Events are an influential component of the culture of any organization. Whether it’s a corporate gathering, a student-led club meeting, or a large seminar, these events help foster a vibrant and engaged community. However, organizing and managing these events can prove to be overwhelming. Fortunately, modern software solutions like an event management system provide a streamlined solution to ensure that events run smoothly and efficiently.
In this article, we will explore what an Event Management System is, why your organization needs it, and key features to look for when considering an EMS solution.
What is an Event Management System?
An event management system also referred to as event management software or an event management platform, is a digital tool that simplifies and streamlines the planning, organization, and execution of events. It offers a centralized platform where users can register for and schedule campus events, allocate resources, communicate with stakeholders, engage with attendees, and track event-related data.
The system provides a comprehensive view of all workplace and campus activities, making it easier to manage, monitor, and enhance the event planning process. Moreover, event planners can leverage event data to measure performance and improve future events.
Why Do You Need Event Management Software?
Event management software provides event planners with a flexible, scalable, and fully integrated solution to streamline the event management process. More specifically it helps to:
- Optimize Scheduling Processes. With a multitude of events taking place on campus at any given time, scheduling can quickly become a logistical nightmare. Event management software helps planners keep track of everything and ensure that rooms, equipment, and resources are allocated efficiently.
- Improve Collaboration. Collaboration between departments and organizations is crucial to ensure a successful event. The solution facilitates communication and coordination, breaking down silos and promoting teamwork.
- Increase Attendee Engagement. Event management software allows organizers to collect and analyze data that can be used to personalize the event experience, such as tailoring content recommendations or networking opportunities. This helps to increase engagement and improve the attendee experience before, during, and after the event.
- Customize Events. An EMS makes it easy to customize and brand events. For example, choosing color schemes, logo placements, and designing the event website.
- Track and Reduce Costs. Without event management software, events can quickly become expensive. It is difficult to keep track of expenses and revenue. With an EMS, however, organizers can easily track spending and compare it against their event budget.
- Automate Time Consuming Tasks. There are many time-consuming and repetitive tasks involved in the event planning process. For instance, managing data entry, keeping track of registrations, and sending reminders. An EMS automates these tasks, helping to free up time and allowing organizers to focus on higher-value tasks such as creating a memorable experience for attendees.
- Make Data-Driven Decisions. Data is a powerful tool for assessing event success and improving future planning. Event management software collects and analyzes data to help make informed decisions and enhancements.
What Features Should an Event Management Platform Have?
When considering an event management platform for your organization, make sure that it offers the following features:
- Visitors’ Management Module. The ability to manage all event tasks, attendee communications, and personalization to provide a memorable experience.
- Hoteling for a Safer Experience. Space hoteling is an agile practice that allows students and guests to find and book workspaces, study rooms, classrooms, and more.
- Kiosks. Set up an interactive kiosk space in any lobby, reception area, or entryway, displaying all current room and workspace information and makes it easy to reserve a room.
- Customizable Processes and Scheduling. Customization allows event organizers to tailor the event management system to meet their specific needs. Event planners can easily create workflows, schedules, and registration processes that are specific to their event.
- Notifications and Alerts. A simple interface that allows organizers to send real-time updates, notifications, and announcements. Allows users to make changes without having to cancel and redo an entire reservation in the event management system.
- Centralized Repository for Resources and Documentation. A centralized repository makes it easy for attendees to access relevant services and documentation for any event booking. They can also add comments to improve collaboration.
- Collaboration Hub. A centralized platform to facilitate communication among event organizers, attendees, and vendors.
- Mobile On-the-Go Access. We live in an increasingly mobile world. A comprehensive Event Management System needs a mobile app that allows planners and students to access it from anywhere, at any time.
- Hardware and Software Integration. Integration with hardware and software systems, such as AV equipment, registration systems, or CRM platforms, helps streamline event operations. It ensures that data flows seamlessly between systems, reducing manual tasks and enhancing efficiency.
- Data Security and Management. Data security and management features safeguard attendee data, ensuring that sensitive data is stored, transmitted, and processed securely. This helps instill trust and confidence in both attendees and organizers.
- Custom Reporting and Dashboards. Customized reporting and dashboards provide event organizers with insights into attendee behavior, preferences, and event performance. This data-driven approach allows for informed decision-making and event optimization.
- Pricing & Invoicing. The ability to invoice and track receivables and expenses to ensure that you maximize your event’s ROI.
Transform Your Events with Accruent’s EMS Software
Event management software is a game-changer, ensuring that your events run seamlessly and efficiently. With features like real-time scheduling, resource management, and comprehensive analytics, an event management system solution can simplify event management, allowing you to focus on creating memorable, engaging, and safe experiences.
Accruent's EMS Conference and Event Management Software is a leading solution in the world of event management. The robust event management platform offers powerful features that are tailor-made for the unique needs of organizations. Users can conveniently access every aspect of event planning, management, and reporting, providing complete control throughout every step of the process.
Get started with Accruent’s top-rated EMS event management software today. Contact us to learn more and see a demo.
