Top tips for reducing your event workload

Planning and executing an event often produces a hefty workload, so anything you can do to

reduce the strain can be beneficial in keeping costs - and stress levels - down. Take a look at six top tips for making your event workload more manageable.

Cut data entry

Manual data entry can consume time and money, so if you're thinking of collecting data of event attendees on paper, think again. Not only does collecting information in paper format and then transferring it to a database take time, you'll also potentially have to deal with issues like sections left unchecked and handwriting that's difficult to read.

Using an online registration system can be more efficient in terms of time and money, and you can ensure all the sections of the form are filled out before delegates can move on to the next page. An online registration system is simple to circulate via clickable links in emails or through access on your website, potentially also cutting the hassle for attendees who won't mind spending a couple of minutes checking boxes online rather than writing out their response manually.

Take payments online

If there's a charge to attend your event, you could end up with long queues at the door on the day of the occasion. Taking payments online can cut waiting times at the event and also means you'll accrue funds before the event.

It's often possible to take payments via your event registration system, and you could offer a range of ways to pay such as Bacs, PayPal or by cheque. Providing a choice should help bump up numbers as delegates might have a particular preference with regards to payments they make online, and you could also offer an instalment system so that delegates can pay for entry in a few smaller chunks, rather than in one lump sum.

Integrate analytics

To find out more about your customers and their relationship with your event's brand, implement some analytics software. This can provide you with pertinent data about how delegates reached your event page, how they behave when using the system and general details that you can use to provide a more tailored response.

The details gathered by the analytics software can then be stored and used to ensure your interactions with each delegate are relevant to them, taking into account elements like their gender, age and location.

Go mobile on the move

Organising an event can often entail attending meetings with vendors and being on the move while you check out locations, leaving event planners to return to the office with a full inbox and numerous voicemails at the end of the day. Using mobile technology can help you stay organised on the go via a smartphone or tablet PC.

Check and reply to emails, schedule meetings via apps like Google Hangouts - which let you communicate by instant message or through audio - and keep on top of the event's social media platforms during a lengthy train journey or between meetings.

Plan ahead for crunch times

As the date of the event draws nearer, the urgency with which elements need to be organised might intensify, so make sure you've planned in advance for these crunch periods. It's vital to always know what stage the planning is at and how feasibly tasks can be completed.

Look ahead and work out any areas that may suffer during a crunch period. It makes sense to line up additional staff or have a firm plan in place four outsourcing should you need it during especially busy times.

Automate emails

Responding to emails can be a time-consuming process so think about setting up an automatic response to emails that will provide information about your event and give you a bit of extra time to get in touch personally if the initial email warrants extra attention.

An event registration system can be an all-in-one solution for many administrative tasks, receiving attendee information, taking payments and generating emails to confirm receipt of delegates attendance immediately after they've signed up for the event.

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