Event planning takes more than enough time and resources for most businesses, so if you’re trying to arrange a conference or seminar you’re bound to be looking for ways to keep the burden to a minimum. Using event registration software can be extremely helpful when it comes to cutting costs and improving efficiency - but there are so many different elements involved in event planning that you might feel it makes sense to use a single, “one-stop shop” software package.
If you’re weighing up whether to keep all your eggs in one basket or use different software packages to plan different stages, here are a few things to think about.
You may have heard that phrase - “Jack of all trades, master of none”. In many ways this just about sums up the biggest difficulty with using a single software package. because the software is expected to handle so many different tasks and so many different types of data, it’s inevitable that the functionality on each of those elements will be reduced, at least to an extent.
On the other hand, using a series of different systems gives you the opportunity to employ “best of breed” systems for every different service you need - and better, to choose packages with the exact level of functionality to suit your requirements. They will be able to accommodate higher volumes of data and do more with them, giving you a tailored service that will help you create the best event possible.
Because separate systems are capable of doing more with the data you feed into them, you can gather more detailed and wider ranging, but equally accurate information on your delegates and their needs, which ultimately helps you plan your event better. Significantly, it means you can also benefit from clear, data-rich reporting solutions that give you a real insight into how and why people become interested in your events.
In turn, you can use this to develop a longer-term event marketing strategy which is tailored to your audience, as well as compiling resources and informing future planning decisions.
Hedging your bets
You may be thinking about the convenience of using a single system, but it may not have occurred to you that you’re playing quite a dangerous game. Although cybercrime and information security are obviously rising on the business agenda, they will be an issue regardless of whether you use one system or several. You’ll have to do everything you can to make sure that information is transmitted and stored securely.
But there are other ways for data to be compromised. Computers can crash or contract viruses, hard drives can be destroyed in any number of ways and there are plenty of other nightmare scenarios in which by keeping all your eggs in one basket, you risk losing all your event information at once. Having that data stored in different pieces of software is another way to manage your risks.
If you were to set out the main benefits of using a one-stop shop software package, you might say that it is extremely convenient to be able to carry out all your planning tasks in the same place. You might also think it saves time on exporting data from one location to another or worse, having to copy and paste text from one tab to the next.
However, if you decide to use high-end software packages for individual aspects of the planning process, this challenge can be overcome pretty easily. Best of breed, specialist planning tools that integrate seamlessly with one another will automatically transfer information to wherever it needs to go. In fact, with effective integration you’ll barely even notice that there are different pieces of software on the go. That gives you the best of both worlds: all the top of the range functionality you need, with all the convenience of a one-stop shop.
Ultimately, it’s better to have several systems that do one thing well than use a single system that has lower functionality. Choosing systems that integrate perfectly even overcomes the issues that come with storing data in different places. Integration with packages such as Google Analytics, Mixpanel and Campaign Monitor gives you free reign to develop your events as a vital part of your business: in the end, the benefits will be obvious.