Using technology to plan your event

Technology is an increasingly important factor involved in event planning now and ensuring that all the different software you need can be integrated is a vital part of the process.

It's likely a large event will need a number of different types of software to be planned efficiently, but it is little use doing this if the software cannot be integrated to provide an overall plan.

Thinking about how technology will be used in the event planning process needs to take place right at the start, due to the time and money it can save if it is used in the right way.

For example, even something that sounds as simple as table planning can grow to be complex without the right software in place, forcing the cost of the event higher, whereas the focus will be on keeping the bill as low as possible.

Setting your event goals

Once you've decided on the ultimate aims of your event, it will be important to ensure your speakers are matching up with this.

There are various ways to do this, but some of Google's new innovations can be really handy for sharing and collaborating on documents to make sure everyone is on the same page.

Sharing Google Drive documents could not be simpler and Google Hangouts are a great way to stay in touch with your speakers as well.

Promoting the event

Your event might be the best in your field, but this will count for little unless you can attract delegates to attend through promoting it in the right way.

Technology really helps here, as digital marketing and social media have made it so much simpler and cost-effective to promote an event than in the past.

Connecting with potential delegates via social media sites such as Twitter is a fine way to build your reach and audience and make sure your event is full of attendees who will be interested in your message. For instance, on Twitter, using relevant hashtags can be a brilliant method to find and contact people you want to go to your event.

Further promotion of the event can take place through tools such as Lanyrd, which enables you to get your delegates to encourage other people who may be interested in attending to confirm their place. This is a great way to spread the word and hopefully make your event go viral.

Your event's website

The website of your event will be one of the most important tools in your promotional armoury, as this is likely to be the first place potential delegates go to when deciding whether or not to attend.

You'll need to consider search engine optimisation here to get your site high up on search engine results pages, while it's also now vital to have a site that is optimised for mobile devices such as smartphones and tablets, as participants are increasingly accessing the internet on the move.

Your website will need to provide compelling reasons why delegates should attend, so ensure you spend plenty of time building and designing it before you set it live.

Using software to plan your event

Software is going to play a major role in the planning of your event, so you'll need to ensure it can all be integrated together to keep everything running smoothly in the run up to the big day.

Project management software can be a great tool to keep things on track and ensure nothing slips through the cracks, while online registration software is also going to be a must to allow delegates to sign up to attend in the easiest possible way.

When you have all your attendees confirmed, you'll also need to use table planning software to ensure everyone has somewhere to sit.

All these different types of software can grow confusing, so it's vital to use specialist planning tools that are able to integrate seamlessly with each other to make the process as smooth and simple as possible.

Cutting costs and improving efficiency are two of the main goals of any business at the moment and it's no different for event planners - so look into what event registration software can be really helpful to help you to plan your event.

2 views0 comments

Recent Posts

See All

New feature: write off unpaid debts within EventHQ

The vast majority of attendees do pay their event fees - but unfortunately, not all. EventHQ operates like a double-entry accounting system, there is a debt (the purchase of a ticket) and a payment ag