Event Planning Software: How to avoid the biggest Mistake Event Planners Make

Posted on | May 20, 2010 | No Comments

Event planning software is gaining in popularity across the world and yet there are still event planners out there that don’t use event planning software. I know it took me a while to get around to the idea myself. I always thought that my team could handle everything and save money at the same time. Oh how wrong I was.

The biggest mistake an event planner can make is to think they can do everything themselves and save money. This is a Big Mistake. Why can I so confidently say that? Because I made that mistake, many times before I learnt my lesson!
Planning a large event, whether it is for an internal or external client, can be a huge undertaking and for the main event planner often results in the odd sleepless night!

In spite of this, it’s easy to carry on thinking, “I can do it all” or “we can do it”.  After all, you are experienced at these things. Let’s pause though and take a step back for a moment.

First things first.  When you are leading such a project, we both know the starting point is being absolutely clear in your own mind about things such as;

• What the event outcomes are
• What your audience needs are
• How you can creatively deliver these needs on time and on budget

However, have you experienced or known of situations where delegates are calling up days before an event because they either haven’t received, or can’t find, confirmation of a place, or their joining instructions?

How about your main client, or your boss calling you late one evening asking if a certain speaker or delegate has confirmed their availability?
How often have you been short of admin staff, to ensure the smooth running
of an event?

Worse still, I wonder how many event planners have unfortunately invested £1000’s in admin and support staff over the years, only to have some of them make unfortunate or costly mistakes.

If you and your clients, or your employers want to feel confident that everything is under control, then event planning software is a great way forward.  You can be safe in the knowledge that at any they can go “online” and check for themselves, when speakers have been invited and when they have confirmed. They can even check the numbers of delegates that have registered and even paid.

If you are serious about evidencing that organiser error is reduced to an absolute minimum then it’s simple. Make your life easy, inspire your clients with confidence, ensure your delegates experience is convenient and pleasurable and save your business £1000’s in the process.

You can achieve all this, simply by using event planning software.

Imagine for a moment if your delegates could register online on a unique event web page, pay securely, receive email confirmation and prints VAT receipts.
While your delegates do this, you can check out the online reports.  Clients keep themselves up to date if they want (no matter where in the world they and you are) meanwhile you get to focus on the event it’s self.
Plus remember, you will save yourself thousands in admin costs over the year. What business wouldn’t want that?

So, avoid making the same mistake I and other event planners have made in the past. Use the latest event planning software to enhance your client’s experience of your service, achieve your meeting outcomes and make
a positive impact on your own cash flow in the process.

Event Planning Software: How to Plan a Successful Event and Save Money!

Posted on | May 13, 2010 | No Comments

Event Planning software….the facts

If you have ever laid awake at night thinking about the event or conference you are planning, then this article about the facts of event planning software is for you.

When you have planned events in the past, how many calls have you taken from delegates who either haven’t received, or can’t find their confirmation, tickets, directions, VAT receipt; and there’s only a few days to go?

How often have you been given a tough time because of errors in a group booking or had to pull in extra admin staff to cope with the volume of administration because your event is so well subscribed?

Having an event run smoothly and successfully for your client is what all event planners dream about. The client relationship though can at times become a touch tense when they are constantly on the phone to you checking
on bits of detail. You would only be human if you, like many others had found yourself thinking, “Wish they would let me get on with my job!”

If any of this sounds and feels familiar, then you be pleased to know help is at hand for you. What’s even better is that this is help that can also save you money. Event planning software is the answer.

So why would you  consider using event planning software in the first place? It’s a sensible question.

Let’s get down to those facts.

Fact 1

8 out of 10 people now search online for services. If you are marketing an event or conference, having an online presence for your event is a must.

Fact 2

The more you can automate the process the better. Putting delegates in charge of their own registration and providing them will all the info they need reduces the risk of organiser errors. Allowing delegates to pay online gives them added convenience and for you better cash flow. Imagine the cost savings this could make.

Fact 3

Communication, even with today’s technology, can still be a challenge.
Clients nowadays want up to the minute feedback and data on how their event is doing. How many delegates have booked how much money has come in etc. As an event planner, I know how time consuming this can be. We want to create an amazing event as well as keep our clients happy. I know how it is I have been planning and running events for over ten years and this is one of the real challenges.

The fact are you need to get on with planning the event and communicate with your client so what better way than to use software where your client can access all the information, when they want, anywhere in the world at any time of day or night!

Fact 4

You have a client budget to manage and a business to run efficiently. You know the admin costs involved in registering delegates, taking payments, printing invoices and name badges, creating reports. I won’t go on, you get
the message. You also at the end of the day need to make a profit!
Event management software can streamline and reduce all these costs and make savings on every event you carry out.

Fact 5

Investing in event planning software is a convenient way of running a professional event planning service, where you and your client can stay informed saving you time and money.

See us at RSVP North

Posted on | April 14, 2010 | No Comments

Event organisers can come and see our online registration system in action on 21st and 22nd April at RSVP North held at Manchester Central.

The event kicks off at 10am and runs until 4pm on both days.

Come and see us on stand 475 and we will provide you with amazing new ideas to help you save time and money, whilst increasing accuracy and efficiency at your next event. 

Check out the many features around the show to keep you busy:

• Event Talks Programme
• The Entertainment Stage
• Harvey Nichols Bar
• Harvey Nichols Foodmarket Café
• The Social Media Clinic
• Interactive workshops
• Plus lots of bite tastings, drink sampling and walkabout entertainers.

 To register for your free ticket, for more information and for full line ups please visit www.rsvpnorth.co.uk

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• Event Planning Software: How to avoid the biggest Mistake Event Planners Make
• Event Planning Software: How to Plan a Successful Event and Save Money!
• See us at RSVP North

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