these five phases. This way could increase your efficiency by up to 30-40%.

Here is how:

PHASE 1 – RESEARCH

The smart event planner always starts with a right and clear objective.

Defining it requires meeting with all the stakeholders. Of course, you could call every one of them personally and try to get them together under one roof. But why losing precious time when with the right tool you can manage meeting request automatically at a push of a button?

PHASE 2 – PLANNING

Have you defined your goal? Perfect. Now is the time to create a blueprint of your master plan: List down your event planning checklist and identify areas that are time-consuming and doesn’t require much of grey cells such as registration, database entry, etc.

All the mundane tasks could be handled better by a smart technological event management solution so that you can focus on the more important aspects of the event.

For example, think of budgeting. Trying to keep a tab of all incoming and outgoing costs on a real-time basis can drive you nuts. Imagine someone else doing it for you. Actually, don’t just imagine – try it out!

PHASE 3 – COORDINATION

Negotiating one contract, working on securing the services of another contractor, renting space, working out the details of the menu and much more will happen simultaneously.
As an event planner you are a great multitasker. And you know how to prioritize.

Delegation with intermittent status checks will also be a strategy worth embracing.

With all the stressful action behind the scenes, keeping a cool head to get a different perspective and keep things light is going to help in fluid project management and improve the overall experience of the event.
Effective coordination and communication between all departments and vendors are crucial in this phase. Luckily, it could also be automated with a task management module of an advanced event planning software. It can give you a real-time overview of all your deliverables, activities, milestones & tasks and allows you to manage tasks collaboratively.

PHASE 4 – PROMOTION

Branding:
For your event to stand out and create a top of mind experience, you need to be creative. Take some time to brainstorm and discuss themes. It is critical for the success of the event. Coming up with a tagline and designing a logo will go a long way in making the event unique. It could turn out to be the planners USP as well.

Event Website:
It is a wise idea to have a dedicated website for your event as it provides a single platform to share all the important information with the attendees. With Meetingbox you can integrate many useful features like online registration, e-ticketing, payment management and many others in just a few clicks.

E-Invite:
It is an important task that you don’t need to spend much time on. With the right email tool you can easily send an e-invite to your attendee’s list followed by a reminder.

Event content management:
A blog post is another common way to market your event.

Add a call to action button at the end of the copy, asking the reader to register for the event. It will help you increase conversion.

Click it and flaunt it:
A picture says more than 1000 words.
Make your event more memorable by posting beautiful photos online.
The smart use of social media (Facebook, Instagram, Twitter, LinkedIn) will help you spread the word.

Create a hashtag and encourage attendees to use it when sharing about their experience at the event.

If you want to communicate better and more effectively on social media, you need to be consistent and follow a posting plan.

Spread the word in every way possible:

Don’t underestimate offline!

Use banners, flyers, newspaper advertisement, creative event merchandise, signage in the vicinity of the event venue, etc. to create more buzz.

PHASE 5 – EVALUATION

Is the event over? Well, not for you!

It is crucial to evaluate your performance.
Have you managed to achieve your goals? What went according to the plan and what not? How satisfied are the attendees?
A well-made event report with the right data can give you a great overview and many insights.
The analysis will help you understand customer behavior better, which could be used in CRM.
Thanks to technology, surveys could now be conducted within 24 hours of the event so that the memory remains fresh. And reports can be pulled out in the format that is most suitable for you.

In summary

To be successful and more effective, you need to go digital.

Try out event management software for your next project.
Automate mundane tasks and create more space for creativity.
Find the event management solution that best fits your business needs.
Meetingbox is an all-in-one solution inspired by event planning professionals.
If you need to learn more, schedule a demo.

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