11 time-saving features that should not be missing in your event software

Save time. Which event organizer wouldn't want that? As an organizer, you prefer to focus on the content and not with ad-hoc things that consume your day. Using event tech can help you use your time smarter and more efficiently. So gives event management software you have the opportunity to organize all the practical issues surrounding your event. In this blog, we share essential features in event software that help you save even more time and take your event organization to the next level.

_{1. All information centrally in one content hub}

Without content, no event. Your event is about content. You want to manage that content as well as possible behind the scenes and keep it up to date. There is a good chance that there will be changes in content prior to your event: session times that are changing, an additional speaker, new exhibitors, a changed logo, or a room that changes. By working with a content hub in your event software, you have all the uploaded information at hand at once. All your publications are extracted from here: from your website and registration tool, to the mobile event app and other channels. So you can immediately change the information on all your channels with one change. This prevents duplication of work and saves a lot of time in managing and publishing your event content.

_{2. Duplicate templates and themes from a library}

Walk into a library and you'll experience overview, regularity and organization. Online libraries also give you the same effect and offer time savings and efficiency. So make use of this! How nice would it be if you were working with saved email templates, themes for event websites, images, and other elements such as invoice formatting? That makes the life of an event organizer a lot easier. Especially if you organize multiple recurring events, this is an indispensable feature. This way, you ensure consistency in communication and save a lot of time by reusing elements.

_{3. Faster and more uploads in one go}

We often see that event information is managed in an Excel file. Think of applications, sessions and sponsors. Uploading this data manually? That is no longer necessary when using the right technology. Event tech has been specially developed to support event organizers with repetitive, manual actions that take a lot of time. That's why you should choose an event software that allows you to use a CSV uploader. This way, you can load new data quickly and, above all, handy: you update existing data without the risk of error that occurs when exporting and importing over and over again.

Do you work with Google Sheets? Then you can automate even more. For example, every new row that is saved in the document, can also be automatically uploaded to the event software. To do this, use integration tools such as Zapier.  

_{4. Automatic email flow for your event}

As an organizer, you have thoughtful communications around your event and you know what messages are needed to encourage action. The various target groups, such as visitors and exhibitors, only receive the information that is relevant to them. An advanced email planner has been integrated into many event platforms. This allows you to set up very specific email series based on participant characteristics. For example, based on registration status, whether someone was present or absent, or when a specific session was chosen. You can prepare all communication in advance and send it automatically. Finally, a bonus: you can reuse the email flows at the next event!

_{5. Automatically schedule sessions based on availability}

Putting together a good program can take a lot of time. If you work with multiple sessions and time slots, you have to deal with the availability of speakers, spaces and topics. In other words: the logistical layout of your program. Make it as easy as possible for yourself by working with smart session planning. With this functionality, you get advice on when and where to best schedule the session based on speaker availability, set location rules, and time slots. You set the rules yourself, then let the event software do the research. This way, you make the event program more relevant and you have more control over logistics and content.

_{6. Communicate relevant with targeted emails and notifications}

There is nothing more impersonal than an out-of-thin message with no added value. Especially at an event, where each participant follows their own path, as it were, relevant and personal communication is very important. By means of personal emails, text messages or notifications in event apps, you can provide visitors with up-to-date information. Will the time of a session change or will a great speaker be added at the last minute? Or are there unexpected traffic changes or is the car park full? Then you want to share this information immediately. With event software, you can easily send a personal message to specific groups and keep them informed about the latest developments.

_{7. Connect and link data}

Events and data go hand in hand. You want to make sure that the data in all your systems is up to date. Consider, for example, the session choices or the registration status per event. You want to be able to see it directly in a CRM system such as Hubspot or Salesforce. Good event software offers various native integrations with these systems. But even if there is no native integration, you can connect more than you think. By using a webhook or HTTP push, you can let systems talk to each other. Does a new participant sign up online? Use the information provided to directly create an account in the event app. Or, the next time that participant visits your website or app, show only the sessions they've signed up for.

The technology sounds difficult, but the possibilities are endless. By working with integrations and links, you always have up-to-date information and offer a smoother user experience.

_{8. Let speakers and exhibitors manage their profiles themselves}

As an event organizer, you want to work with current, online profiles of speakers and exhibitors. Requesting this information takes a long time and the content changes frequently. You may recognize it: you keep all the information in an Excel file, but not all speakers have responded yet. You have to go after it again. With the use of event software, it is possible to direct the speakers and exhibitors. They receive a personal link to create their own profile. All relevant information is immediately visible and is easily added or changed by them. And as you read above: by connecting systems, the updated information is immediately visible everywhere. From event app to website.

_{9. Real-time customized reports}

View current data about your event anytime, anywhere? This provides insight, transparency and adjustment. That's why you should create real-time reports for more insight into your event. You can then also share this with all parties involved to keep them up to date on the status. Speakers see who has registered for their session, the catering has insight into the number of visitors and immediately filters which food allergies there are. But sponsors also know immediately who booked a demo and whether they used their personal link. As an organizer, you always know how many visitors are in the room and you have the option to make adjustments. Valuable data is at your fingertips and you can center all the information in a dashboard. In your event software, you often have standard reports available for quick access, but you can also easily create a customized report.

_{10. Make it possible to pay afterwards}

Which payment methods you offer has a major impact on how many tickets you sell. The easier it is to pay, the more likely it is that visitors will go through the entire process. For example, in the Netherlands, it is not yet very common to enter your credit card details at paid events. Especially not when making a business payment. The option to pay afterwards by invoice is often preferred. But managing all these payment flows can be a red tape. That's why you should use an online checking account, such as Mollie or Stripe. You can easily connect this to your event software and all payments around your event are centrally managed. This way, you can also arrange debtor management including payment reminders via your event software, handy!

_{11. Fast check-in with live badge printing}

Pre-printing event badges and organizing them manually takes a lot of time and is prone to errors. The scenario of looking for badges, queues and writing blank name cards has changed in recent years to a more efficient form of badge printing. Live badge printing saves time and you need fewer desk staff. Visitors check in at the location and print their badges themselves via an iPad kiosk. They can be manned or unmanned and offer an effortless visitor experience. For example, you can choose to let a host help you stick the badge and hang it on a lanyard.

Instead of manually processing all show and no-show afterwards, you now have all the information directly in the system. So save time both beforehand and afterwards. The type of event and the number of visitors determines what you need for an efficient badge printing system.

Event tech applications offer countless options for achieving your goals, an optimal visitor experience and a smarter, sustainable organization of events. As an event tech agency, Lively specializes in bringing technology together to take your event to the next level. Have a chat or are you curious about the possibilities? Then take contact join us and be inspired by the possibilities!

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