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Event Technologies for Planners For each technology available to event planners
for planning events, and presenters and attendees for making them audio/visual successes, there
are dozens of manufacturers and suppliers. Many technologies are available only online,
others require the download of software and hardware installation. With a bit of research,
you should be able to find planning technologies that fit your needs and budget, and event
technologies that will blow your budget and your guests’ minds, or give them an entirely
fulfilling experience without breaking the bank.
Because there are thousands of options available, and this video could easily be hours long,
we’re going to essentially list the function or functions, and features of one of many
prominent offerings per category. This video module is intended to give you a broad overview
of event technology and a sound understanding of what’s available within each technology
category. At the end of the day, if you can imagine it, it probably exists!
Association and Member Management: If you plan events for a membership organization,
your event planning relies of full-functioning association management software that is also
capable of managing event registration for members, assisting in their travel and accommodations
planning, and much more. An online or software package that handles membership association
events will: Offer multiple options for communication,
including email, fax, and/or mail Allow effortless collection of feedback on
events Enable easy communication between members
Keep membership rosters and information current Facilitate comprehensive planning and communication
of meetings and events Promote efficient processing of registrations
and payments Precisely time and control registrations for
each event Automate online registration
Deliver detailed reporting of registration and attendance
Store of member and guest data for future events
Process multiple types of dues and track dues status
Perform invoicing and payment processing Reduce paper and mailing costs
Maintain a secure system while allowing access to members
Attendee Management/Registration: Most companies that provide registration services sell both
software and online services that provide data security, and redundant backups; these
packages are typically scalable to the size of your planning operation and the events
you manage. The registration process takes place online and comprehensive packages offer:
Easy online access Online refund processing
Auto-population registration forms Flexible pricing options pricing based on
attendee types, availability and promo codes Instant credit card authorization and processing
Support for substitutions and complete or partial payments
Automatic registrant confirmation emails Automatic inventory control and messaging
Group sales Wait listing on sold out booking options
Online check processing Support for no-charge events
Ability to save orders and return to complete them, and alter completed orders
Allows registrants to register for multiple events at the same time
Uses custom authentication process for members and invitation-only events
Has a gift card feature Audience Polling/Interactive Response: The
old-fashioned way of obtaining audience response to your event works very well; just ask everyone
to fill out exit surveys or respond to polls at the end of each session or the event itself.
Traditionally, if you run a good event, most are happy to oblige. With the technology that’s
available now, obtaining feedback is faster and easier, and arguably more fun for the
attendees. Some systems use interactive presentations with keypads, kiosks, cell phones, internet
sites and even your television. Regardless of the type you choose, it should:
Improve attentiveness Increase knowledge retention
Poll anonymously Track individual responses
Display polling results Create an interactive and fun learning environment
Confirm audience understanding of key points Provide feedback key to future planning
Gather data for reporting and analysis Badge Making: Where once we had to hand write,
type or print out name badges from our computers, there are now all-in-one devices that take
a photograph of the badge recipient, database the attendees information and generate fully
laminated badges that can be coded by type, and bar-coded or information stripped for
security access. Badges can be generated on-site and online and include:
Color coding Bar coding
Security strips Color photographs
Printing Laminating
Attendee databasing Replacement cards
Attendee authentication Contact - Customer Relations Management or
CRM: CRM software packages like Goldmine have been around for many years; it is one of many
databases that help you manage all of your event related contacts from venues and suppliers
to presenters and attendees, coded by specialty, event or events attended and any other combination
of qualifiers. These software packages help you:
Understand your customers Increase user productivity
Provide numerous reporting and analysis functions Marketing Automation
Improve marketing effectiveness Convert leads to sales
Perform campaign analysis Sales Management
Drive more revenue Increase sales productivity
Track sales potential Leverage service center functionality
for complete customer lifecycle support Improve customer
Provide optimal customer Convention and Visitor’s Bureau Management/Destination
Marketing: When you use CVBs and DMCs to plan events, there’s a very good chance they
are using this type of software to organize information and readily and accurately respond
to your inquiries. If you manage numerous events in specific locales, it may be useful
to you to utilize this type of software yourself as it provides:
Client Satisfaction Surveys Complete Financials
Customer Relationship Management (CRM) Document Management
Economic Impact Measurement Event Registration and Housing
Lead Generation and Response Tracking Lead Management and Distribution
Marketing Campaign Tracking Meeting Management
Membership Management Online Lead Generation
Press Release and Publication Management Property Calendaring
Public Relations Room/Bed Night Tracking
Sales Opportunity Management Tour Sales & Marketing
Visitor Inquiry and Fulfillment Event and Meetings Logistics Management: Event
management software packages and online services provide vital scheduling for events. If you
manage many events or just one with many activities and sessions, this type of software can save
dozens of manpower hours by: Maintaining your database
Providing a seating and room setup design planner
Supplying a budget manager Managing venue and supplier information
Tracking multiple events Developing the sessions, audio/video, food
and beverage and handout Managing your speakers, their requests, session
assignments, hotel reservations, and travel arrangements
Developing custom online surveys and analyzing feedback per event or per session
Capturing proposed sessions from your speakers using
Sharing your program content through expedited web publishing features
Gathering, analyzing, exporting and sharing your event information
Being accessible online from anywhere 24/7 Exhibition and Tradeshow Management: These
events require the management of the venue, exhibitors needs, suppliers and attendees.
