4 Reasons Why You Should Consider Automating Your Event

Based on the U.S. Bureau of Labor Statistics, meetings, conventions, and event planning are forecasted to rise by 11% between 2016 to 2026.  The most successful event planners have two critical qualities – strong interpersonal skills and project management.

Every event requires attention to details like ticket sales, registration of attendees, scheduling, creating layouts for the venue, and catering. For the function to run smoothly, an event planner needs tools to keep track of all these details.  Fortunately, there are event apps created explicitly for automating your event.

In this article, let’s see how automation will keep your mind off the tedious details and let you focus more on the event’s success.

Automation of Ticket Registration

While automating your event registration, you can categorize tickets as follows:

  • Date of registration – for example, early bird or number of weeks before the actual event
  • Single-day or weekend passes
  • Discounted tickets

An automated system will set expiration dates to ticket prices.  As the event draws near, the amount will increase.

Moreover, the registration process captures essential customer data – their email addresses, mobile numbers, how they found out about the event, and payment options (PayPal, credit card, and other channels).  Upon successful registration, an e-ticket is sent to the attendee by email.

Therefore, aside from having an effortless registration process, an event app will support your marketing requirements. Maintaining a CRM database is critical for future event strategies.

Automation of Scheduling

Planning an event consists of a myriad of tasks. Under catering, you need to call a few restaurants for menus and prices, schedule taste tests, and discuss the availability of staff. If there are speakers, you need to coordinate schedules with their assistants. You also need to check the availability of various venues.

Each task has its working days, depending on how much effort it requires to complete. Plus, some tasks are dependent on the completion of other jobs before they start.

If you are automating your event using an app, you will log all tasks with their details – start and end dates, task dependencies, and notes. The result is a detailed event schedule, wherein you can cross off each task as it completes.

Automation of Physical Layout

Floor plans are laid out depending on the kind of event.  Here are some considerations:

  • Size and layout of the venue
  • Headcount of attendees
  • Visibility of screens and speakers
  • Placement of audio equipment, whiteboards, video screens, etc.
  • Enough moving room for participants
  • Space for high-traffic areas
  • Compliance with Americans with Disabilities Act (ADA) to give provisions for the disabled
  • Allowance for evacuation in case of emergencies like fire.

With most events apps, automating the events includes choosing from among floor plan templates. Whether the function requires dealer booths, standalone tables for artists, or enough space for product exhibitions, you can customize accordingly. The final map is sent by email or printed in flyers.

Automation of Data Capture

From registration to the occasion itself, your event automation includes capturing essential information from attendees.

During registration, we mentioned the CRM database containing customer data. Likewise, feedback of attendees, whether positive or negative, is taken through the same event app.

Useful comments about the venue, topic, or speaker will assist you in future planning.

With these features, automating your event is the answer to being in full control of essential details. With the help of event apps, you can plan multiple functions at the same time.