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Step-by-Step Guide on How To Use Event Management Software

Technology has always been the cornerstone of progression, revolutionizing how we live, work, and interact. The digital revolution has impacted every industry, from healthcare and finances to manufacturing and entertainment. And one of the sectors that has significantly benefited from this tech transformation is event management.

The Technological Evolution in Event Management

In earlier days, organizing an event meant juggling multiple manual processes, from online registration and ticketing to promotion and feedback collection. However, as technology expanded through various sectors, event planning began to see an integration of digital solutions, making processes more efficient, streamlined, and impactful.

This fusion of technology into the event industry highlights the critical importance for modern marketers and retailers to comprehend and harness the potential of event management software. It’s not just about transitioning from manual to digital but optimizing every phase of event management, from conceptualization to post-event analysis.

The Rising Trend of Event Management Software

According to Emergen Research, the worldwide market for event management software was valued at $7.43 Billion in 2022—the forecast for 2032 projects this value to increase to $24.45 Billion.

The adoption of event software by worldwide companies and brands has been on a steady rise over the past decade. This upward trajectory can be attributed to several factors, from the global push towards digitalization to the real-time benefits reaped by early adopters.

Event management software offers many advantages, such as real-time data analytics, effective resource allocation, enhanced attendee experience, and improved return on investment. Hence, it doesn’t surprise that an increasing number of large corporations, especially in the retail sector, have made it an integral component of their operational framework.

The Covid-19 Catalyst

The recent pandemic acted as an unexpected accelerant in digital transformation. As companies worldwide grappled with lockdowns and social distancing norms, there was an unprecedented urgency to adapt and innovate. In what can be termed a ‘digital leap,’ companies underwent a transformation that might have otherwise spanned a decade, all within a year or so.

This rapid transformation directly resulted from the aggressive integration of digital platforms into various business functions. For the event industry, this meant a swift pivot to virtual events, webinars, and online conferences. Large retail companies, which traditionally relied heavily on physical interactions for their events, saw the potential and versatility of event platforms. As a result, they began fast-tracking the integration of these platforms into their marketing and event tech stack, bridging the physical-virtual divide.

What Is Event Management? 

Event management is an organized approach to creating and managing various events, such as consumer workshops, conferences, pop-up shops, product launches, and more. It involves a strategic approach to creating memorable experiences for attendees while achieving the event’s objectives. This process employs digital tools to streamline the entire event lifecycle, from idea to execution.

Key Components of Event Management

Multiple key components stay at the core of event management, providing a roadmap for the entire process. Here are some of them: 

  • Planning and Development: Setting clear goals, defining objectives, and tailoring events to its target audience. This stage involves meticulously creating the event agenda, timelines, and comprehensive planning workflows. 
  • Marketing and Promotion: A focus on outreach, involving strategies to attract the target audience, the development of promotional assets, and the management of an event’s digital footprint, notably its website.
  • Event technology: From registration QR codes, to event mobile apps and to virtual relation headsets, technology has become a key element of the event experience.
  • Logistics and Operations: The nitty-gritty of event management, dealing with attendee categorization, online registration, badge generation, and ensuring a smooth check-in process.
  • Attendee Experience Design: This component involves crafting tailored, immersive experiences for attendees before and during the event.
  • Stakeholder Engagement: Collaborating with influencers and key opinion leaders (KOLs) is crucial to broaden the event’s reach and impact.
  • Financial Management: Oversight of the event’s budget, from expense tracking to revenue generation through various channels such as ticket sales and merchandise.
  • Evaluation and Follow-up: A post-event phase, gathering attendee feedback, measuring success metrics, and documenting learnings for future endeavors.

What is Event Management Software?

Event management software has transformed how events are planned, organized, and executed. Gone are the days of relying on manual spreadsheets and disjointed systems to manage every aspect of an event. 

Today, event management software has emerged as a comprehensive digital solution that streamlines the entire event lifecycle, offering a range of specialized features to meet the diverse needs of event organizers.

In its simplest form, event management software is a tool designed to assist event organizers in planning, executing, and evaluating events more efficiently. It aims to create an easier, better, and more engaging experience for attendees while providing detailed, insightful, and valuable data to organizers and stakeholders. 

This evolution in event management software has been fuelled by technological advancements and the industry’s changing landscape.

One notable factor influencing this evolution is the rapid rise of virtual event technologies, which the COVID-19 pandemic has further accelerated. While in-person events remain the preferred format, the pandemic has necessitated the adoption of virtual alternatives. As a result, most event management software now includes virtual event features, providing clients with more options and greater flexibility.

Types of Event Management Software

When it comes to event management software, there are various types available on the market. Specialized tools cater to specific event aspects such as ticketing, promotion, and venue management. These tools offer targeted functionalities, allowing organizers to focus on specific areas of their event management needs. 

