For anyone organising corporate events, it has become essential to take a strategic approach that brings together the many aspects and variables the daily work is now made of — first in planning and organising the event, then in running it. At the same time, the growing number of factors to account for, the resources to administer and the need to keep time and cost constraints under control make it increasingly important to have tools that give concrete, practical support to that huge body of work, especially in the most critical areas. How do you hold it all together? Usually either with a set of separate tools or, at best, with a single one — an event management platform that is broader and more complete, enough to handle everything and to support, among other things, three particularly sensitive areas of organising and running an event.
1. Complex coordination and integration between people and teams
- What to expect
Event management software has to allow activities to be centralised in one platform, so that people and teams can work collaboratively and in a coordinated way. That means all information, tasks and updates have to be available in real time, keeping communication flowing continuously. - Suitable tools
- A central dashboard: an interface giving an overall view of every event activity, so managers can monitor progress and spot problems immediately.
- Integration with CRM and project management tools: being able to sync the platform with customer relationship management systems and project management software improves coordination and effectiveness.
- Real-time task management: tools for assigning and monitoring tasks as they happen, and the ability to work simultaneously on data that is always current.
- Expected results
- Fewer errors and delays: automating and synchronising activities between people and teams avoids miscommunication and simplifies overall management.
- Better collaboration across departments: with communication flowing continuously and a central platform, people and teams work in step, cutting dead time and improving overall effectiveness.
2. Control and optimisation of resources
- What to expect
Good software should monitor resources efficiently. That includes managing suppliers, spaces and logistics, all optimised to avoid waste and unexpected costs. - Suitable tools
- Real-time monitoring: live data is essential for keeping both the present situation and the forecasts under control.
- Integrated logistics management: a set of tools for planning and managing exhibition space, equipment and suppliers, so every resource is used efficiently.
- Advanced reporting, with tools that analyse the data collected to give detailed reports on spending, delivery times and operational efficiency.
- Expected results
- Lower operating costs: optimising resources and managing the budget carefully avoids waste and delivers the best return on investment.
- Better forecasting of future costs: being able to monitor and analyse data in real time lets managers anticipate costs and plan future events more precisely.
3. Better engagement and stakeholder satisfaction
- What to expect
Good management software should provide tools for personalising the experience of attendees, sponsors and exhibitors and making it interactive. That includes gathering feedback in real time, personalising communications and being able to measure and analyse satisfaction. - Suitable tools
- Real-time surveys and interactive feedback, which gather the views of attendees and exhibitors during and after the event and show how engaged they are.
- Personalised communications and push notifications, with the ability to send tailored updates and reminders straight to attendees’ phones, improving interaction and raising the perceived value of the event.
- Gamification tools, with elements of play or competition such as quizzes or challenges, to increase audience involvement during the event.
- Expected results
- Greater stakeholder satisfaction: with interaction that is smoother and more personal, attendees, sponsors and exhibitors perceive added value and are happier with the experience overall.
- More engagement and loyalty: interactive, engaging tools help hold attention and can encourage attendees to come back for future events.
Can a single piece of software do all this? Yes — and if you have not found it yet, it means you should see SharEvent for yourself: request a live demo and start building your next event.