Organizing a successful event is a rigorous exercise. You have to find the right venue, articulate the agenda, define seating plans, make meal arrangements, arrange transportation, map out logistics, sell tickets, find sponsors, and more. Event management software can make this process less of a pain. That being said, all event management software isn’t created equal.
The best event management applications not only eliminate the amount of manual work you do but also streamline the entire process. They save you time, energy, and money in managing venues, logistics, attendees, and deadlines.
No two events have the exact same dynamics, but the ingredients for successful event management are largely the same. So here’s a look at the features you are likely to find in the 10 best WordPress event management software.
1. Event Ticketing.
Events can be funded in multiple ways. Most times though, ticket sales will contribute to the bulk of event revenues. It’s, thus, vital that event management software have a seamless and secure ticketing module that can manage ticket sales via online and offline channels.
The system should allow organizers to quickly list different types of tickets and provide transparency on fees or pricing. There should also be options to offer special deals and discounts – this is usually done by using a bulk sms service.
2. Attendee Registration and Venue Management.
The best event management software enhances attendee experience by facilitating customized registration, assigned seating, travel arrangements, guest list management, Q&As, and polls. It delivers increased engagement of attendees by ensuring event staff are up to speed on the needs and expectations of different participants. Good event management software makes it easier for organizers to accept or decline a prospective attendee’s registration.
Event management software should help organizers identify venues in their preferred location. The meeting planner should have the ability to prepare a detailed layout or floor plan that allocates suitable booths to different types of exhibitors. The venue management module should ideally incorporate catering, logistics, and resources management while allowing booking venue rooms and tables for the event.
3. Onsite Check-in.
Every organizer would want to sell all their tickets well before the event begins. Few are lucky to realize such demand, though. Planners must be prepared for attendees who sign up at-the-venue. With a good quality event management system, organizers can cater to both off-venue check-ins and the last-minute, at-venue registrations.
Onsite management would mean accepting registrations and everything else that comes with it, including the printing of name and seat badges. Incorporating barcode scanners and other tools will ensure constant views of attendee data to establish in real-time how much capacity remains.
4. Sponsor Exposure.
A sponsor doesn’t just bring cash, equipment, and other assets to your event. If they are an already established brand, they also deliver an extra layer of credibility. But when an organization sponsors an event, they expect something in return. Sponsorship is a means of increasing their brand’s reach, visibility, and reputation within their target audience.
The best event management software enhances sponsor exposure by adding logos, pictures, and other visual elements in addition to publishing websites and contact information. That way, attendees have the means of contacting their favorite sponsors directly. If you have tiered sponsorship, the software should clearly indicate that, and also assign exposure to the different tiers commensurate with their sponsorship level.
5. Event Marketing, Analytics, and Reporting.
Successful event management systems come with various features and tools for event marketing. These include the ability to create an event-specific website, configure event email, publish social media profiles, push bulk texting, and distribute promo codes.
You cannot really determine an event’s success if you do not have access to key event data. A good event management platform enables the generation of reports, report customization, and data analytics. These help organizers measure event ROI through metrics such as audience management, venue utilization, budget utilization, and marketing success.
6. Mobile Friendly.
The world has gone decisively mobile. 1.37 billion smartphones were shipped in 2019 compared to more than 260 million PC shipments over the same period. An event-coordinator role has never been a desk job. They must be on the move to keep tabs on everything from venue suitability to the capacity of caterers and other service providers.
A mobile-friendly event management system allows flawless flow, irrespective of the event planner’s location. It also makes it easier for attendees to complete registration and stay in touch with the event via their devices.
Event management software doesn’t exist in a vacuum. While its own features are important, it should have the ability to integrate and communicate with other enterprise applications. At the minimum, good event management systems should have native-level integration with the organizer’s customer relationship management system and online content optimization software.
That way, all the data obtained from previous and current events can be fed into email lists, lead management, social media connection, electronic wallets, and payment gateways.
There’s no single event management system suitable for every organization. Nevertheless, by evaluating the different event systems in the market today by these features, you’ll have a better shot at choosing the one that’s right for you.