The primary advantage of specialized tools is their targeted functionality. They offer features honed for a specific task, ensuring that a particular aspect of the event is managed with utmost precision.

On the other hand, all-in-one solutions provide a comprehensive suite of features, enabling organizers to manage multiple aspects of their event within a single platform. They combine multiple functionalities, eliminating the need to juggle between different platforms. Opting for an all-in-one solution is beneficial for organizers who prefer a centralized platform that can address many of their event needs without the hassle of integrating multiple tools.

API services offer a more customizable approach, allowing event organizers to integrate event management functionalities with existing systems. Leveraging Eventtia’s API services is ideal for those who desire a customized and integrated approach, seamlessly merging their event management needs with their existing tech ecosystem.

Benefits of Event Management Software

Regardless of its type, the use of event management software includes multiple benefits such as: 

Centralized Planning

One key advantage of event management software is its ability to centralize and simplify multiple event-related tasks. By bringing various event management processes under one roof, event management software eliminates the need for manual data entry and reduces the risk of errors. This centralized approach enables organizers to efficiently manage ticketing, registration, scheduling, communications, and other essential elements seamlessly.

Process Automation

Event management software automates many of these steps, ensuring that activities from attendee registrations to email notifications are handled without manual intervention.

By minimizing these manual processes, the software reduces the potential for errors and frees up the organizer’s time for other crucial activities, like strategy formulation and stakeholder engagement.

Time and Cost Efficiency

By streamlining administrative tasks, event management software reduces overheads and enables event professionals to allocate resources more efficiently. This efficiency is not just in terms of money but also the valuable time that can be better spent on strategic and creative endeavors.

Enhanced Attendee Experience

In addition to streamlining operations, event management software provides attendees with a better multi-channel experience. With features like online ticketing, event websites, and personalized communication, attendees can easily access event information and engage with organizers from any device or platform. 

This enhanced accessibility and convenience contribute to a more positive and engaging event experience for attendees, increasing satisfaction and higher attendance rates.

Higher Engagement

Modern events are not just about presentations and networking but about creating engaging experiences. Event management software often incorporates tools that elevate attendee participation. Features like live polling, quizzes, and interactive Q&A sessions can make sessions more dynamic and memorable, ensuring participants remain engaged and invested.

Improved KPI Measurement

Assessing the success of an event is vital for continuous improvement.  Through comprehensive analytics and reporting features, event management software provides invaluable insights into attendee preferences, behavior, and satisfaction levels. This data empowers organizers to make data-driven decisions, improve future event planning, and optimize event strategies to meet the evolving needs of their target audience.

Scalability

Whether a niche workshop or an expansive international conference, event management software is equipped to handle events of varying scales. Its inherent adaptability ensures that the management quality remains consistent and efficient as the event grows in size or complexity.

Flexibility and Adaptability

Events are dynamic, with many moving parts and unpredictable challenges. Event management software allows organizers to adapt swiftly, whether it’s a sudden change in venue, an unexpected surge in registrations, or last-minute content changes. Such adaptability ensures that organizers can tackle unforeseen challenges head-on with minimal disruptions.

Secure Data Handling

Event management software prioritizes robust security measures, ensuring that all collected data, from attendee personal details to payment information, is encrypted and stored securely. This commitment to data security protects attendees and reinforces the event organizers’ credibility and trustworthiness.

Unlimited Creativity

The digital transformation of event management has opened doors to unparalleled creative possibilities. Organizers can try solutions such as 3D virtual reality, gamified interactions, holographic guest speakers, and personalized attendee experiences powered by artificial intelligence. Such innovations elevate the event’s appeal and create unforgettable experiences for attendees.

Whether in-person gathering or a virtual experience, event management software is crucial in event planning and execution, offering a comprehensive solution tailored to a company’s unique needs and requirements. 

Step-by-Step Guide on How to Use Event Management Software

While the multiple event management software features and capabilities can seem overwhelming, this step-by-step guide will help you simplify its use, ensuring you leverage the platform to its fullest potential.

Step 1. Select the Best Event Management Software

Understand your event’s unique characteristics 

To find the best event management software fit, start by cataloging your specific needs and requirements. Whether launching a new product or producing a massive international conference, identifying your demands early on will guide your software selection journey. Consider ticketing scales, audience interaction, marketing tools, and data analysis capacities you might need.

Conduct comprehensive research and comparison

You’ll need to scrutinize each software option meticulously. Dive deep into their features—does one offer superior attendee engagement tools while another excels in logistical management?

Compare pricing structures to ensure they align with your budgetary constraints. Check user reviews to get a sense of real-world software performance. If available, go through case studies—they provide valuable insights into the software’s capabilities in practical scenarios.