There are a number of feature rich software and online service providers that specialize
in the complexities of planning and managing trade shows, consumer shows and expos. These
systems will offer all of the following features and then some:
Secure Online Registration Secure Credit Card Payment
Double Entry Book Keeping Fully Customizable Forms
Unlimited Custom Fields Full Program Management
Electronic Invitations/RSVPs Accommodation & Travel
Track Session Attendance Personalized Itineraries
Badges, Labels, Ticketing Automated Check-in
Import / Export any Data Search & Report
100+ Built-in Reports Exhibit Space Management
Online Floor plans Online Booth Selection
Delegate Messaging System Microsoft SQL Server Based
Fundraising Events and Auctions: If your events make money for causes or serves as a vehicle
through which products are bought and sold, you may want to source a foundation management
software or fundraising software. These packages are designed to categorize types of income,
where it comes from and where it’s going. Features include:
Campaign Management Contact Management
Donor Management Gift Management
Relationship Management Gifts and Giving
Income and Expense Management Budgeting
Word Processing and Email Groupings
Reports Tickle File
Duplicate Checking, Custom Page and Export File Merge, Import and Backup
Sports, Golf and Tournament Events: Software packages geared specifically to planning and
managing sporting events and tournaments have all of the features of event management packages
we’ve already covered as well as: Entering or importing essential information
about participants Tracking details, such as handicaps
Tracking clothing sizes Running multi-day events
Assigning sponsorships and logos to teams and locales
Instantly producing signage, score cards, fliers etc.
Automatically producing start times Generating scoring
Posting scores Managing events with fewer staff and volunteers
Reporting accounting and statistical information Generating special acknowledgements and thank
you correspondence Ensuring data integrity for logistics and
attendees Offering participant registration online
Managing venue security accreditation Managing protocol arrangements
Handling VIP arrangements, including itineraries, scheduling, and activity preferences
Tracking hospitality arrangements Housing, Hotel-Facility Management and Catering:
If you work as an event manager for a hotel, conference center or other venue, you will
likely use a facility and catering management software package that allows you to plan and
manage multiple in-house events simultaneously. This software provides:
Management of single property or city-wide inventories
Room blocking and availability tracking Sub-block management
Highlighting of peak nights, minimum stays, or rate differences
Tracking of multiple bookings per guest Variable room rates within the same reservation
Cumulative history of original inventory, adjustments, bookings and current availability
Multiple arrival and departure dates for the same rooms
Fixed or variable cancellation mechanisms Graphical reporting
Confirmation statements that integrate registration, hotel and accounting transactions
Detailed price point breakdown of room rates Check-box tracking of special requests
Credit card verification and charging Email confirmations
Cross-referenced roommate reports Registration and membership integration
Incentive Meetings: If you plan events that incentivize participation, you may want to
use a software package that allows participants to register online and choose and fulfill
incentives while doing so. These packages provide such services as:
Branded, Online Member Rewards Website Login from Member Portal
Delivery of Instant Rewards at point of completion Customizable Group Segmentation
Mobile Communication Capabilities Participant Tracking
Dashboard, Reporting and Analytics Online Redemption Center – merchandise,
travel, gift cards, charities and much more! U.S. and International Localization
Mobile Technologies: RFID and Digital Signage: There are a number of technologies in this
category. They include: Intelligent Radio Frequency Identification
(RFID) with features such as: Electronic Event Guide and Personal Scheduler
Social Media and Attendee Networking with Twitter and Event Mail
Session Surveys and Conference Evaluations Floor Maps and Exhibitor Information
Tracking of attendance and duration in each place or at each product
Analysis of attendee interests and preferences Continuing Education Units (CEU) tracking
Tracking of expo and trade show booth visits and duration by product
Analysis of product interest by attendee type Reporting of leads and visitors in real time
Notification when a key prospect enters the booth
Analysis of the most valuable events Creation of customizable lead qualification
surveys Digital signage which allows for:
Always-relevant, up-to-date event info Reinforcement of key messaging with dynamic
multimedia content Creation of a lasting brand impression by
leveraging unique branding opportunities Increasing sponsorship opportunities by letting
exhibitors purchase space on show signage Registration and Ticket Sales: Registration
interfaces are integrated into most event planning software packages, but they are also
available as online services and enable: Flexible Registration Forms
Multi-Lingual Registration Payment Processing
Custom Pricing Social Networking
ROI Measurement Security (i.e. e-sponder): These integrated
solutions provide digital support to your security team by providing:
Email and pager notification Telephone notification
Short Message Service (text messaging) for cell phone notification
Validation of message receipt Tracking of responses
Visual mapping of existing and new data Import data from compatible third party applications
Scalability and scope, handling extensive amounts of data
Speaker Management: Whether you subscribe to an online service or invest in a software
package for speaker management that communicates via the internet from your own server, you
can database your speaker and presenter information and fully automate:
Contact information/Special requests Faculty Agreement Waivers
Disclosure Forms Speaker Objectives
Speaker Bio’s and CV’s Travel Information
Hotel Request Ability to upload presentation slides
Audio/Visual Needs Choose your technologies based on an analysis
of how much they can improve your performance, guarantee accuracy and reduce man hours, hence
investment. As your business grows, you’ll probably need to scale up your technologies,
so make sure you invest in systems that will scale up with you, and are multi-platform
friendly and not designed to be proprietary or have built-in obsolescence.
If you do your due diligence in listing your technology needs and researching what’s
available, you will be able to find technologies that improve your events and the income you
make from planning them.