Event Management Software Tools to Manage and Plan Events

Jul 14 2020 Published by under Uncategorized

A recent survey conducted by a leading provider of event management software asked UK based event managers what was their preferred tool for managing and planning their events. The most common tool by far was event management software with 67% of the votes. Coming second and third were spreadsheets and ‘other’ respectively.

Spreadsheets are a tried and tested way of managing events – they can track budgets, monitor resources and can be an effective way of creating and managing lists. The main benefit of spreadsheets as an event management tool is the low cost associated with them. The majority of event managers have access to spreadsheets and they are a widely accepted document format.

However, there are a high number of drawbacks if event managers decide to use spreadsheets as their main event management tool. Common issues include:

Poor efficiency: Using spreadsheets is not a very efficient method of managing all the aspects of an event. It is likely that event managers will be using many different spreadsheets, all with dozens of tabs, holding a huge amount of data. Managing all this data within spreadsheets can be confusing to an outsider, and time consuming for all users.

Lost data: Spreadsheets are only as safe as the server/system they sit on. If they are kept on a computer hard drive, there is a risk that all the data will be lost if anything happens to that computer or laptop. Spreadsheets are also prone to freezing/stalling and unless the event manager is accustomed to saving on a regular basis, there is a high risk that data and work will be lost.

Trouble keeping data up to date: Many events have multiple event managers, all using the same spreadsheets to organise and plan various areas. Problems arise when managers update spreadsheets without informing the other event mangers that the spreadsheet has changed. If event managers take a copy of the master spreadsheet and work on that, the master soon becomes out of date. There are also issues when more than one event manger needs to access the spreadsheet at the same time. Only one editable copy can be opened, causing the others to be ‘read only’ – removing the ability to make updates.

Hard to create reports to measure success: A key part of event management is the ability to analyse event success. It is vital to have the ability to understand what makes a particular event successful and what needs to be measured in order to analyse event performance. Using spreadsheets makes this a difficult task. Although creating graphs and charts can be easy on spreadsheets, the amalgamation and sorting of the data can be an extremely complicated and time consuming task. It is quite often the case that when using spreadsheets, the activity of measuring event performance is forgotten or dismissed.

Lack of management information: Similarly to the difficulty in creating reports to analyse performance, there is also a lack of management information overall. For companies organising many events a year it’s important to be able to have a clear picture of these events as a whole; understanding delegate numbers, budgets and other KPI’s across all events can help shape event strategy in the future.

These issues create too many problems for organisations with many events to plan. For this reason, numerous event managers are now turning towards professional event management software to help manage their events. These software solutions have been designed specifically for the event management industry and contain a range of comprehensive, yet easy-to-use features. Common features include:

· Website Integration: Seemless integration with your website gives delegates a smoother, safer journey and ensures you stay within your corporate brand guidelines

· Online Registration: Creating fully customisable online booking forms on your own website, capturing the most relevant information from your delegates

· Online Payment Processing: Allow your delegates to pay online in a safe, secure environment

· Invitation Management: Make sure you are targeting the right prospect delegates with an integrated invitation management tool

· Email Marketing: Powerful, integrated and fully functional email marketing tool to send highly targeted email campaigns to delegates and prospects

· Badge Production: Save time by producing personalised badges quickly and effectively

· Resource Management: Simply manage all your resources though a comprehensive calendar

· Integrated Reporting and Analysis: Ensure you can determine the true ROI of your events though a powerful reporting and analysis suite – quickly and simply drill down to the event data in a matter of seconds

· Event Survey: Create integrated, customisable and automated surveys for effective feedback management.

Event management software tools also have the benefit of multiple deployment methods. Many companies choose options such as Software as a Service (SaaS) or hosting to keep costs and internal IT involvement down. Alternatively companies can still purchase the systems outright, but still gain the benefits on long term, ongoing support.

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Website Design – Hardware and Software Tools You May Need

Jul 13 2020 Published by under Uncategorized

Before you get started with your new website or editing your current site, you need to consider which hardware and software tools you may need to support your efforts.

When it comes to hardware needed this can be very simple or reasonably complex depending on your particular needs. Of course, if you plan to create a new website (or even view your new website later) you need a computer. Simple enough, right? Not necessarily. We prefer to work with Apple Macintosh (OSX Leopard on MacBook Pro) as we do a lot of intensive graphics work and have previously invested in Adobe Creative Suite software (Photoshop, InDesign, Flash, Dreamweaver, etc.). It is just as easy to create your new website using your Windows PC but we would suggest you stay away from using Windows Vista (any version) and migrate to Windows 7 or stick with Windows XP. These operating systems are just much more stable and reliable.

Another consideration for hardware should be some sort of backup hard drive or removable USB memory stick(s). It is important that you back up all of your website data to a removable drive in the event your computer crashes, is broken or is stolen. When you create website files, most of your data will be stored on the website hosting servers but, in many cases, you will have many other “builder files” that usually never make it to the hosting servers. If you lose this data you will be forced to start from scratch in many cases. Another piece of hardware that many forget about is a HD Video Camcorder. If you plan to include video on your site, you should be investing in something half decent; you can normally pick up a good video camera that also captures “still photos” for under $500.00.

When it comes to software needed, this can be somewhat more complicated, again depending on what your website design goals are. At the very least, you will need some sort of text editing software, FTP (file transfer software), graphics creation software and then a variety of other tools as you progress.

Here are some of the most common subjects you should consider when planning the design of your website product.

COMPUTER

Do you currently have a computer that can process large files (i.e. – video files) quickly and efficiently?

WEBSITE SERVER

Are you planning to host your own website portal? If so, do you know what type of hardware and server software you will need?

BACKUP HARD DRIVE or USB STICK

Do you currently have some sort of backup hard drive equipment or plan?

VIDEO CAMERA

Will you be creating custom videos for your website and, if so, do you have a HD video camera ready to go?

MOBILE WEB DEVICES

Are you planning to make your website “mobile web friendly”? If so, do you have an iPhone and an iPad? Android phone? Blackberry device? These will be needed for testing purposes!

WEBSITE CREATION SOFTWARE

Do you have any website creation software (i.e. – Adobe Dreamweaver or Microsoft Front Page) installed, licensed and ready to use?

GRAPHICS EDITING SOFTWARE

Are you planning to create your own website graphics or edit pictures? Do you have the necessary software (i.e. – Adobe Photoshop or Photo Studio)?

DATABASES

Are you planning on creating a database for your website and, if so, do you know which software to use for this purpose?

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