Test the attendee experience and the event organizer experience

It’s one thing to read about software features and another to experience them firsthand. Opting for a software demo allows you to navigate its interface, experiment with its features, and gauge user-friendliness. 

This hands-on demo will give you a tangible sense of whether the platform aligns with your event’s requirements and your team’s capabilities.

Take into account integrations, customizations and branding 

Modern event management platforms should easily integrate with other essential tools and services. Depending on your needs, consider platforms that can connect with CRM systems and marketing automation tools. 

Moreover, every event is unique, and your software should be able to adapt accordingly. Choose platforms that allow you to tailor the experience for both attendees and organizers. This aspect includes custom registration forms, personalized communication templates, and more. 

Finally, your event management software should act as an extension of your brand. Look for platforms that let you incorporate your brand elements, such as logos, color schemes, and other assets. 

Verify data security and compliance

Ensure that your chosen software aligns with security and data compliance standards. This includes adherence to global data regulations such as the General Data Protection Regulation (GDPR) or the California Consumer Privacy Act (CCPA). Such compliance shields you from potential legal issues and enhances attendee trust in your events.

Pricing 

Discuss pricing, ensuring it aligns with your budget and offers value for the features provided. 

Scrutinize the software’s legal and technical stipulations, understanding terms of service, data usage policies, and any other contractual nuances. Once aligned, finalize contracts and process the necessary payments.

Step 2. Implement Your Event Management Software 

Integrate with core systems

To ensure a unified workflow, your event management solution should seamlessly interact with the core systems you already use. This includes Customer Relationship Management tools (CRM), Single Sign-On systems (SSO) for easy access, and white-labeling capabilities to ensure all interfaces align with your brand’s visual identity.

Your event will likely involve multiple stakeholders—from your organization, partnering agencies, or third-party collaborators. Set up dedicated accounts for these entities, ensuring they have the access and controls they need to perform their roles efficiently.

Ensure team-scale training 

Transitioning to a new software can come with a learning curve. Fortunately, most event management software  providers offer comprehensive training resources. These can range from tutorials, webinars, and written guides to hands-on sessions with customer success teams. Utilize these resources to ensure your team understands and can use the software’s various features effectively.

Develop templates for maximum efficiency and productivity

Recurring events or tasks can benefit from pre-designed templates. By establishing templates for common tasks, you can streamline the setup process for similar events in the future, ensuring consistency and saving precious time.

Step 3. Set Up Your Event

Choose the right event format

The format of your event plays a crucial role in its success and overall attendee experience. You’ll need to determine if your event will be a traditional in-person gathering, an entirely virtual experience, or a hybrid combination. Your choice will largely hinge on various factors: 

  1. The nature of your audience: Where are they located? Are they tech-savvy enough for a virtual format?
  2. Current global or local circumstances: Are there any travel restrictions, health concerns, or logistical barriers?
  3. Event objectives: Is networking a primary goal, which might be best in-person, or is content delivery the focus, which can be effectively done virtually?

Define your event goals and key metrics

Every event should have a clear purpose. Whether it’s brand promotion, product launch, stakeholder engagement, or education, clearly defining your goals at the onset will guide your planning process. 

Once you have a clear vision, outline the Key Performance Indicators you’ll use to gauge the event’s success. This could include attendee numbers, engagement metrics, lead generation statistics, or feedback scores. Establishing these metrics ensures you can track your event’s performance against your objectives.

Enter essential event details

The basic details of your event lay the foundation for all other planning aspects. Make sure to:

  1. Determine the date: Consider potential conflicts with other industry events or public holidays.
  2. Provide a concise yet informative description: This will give potential attendees a clear idea of what to expect and can be a crucial factor in their decision to attend.
  3. Incline relevant information: Ticket pricing, keynote speakers, or event sponsors are clearly outlined and accessible.

Brand your event

Your event is an extension of your brand, so its visual and thematic elements should resonate with your brand’s identity. Consider the following:

  • Logo Placement: Your logo should be prominently displayed across all event materials, digital interfaces, banners, or attendee badges.
  • Color Schemes: Use your brand’s color palette for all event visuals, creating a cohesive and instantly recognizable aesthetic.
  • Thematic Consistency: If your brand has specific themes or messages, weave them into the event’s content, website, and promotional materials. 

Step 4. Manage Online Registration

Segment your attendees

Segmenting your audience is essential for a tailored event experience. Define various attendee types, such as VIPs, general attendees, industry influencers, or speakers. Each category might have different registration perks, access levels, or pricing. For instance, VIP attendees could get early access to specific sessions or exclusive networking opportunities.

Design the registration form

The registration form is often the first interaction potential attendees will have with your event. Design a simple yet comprehensive form, ensuring you collect all necessary data without making the process tedious. Customizable fields can help capture specific information, like dietary preferences or session interests.

Set up ticketing tiers

Deciding on ticketing involves multiple layers:

  • Ticket Categories: Early bird, standard, VIP, student, etc.
  • Pricing: Depending on the value provided, duration, or attendee type.
  • Availability: Set timeframes for early bird rates or last-minute sales.

Integrate online payments 

Seamlessly integrate trusted payment gateways to facilitate and secure ticket transactions. Whether credit card payments or online banking, ensure diverse payment options are available to cater to your audience’s preferences.

Create transactional emails

Automate emails for different registration actions. Immediate confirmations build trust, while reminder emails leading to the event ensure higher attendance. Notifications about event updates or key highlights can keep attendees engaged and informed.

Generate badges and QR codes

Generate easily scannable badges and QR codes. These are essential for efficient check-ins and event-day interactions, attendee tracking, and accessing exclusive event areas.

Run tests

Before launching your registration process, always conduct rigorous tests. This ensures that all integrated systems, from form submissions to payment processing, function smoothly. 

Don’t hesitate to ask for help and support from your event management software provider. The best provider for your company will always be the one with the ability to provide quick and thoughtful support.

Open registration and payments

After ensuring everything is in place and functioning seamlessly, officially open your online registration. Announce the opening through all your promotional channels, including social media, email campaigns, and your event website, to drive maximum registrations.

Step 5. Promote Your Event

Integrate marketing tools

Take advantage of the software’s built-in promotional tools. This could range from email marketing suites to CRMs. These tools provide a holistic approach to event promotion.

Monitor registration data and KPIs 

Keep a pulse on registration trends. Real-time analytics can offer insights into which promotional strategies are effective and where adjustments might be needed.

Step 6. Manage the Event’s Logistics

Create the event schedule

Every session, break, keynote, and panel discussion should have a designated slot. Detailing the event’s itinerary ensures attendees can plan their day and reduces logistical chaos.

Design the check-in process

First impressions count. Streamline check-ins to avoid long queues or technical glitches, ensuring attendees start their experience positively.

Step 7. Design Attendee Experience

Ensure attendee engagement 

Beyond passive listening, events thrive when attendees are actively engaged. Integrate features like live polls, interactive Q&A sessions, or breakout rooms for workshops or subgroup discussions.

Provide networking opportunities 

Use software capabilities to encourage in-person or virtual engagement. Virtual lobbies, chat rooms, or B2B matchmaking can foster valuable interactions among attendees.

Step 8. Monitor Real-time Data

Access insights via dashboard 

Modern event platforms come with intuitive dashboards that provide real-time data on various metrics, from ticket sales and attendee engagement to feedback scores.

Track event revenue

Especially for events with multiple revenue streams, monitoring ticket sales or merchandise purchases ensures the event’s financial success.

Step 9. Run Post Event Activities

Express gratitude

Sending automated thank-you emails adds a personal touch, showing attendees their presence is valued.

Collect feedback 

Use post-event surveys to gather candid feedback, understanding what went well and where improvements are needed.

Step 10. Iterate and Improve

Learn from past events

Analyze data, feedback, and personal observations from one event to refine strategies for future ones. No two events are the same, and each offers distinct learning opportunities.

Keep up with software updates

As event management technology evolves, so should your software setup. Regularly updating and tweaking settings ensures your system remains aligned with industry trends and attendee preferences.

Effectively leveraging event management software can transform the planning and execution of events, ensuring a seamless experience for both organizers and attendees. With the right approach, this tool becomes an invaluable asset in the world of event organization.

Key Takeaways 

  • Technological progression has significantly transformed industries, with event planning moving from manual to digital through Event Management Software.
  • The pandemic accelerated digital adoption, prompting a swift pivot to virtual events and extensive integration of digital platforms in businesses.
  • Event management involves planning, promotion, logistics, attendee experience, stakeholder engagement, financial oversight, and post-event evaluation.
  • Transitioning from manual methods, today’s event platforms offer comprehensive solutions for the entire event life cycle fueled by technological advancements and industry changes.
  • Ranging from specialized tools focusing on specific event aspects to all-in-one solutions, with API services enabling integration with existing systems.
  • Event management software benefits include centralized planning, efficient automation, enhanced attendee experience, scalability, secure data management, and increased engagement.
  • Using event platforms involves a step-by-step process from selecting the best software, integrating it, and setting up the event to post-event analysis and iterative improvements.
  • The effective use of event management solutions is crucial for the success of modern events, requiring a structured approach to maximize its potential and continuously refine strategies.


Need help choosing the best event management? Our experts are here to guide you. Contact us today to explore how Eventtia can level up your attendees’ experience and upgrade your events team’s capabilities.

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